Restaurant Marketing & Booking Automation with VAPI Voice AI

This n8n-powered automation connects Excel-based lead management with VAPI Voice AI to create an intelligent restaurant marketing and booking assistant.

It automatically calls new leads from your Excel sheet, talks to them using an AI voice agent, stores their responses and schedules bookings or deliveries in Google Calendar - all without manual effort.

Ideal for restaurant owners, marketing teams, or customer success departments looking to automate promotional calls, handle bookings and manage customer data in one streamlined workflow.

1. Automated Lead Engagement

Initiates personalized voice calls to every new lead added to Excel - no manual dialing required.

2. AI Voice Interaction

Uses VAPI’s conversational AI to promote offers, collect feedback, or confirm bookings naturally.

3. Smart Data Sync

Automatically logs all customer responses and updates them in Google Sheets or Excel for tracking.

4. Instant Scheduling

Confirms delivery or table bookings and creates corresponding events in Google Calendar.

5. Zero Manual Coordination

Eliminates repetitive marketing and scheduling tasks - letting your staff focus on service quality.

1. New Lead Trigger (Excel)

When a new customer lead is added to an Excel sheet, the workflow begins automatically.

2. Prepare Lead Data

Cleans and formats each lead’s information (name, contact, preferences) before initiating a call.

3. Loop Through Leads

Iterates through all uncontacted leads to ensure each receives a marketing or promotional voice call.

4. Start Marketing Call (VAPI)

The VAPI AI voice agent calls customers, shares restaurant offers and interacts in real time using natural conversation.

5. VAPI Call Response Webhook

Captures customer responses or booking details sent by the VAPI API.

6. Store User Response (Sheet)

Logs call outcomes (interest, feedback, booking intent) into a Google Sheet or Excel file.

7. Extract Booking/Order Info

Analyzes responses to identify booking requests or delivery details using structured parsing or AI extraction.

8. Schedule Delivery/Table Booking (Calendar)

Creates a calendar event for confirmed bookings or deliveries, ensuring real-time coordination.

9. Send Response to VAPI

Sends confirmation details back to the VAPI agent to close the conversation politely and thank the customer.

• n8n: Orchestrates workflow automation and data flow.
• Excel / Google Sheets: Stores and manages customer leads and call outcomes.
• VAPI Voice AI: Handles voice interactions and collects real-time responses.
• Google Calendar: Automatically books confirmed reservations or deliveries.
• Webhook Nodes: Captures and returns API data between n8n and VAPI.

Input Collection

New lead entries are fetched from Excel or Google Sheets.

AI Call Execution

VAPI initiates a voice call, engaging leads with a restaurant-specific marketing script (e.g., offers, new menu, or booking reminders).

Response Handling

When customers respond (e.g., “Yes, I want to book a table at 7 PM”), the webhook captures and logs their reply.

Data Processing

Responses are parsed for key booking details such as:

• Customer Name
• Booking Date & Time
• Order Type (Delivery/Table)
• Contact Number

Action Execution

If a booking or delivery is requested:

• Event is created in Google Calendar
• Confirmation is sent back to VAPI
• Excel/Sheet entry is updated

A restaurant marketing manager adds 50 new leads to Excel every morning.

• Each lead automatically receives a personalized AI call from the VAPI voice agent.
• Interested customers confirm bookings directly through the call.
• The system logs all responses, schedules bookings in Google Calendar and sends confirmations - all automatically.
• No staff intervention required.

• Recognized among the Top 5 Global n8n Creators
• Experts in AI Voice Automation & Restaurant Tech
• Seamless integrations with VAPI, Excel, Google Sheets and Calendar
• Custom-built, scalable and latency-optimized workflows for F&B automation

The Restaurant Marketing & Booking Automation Workflow by OneClick IT Consultancy turns your customer engagement and reservation process into a fully automated AI-driven system.

With VAPI Voice AI and n8n, your restaurant can reach more customers, convert leads faster and manage bookings effortlessly - without lifting a finger. Visit Offical Workflow   

Ready to automate your travel marketing calls? Contact Oneclick's AI Automation Team to schedule a free consultation.