Automate AI phone booking & CRM updates with GPT-4, VAPI.ai, and GHL

Automate AI-driven appointment booking with phone call confirmations, real-time lead validation, CRM updates, and email notifications—powered by n8n, OpenAI, VAPI.ai, and GoHighLevel. Tools & Services Used - GoHighLevel (CRM & appointment management) - VAPI.ai (AI phone calls) - OpenAI (GPT-4 for lead validation and post-call analysis) - Email Service (transactional email notifications) - n8n (Self-hosted required for Community Nodes) Workflow Overview This automation performs the following steps: - Trigger: A new lead arrives via the GHL Webhook. - Validation: OpenAI (GPT-4) checks lead quality and relevance. - AI Phone Call: VAPI.ai initiates an automated call to confirm appointment details. - Post-Call Analysis: OpenAI interprets the call result (bookingmade=YES/NO). Conditional Actions: If YES: Updates GoHighLevel CRM and sends confirmation emails to the client and owner. If NO: Alerts the owner via email about the failed booking. Prerequisites Active accounts and API keys for: - GoHighLevel (webhook setup) - VAPI.ai (phone call API) - OpenAI (GPT-4 access) - Email service (e.g., SMTP, SendGrid, or Gmail) How to Use This Template Step 1: Import the Template Import the JSON into your self-hosted n8n instance (requires Community Nodes like @n8n/n8n-nodes-langchain). Step 2: Configure Credentials GHL Webhook: Replace YOURWEBHOOKID with your GoHighLevel webhook ID. OpenAI Nodes: Add your OpenAI API key (replace placeholder BxLbA94QZt0ifZsC). VAPI Call Node: Ensure the VAPI.ai endpoint ( has valid API credentials. Email Nodes: Configure SMTP or API credentials for your email service. Step 3: Enable Disabled Nodes Activate the Post-call Analysis node if needed (disabled by default). Finding Your GHL Webhook ID In GoHighLevel, navigate to Automations → Webhooks. Create a new webhook and copy its unique ID into the GHL Webhook node. Initial Test Run Simulate a Lead: Manually trigger the GHL webhook with test lead data. Debugging: Verify OpenAI validates the lead. Check if VAPI.ai initiates a call (use a test phone number). Confirm CRM updates and emails are sent conditionally. Production Prep: Enable error-handling loops for failed calls. Adjust GPT-4 prompts for stricter validation. Use Cases - Medical Clinics: Reduce no-shows with automated appointment confirmations. - Salons/Spas: Streamline booking updates and client reminders. - Consultants: Sync client meetings to CRM in real time. Disclaimer Requires self-hosted n8n (Community Nodes are unsupported on n8n Cloud). Test phone call and email nodes extensively before scaling.