How to Sync Retell AI with Google Sheets Caller Data?
Description
Answer calls with context. When someone calls, the voice agent gets the caller name and details pulled from a spreadsheet in seconds. Teams that run support or sales lines can greet people by name and move straight to the right next step.
The flow starts with a webhook that receives the inbound call event from the voice platform. An allow list blocks unknown IPs for safety. The phone number from the event is used to search a Google Sheets table and fetch the matching row. A response node then sends a clean JSON payload with dynamic variables so the agent can personalize the greeting and script.
Setup is simple if you already store customer data in Google Sheets. Expect a faster start to each call and less time spent on lookups, often saving one to two minutes per call. It works well for support hotlines, sales callbacks, and appointment lines where the caller identity drives the conversation. Phone numbers must use a plus sign and no spaces for a match. You can add more fields in the sheet and map them to variables without code.
Tools Required
What this workflow does?
- Secure webhook trigger that only accepts requests from a whitelisted IP
- Google Sheets lookup by exact phone number including country code
- JSON response that fills dynamic variables for real time personalization
- Response node waits for the sheet result before sending data back
- Easy field mapping by matching sheet columns to variable names
What are the benefits?
- Reduce manual lookup from 2 minutes to 5 seconds per call
- Improve data quality by using one trusted spreadsheet
- Automate 100 percent of data transfer between tools
- Support more simultaneous calls with instant data return
- Connect a voice agent and a spreadsheet with no custom code
How to set this up?
- Import the template into n8n: Create a new workflow in n8n > Click the three dots menu > Select 'Import from File' > Choose the downloaded JSON file.
- You'll need accounts with Retell AI and Google Sheets. See the Tools Required section above for links to create accounts with these services.
- Prepare your Google Sheets table. Add a column named Phone Number with values that start with a plus sign and no spaces. Add columns for fields you want to send to the voice agent, such as First Name, Last name, and E Mail.
- Open the Google Sheets node in n8n. In the credential dropdown, click Create new credential, select Google Sheets OAuth2, then follow the on screen steps. Name the credential clearly so your team can find it later.
- In the Google Sheets node, set the Document ID and Sheet name. Configure the filter to match Phone Number to the incoming caller number from the webhook payload.
- Open the Webhook node. Keep the method set to POST and set a clear path. Ensure the response mode is set to Response node. Copy the Production URL for later.
- Confirm the IP allow list is set so only trusted requests are accepted. Keep the provided IP or add the correct IP from your voice platform.
- Open the Respond to Webhook node. Map the JSON response to your variable names. Ensure each value is a string and matches the keys your agent expects.
- In your Retell AI dashboard, open the phone number settings and add the inbound webhook. Paste the n8n Production URL and save the change.
- Test the flow. Use the Webhook node test URL or place a test call from a number that exists in the sheet. Check the n8n execution for a 200 response and confirm the JSON contains the right fields.
- If no data returns, verify the phone number format includes the plus sign and no spaces. Confirm the sheet is shared with the connected Google account and that the filter column name matches exactly.
- Activate the workflow in n8n and monitor the executions page during the first live calls to confirm stable results.
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