Automated Restaurant Call Handling & Table Booking System with VAPI and PostgreSQL

This system acts as a virtual receptionist for restaurants, powered by VAPI and n8n automation.

It automatically answers incoming calls, interacts naturally with customers, collects reservation details (like name, booking time and number of guests), checks table availability in a PostgreSQL database, confirms the booking and sends the response back - all in real time.

The system can also answer restaurant-related queries (e.g., menu, location, or opening hours), providing a fully automated and human-like phone experience for your guests.

1. 24/7 Automated Call Handling

The voice agent manages calls round the clock - no missed calls, no waiting.

2. Smart Table Booking Management

Automatically verifies availability in PostgreSQL before confirming any reservation.

3. Human-Like Conversations

The AI interacts conversationally, guiding users naturally through the booking process.

4. Seamless Database Integration

n8n workflows handle all booking insertions, updates and lookups directly in PostgreSQL.

5. Error-Free & Real-Time Updates

Reservation details are validated and stored instantly, ensuring accurate data for restaurant staff.

Workflow 1: Handle New Booking Requests

1. Trigger: Booking Request (VAPI)

VAPI receives a call and sends booking data (guest name, time, people count) to n8n via webhook.

2. Upsert Booking in PostgreSQL

The workflow inserts the booking data into the PostgreSQL database.

3. Error Handling & Retry

If insertion fails (e.g., table already booked), the system retries or updates the record.

4. Respond: Booking Confirmation (VAPI)

Sends a response back to the AI agent, confirming the booking and providing a confirmation message to the caller.

Workflow 2: Check Table Availability

1. Trigger: Booking Request (VAPI)

AI agent asks the user for preferred time and table type, then triggers the webhook.

2. Code Node (Logic Processor)

Evaluates input data and formats a SQL query dynamically for PostgreSQL.

3. Query Table Availability (PostgreSQL)

Checks if a suitable table is free for the requested time.

4. Respond: Availability Status (VAPI)

Returns real-time availability - “Table confirmed” or “Sorry, fully booked” - directly to the caller.

Voice & Telephony

• VAPI: Handles inbound and outbound calls with AI-driven natural conversations.

• STT (Speech-to-Text): Converts user speech into structured text for processing.

• TTS (Text-to-Speech): Converts confirmation messages into human-like responses.

Automation & Logic

• n8n: Orchestrates booking workflows, database actions and API communication.

• Custom Code Nodes: Implement logic for validation, fallback responses and SQL query construction. Database

• PostgreSQL: Stores and manages all booking data, including guest details, table types and availability.

Integrations

• Google Sheets (Optional): For quick backup or analytics of booking data.

• Slack / Email Notifications: Alerts staff of new or updated bookings.

1. Speech-to-Text (STT): Captures the caller’s spoken details.

2. Intent Understanding (LLM): Determines whether the user wants to book, cancel, or inquire.

3. Database Check: Queries PostgreSQL for available tables.

4. Response Generation (VAPI): Provides a polite confirmation or an alternative option.

5. Follow-Up Workflow: Notifies restaurant staff and logs booking data.

1. Experts in AI Voice Automation: Proven experience with VAPI and n8n for hospitality workflows.

2. Custom Table Logic: Configurable booking rules (e.g., max capacity, time slots, VIP tables).

3. End-to-End Deployment: From database setup to AI call handling and live testing.

4. Scalable Design: Supports multiple branches or restaurant chains.

5. Secure & Reliable: Data securely stored with role-based access and real-time sync.

A restaurant implemented this system to handle daily table reservations. When a customer calls, the AI receptionist:

• Greets them politely
• Collects name, date, time and guest count
• Checks real-time availability in PostgreSQL
• Confirms the reservation instantly

Within seconds, the booking is stored in the database and a notification is sent to the restaurant manager.

This automation reduced manual call handling by 90% and improved booking accuracy and response time significantly.

The Automated Restaurant Call Handling System replaces manual reservation calls with a fully AI-powered workflow that never misses a customer.

It combines VAPI for natural conversations, n8n for process automation and PostgreSQL for data reliability, ensuring a seamless dining experience for every guest. Visit Official Workflow     

Ready to deploy your AI restaurant receptionist?    Contact Oneclick's AI Automation Team to schedule a free consultation.