AI Agent Integration With n8n, Vapi and OpenAI for Lead Routing
Rishad Al Islam
System Overview
What it is: A fully automated lead-handling workflow that combines n8n, Vapi and OpenAI GPT. The voice assistant (Vapi) captures leads through natural conversation, GPT analyzes and classifies the query and n8n routes the data to the CRM while triggering follow-up actions - all in a single flow.
Core capabilities
- Voice-based lead capture through Vapi
- GPT-powered query understanding and intent detection
- Automatic CRM updates and lead creation via n8n
- Intent-based routing to the right sales or support team
- Real-time Slack/email notifications for high-value leads
- Logging of conversation transcripts for compliance and training
- Scalable automation flows for multi-channel input (voice, chat, forms)
Business problems solved
- Eliminate manual lead entry and qualification
- Ensure leads are routed instantly to the correct team
- Shorten response times for high-value opportunities
- Improve lead quality with GPT-driven classification
- Provide consistent, structured data across CRM and analytics
Imagine cutting lead response times from hours to seconds - want to test it on your own CRM?
Industries served
SaaS, B2B services, real estate, financial services, eCommerce, telecom.
Actor Identification
Primary actor: Prospect interacting with the AI voice assistant.
Secondary actors: Vapi voice agent, OpenAI GPT model, n8n automation engine, CRM system (HubSpot, Salesforce, etc.), sales reps.
Actor Goals
- Prospect: Get their query resolved quickly or connected to the right rep.
- Sales/Support Rep: Receive qualified leads with context already logged in CRM.
- AI Assistant: Capture details, classify the query with GPT, and trigger next steps.
- CRM System: Maintain clean, structured lead data for follow-up.
If your reps are still wasting time on unqualified leads, this workflow fixes that instantly.
Context and Preconditions
- Vapi connected to n8n workflow for lead intake
- GPT integrated into n8n for query analysis and classification
- CRM system connected with API access for updates
- Notification channels (Slack/email) configured for hot leads
- Compliance policies approved for transcript logging and data storage
Basic Flow (Successful Scenario)
- Prospect speaks with the Vapi voice assistant: “I’d like a demo of your product.”
- Vapi captures the request and sends it to n8n.
- n8n routes the query to GPT for analysis, which identifies intent as “Demo Request.”
- n8n creates/updates the lead in CRM with captured details and intent classification.
- If prospect qualifies as high-value, Slack notification is sent to sales rep instantly.
- CRM triggers a follow-up workflow (e.g., scheduling a demo).
Outcome: Leads are captured, classified, and routed automatically - sales reps receive context-rich leads in real time without manual effort.
Ready to see this flow in action with your own leads? Book a free walkthrough.
Alternate Flows
A1: Low confidence in GPT classification: If GPT can’t confidently classify the query, n8n routes the lead to a default sales queue.
A2: Duplicate record: If CRM detects existing contact, n8n updates the record instead of creating a new one.
A3: API downtime: If CRM or GPT is unavailable, n8n retries later and logs the issue.
A4: Escalation request: If prospect requests a human, Vapi transfers call to rep with context attached.