How To Connect VAPI with N8N (Step-by-step) – AI Automation

This comprehensive guide will walk you through connecting WAPI (a sophisticated voice assistant builder) with n8n (a leading workflow automation platform). By the end of this tutorial, you’ll have a fully functional system where every call made to your voice assistant automatically populates valuable data in n8n for further processing, analysis, and automation.

What You’ll Need

Before we begin, ensure you have:

• An active WAPI account (available at wapi.ai)
• An n8n instance (cloud or self-hosted)
• Basic familiarity with both platforms

Step-by-Step Integration Process

Step 1: Create Your Voice Assistant in WAPI

1. Log into your WAPI dashboard
2. Click “Create Assistant” (usually a prominent button on the main screen)
3. Name your assistant – for this tutorial, we’ll use “n8n Tutorial Assistant”
4. Select a template that fits your use case. The “Customer Support Specialist” template works well for most scenarios
5. Click “Create Assistant” to finalize

Pro Tip: WAPI templates automatically configure settings based on the role you select, saving you time on initial setup.

Step 2: Set Up Your n8n Webhook

1. In your n8n interface, create a new workflow or open an existing one
2. Add a new node by clicking the plus (+) icon
3. Search for “Webhook” in the node library and select it
4. Configure your webhook node with these settings:

• Method: POST (crucial for receiving data from WAPI)
• Authentication: None (for this basic setup)
• Response Mode: Respond to Webhook

1. Important: Use the test webhook URL if your workflow isn’t activated. For production use, you’ll need to activate the workflow and use the production URL instead.
2. Copy the generated webhook URL – you’ll need this in the next step

Step 3: Connect WAPI to Your n8n Webhook

1. Return to your WAPI assistant dashboard
2. Navigate to the “Advanced” settings section
3. Scroll down to find the “Messaging” category
4. In the webhook URL field, paste your n8n webhook URL
5. Under “Server Messages,” locate “End of Call Report”
6. Critical Step: Uncheck all other options and select ONLY “End of Call Report” for this integration
7. Click “Publish” to save your changes

• If prompted about unsaved changes elsewhere, select “Skip and Publish”

Step 4: Test Your Integration

1. Return to n8n and ensure your webhook node is listening (indicated by an active status)
2. In WAPI, use the “Talk to Assistant” feature to make a test call
3. Speak a few sentences to generate call data
4. End the call to trigger the End of Call Report

Step 5: Verify Data Transfer in n8n

1. Switch back to your n8n interface
2. Check your webhook node – you should see the call data appear
3. The data package includes:

• Call transcription
• Call duration (in milliseconds)
• Token consumption
• Assistant ID
• Timestamps
• Call status and metadata

1. You can now use n8n’s node system to:

• Parse and transform the data
• Send it to databases, CRMs, or Google Sheets
• Trigger follow-up automations
• Generate reports and analytics

Understanding the Data Flow

Here’s what happens behind the scenes:

1. A user calls your WAPI voice assistant
2. The assistant processes the conversation using AI
3. When the call ends, WAPI packages all relevant data
4. WAPI sends this data as a POST request to your n8n webhook URL
5. n8n receives and processes the data in your workflow
6. You can now automate any subsequent actions based on this call data

Practical Applications and Use Cases

This integration opens numerous possibilities:

Customer Support Automation

• Route call summaries to your support team’s Slack channel
• Create tickets in Help Scout or Zendesk automatically
• Update customer records in your CRM with call insights

Sales Intelligence

• Log prospect calls directly to HubSpot or Salesforce
• Score leads based on conversation content
• Trigger follow-up email sequences

Internal Process Automation

• Log training or coaching sessions
• Automate meeting minute generation
• Create voice-first data entry systems

Analytics and Reporting

• Build dashboards showing call volume, duration, and topics
• Analyze sentiment from conversations
• Track token usage and optimize costs

Troubleshooting Common Issues

Problem: No data received in n8n

Solution:

• Verify your n8n workflow is active
• Check that you’re using the correct URL (test vs. production)
• Ensure the webhook method is set to POST
• Confirm WAPI’s webhook configuration is saved and published

Problem: Incomplete data

Solution:

• Make sure “End of Call Report” is the only option selected in WAPI
• Allow the call to complete naturally—premature endings might not trigger the report

Problem: Can’t find the webhook settings in WAPI

Solution:

• Ensure you’re in the “Advanced” section of your assistant settings
• Look specifically under “Messaging” → “Server Messages”

Advanced Configuration Tips

Data Parsing in n8n

Use n8n’s Function node or Code node to:

• Extract specific fields from the JSON payload
• Transform timestamps to your local timezone
• Calculate additional metrics like words per minute

Adding Authentication

For production use, consider:

• Adding API key authentication to your n8n webhook
• Using n8n’s credential system for downstream connections
• Implementing IP whitelisting for added security

Error Handling

Build robust workflows by:

• Adding error triggers in n8n
• Creating fallback paths for failed data transfers
• Setting up notifications for integration failures

Next Steps and Further Learning

Now that you have WAPI and n8n connected, consider exploring:

1. Multi-step workflows – Chain multiple actions based on call outcomes
2. Conditional logic – Route data differently based on conversation content
3. Integration with other tools – Connect your flow to Google Sheets, Airtable, or your internal databases
4. Real-time processing – Use n8n’s streaming capabilities for live call analysis

For more tutorials on AI automation:

• Connecting n8n with HubSpot for CRM automation
• Building error handling workflows in n8n
• Creating custom AI agents with advanced WAPI features
• Integrating voice assistants with external APIs

Conclusion

Connecting WAPI with n8n creates a powerful synergy between voice AI and workflow automation. This integration eliminates manual data entry, provides valuable insights from voice conversations, and enables sophisticated automations that were previously complex to implement.