n8n AI Voice Webhook: Log Callbacks to Google Sheets + Gmail Alerts

Turn AI voice call-backs into a clean Google Sheets log—instantly, reliably, with Gmail alerts

This n8n AI Voice Webhook workflow receives call-back requests from your voice agent, validates and de-duplicates callers, logs everything to Google Sheets, and sends urgent or failure notifications via Gmail.

What this workflow does

• Receives webhook call-back requests via a POST webhook from your AI voice agent, including caller details.
• Normalizes and validates the payload (including timezone-aware timestamps). If no phone number is provided, it responds asking for a phone number.
• Finds existing requests in the Google Sheets “Requests” tab by matching the caller’s phone number.
• Merges repeat calls within a time window: if there’s an existing row with Status = New within the configured merge window, it increments the call count and appends a timestamped note instead of creating duplicates.
• Creates or updates the sheet record (append a new row or update by Request ID), then confirms the save back to the webhook sender.
• Sends Gmail alerts for urgent requests to a configured email address.
• Handles Google Sheets failures: if writing fails, it responds that the request was not saved and sends a failure notification email via Gmail with caller details.

Use cases

• Capture call-back requests after an AI voice agent call and keep an always-current pipeline in Google Sheets.
• Deduplicate repeated caller attempts within minutes to reduce noise and speed up follow-up.
• Notify your team immediately when a request is marked urgent or when logging fails.

Technical details

• Google Sheets integration: writes to the Requests tab with headers including Request ID, Received, Last update, Urgent, Name, Phone, Reason, Preferred time, Notes, Calls, and Status.
• Gmail integration: sends alert emails for urgent saves and for Google Sheets write failures.
• n8n nodes/logic: webhook, if, set, code, gmail, and sticky note.