Vapi Legal Intake: Log Calls to Google Sheets + Email & Clio

Turn every Vapi legal intake call into a logged enquiry, an email alert, and an optional Clio contact

Vapi Legal Intake: Log Calls to Google Sheets + Email & Clio is an n8n automation workflow that receives Vapi end-of-call reports, extracts structured enquiry details, appends them to Google Sheets, and emails your law firm—with URGENT handling. It can also create a Clio contact with the enquiry note and send failure alerts if anything goes wrong.

What this workflow does

• Receives a POST webhook from Vapi when your voice agent finishes a call.
• Filters the payload to process only events where type = end-of-call-report.
• Extracts enquiry fields from Vapi Structured Output (filling missing values with “Not provided”), normalizes urgency, and builds a timestamp using your configured time zone.
• Appends a new row in the Enquiries tab of a Google Sheets spreadsheet.
• Sends an email to the firm via Gmail (or Outlook if enabled). The subject is prefixed with “URGENT -” when flagged urgent.
• Optionally creates a Clio Person contact and adds the enquiry details as a note.
• Emails an alert via Gmail if the Clio contact/note creation fails.

Use cases

• Capture intake enquiries from a Vapi voice agent and keep a searchable Enquiries log for legal teams.
• Instantly notify staff via email, escalating urgent leads with a clear subject line.
• Automatically sync calls into Clio so enquiries become actionable records with notes.

Technical details

• Webhook (POST) secured with header auth: x-intake-secret.
• Nodes/logic: if, set, code, Gmail (email), Outlook (optional), Google Sheets, and a Clio note flow using a sticky note step.
• Relies on Vapi Structured Output (e.g., template_intake_data) to extract fields like caller name and enquiry data.