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n8n.io Integration

n8n

Connect your Voka AI assistant to n8n.io for powerful custom workflows and automation using webhooks.

What is n8n?​

n8n is a powerful workflow automation tool that connects apps and services through visual workflows:

  • 🔗 Workflow Automation - Connect 400+ apps and services
  • 🎯 Custom Logic - Build complex automation with visual nodes
  • 🔄 Data Transformation - Process and route data between systems
  • ⚡ Real-Time Triggers - Respond to events instantly via webhooks
  • 🛠️ Self-Hosted - Full control over your automation infrastructure
  • 🆓 Open Source - Free to use and customize
Perfect for Advanced Automation

n8n lets you build custom integrations with ANY service that has an API - far beyond our pre-built integrations!

What Your Assistant Can Do with n8n​

When connected to n8n workflows, your AI assistant can:

✅ Trigger Custom Workflows​

  • Send call data to n8n via webhooks
  • Trigger workflows based on call events
  • Pass conversation details to automation
  • Initiate multi-step processes
  • Route data to any connected service

✅ Connect to Any Service​

  • CRM Systems - Salesforce, HubSpot, Pipedrive, Zoho
  • Project Management - Asana, Trello, Monday.com, ClickUp
  • Communication - Slack, Discord, Microsoft Teams, Email
  • Data Storage - Google Sheets, Airtable, Databases
  • E-commerce - Shopify, WooCommerce, Stripe
  • Custom APIs - Your own internal systems

✅ Build Complex Logic​

  • Conditional routing based on call content
  • Multi-step approval workflows
  • Data enrichment and validation
  • Error handling and retries
  • Scheduled follow-up actions

How It Works​

Webhook Architecture​

Simple flow:

  1. Customer calls your Voka AI assistant
  2. Assistant collects information during call
  3. Call data sent to n8n webhook
  4. n8n workflow processes the data
  5. n8n triggers actions in other services

Example workflow:

Customer Call
    ↓
Voka AI Assistant (collects lead info)
    ↓
Webhook to n8n
    ↓
n8n Workflow:
  → Add to CRM (Salesforce)
  → Notify sales team (Slack)
  → Create follow-up task (Asana)
  → Send confirmation email

Setup Guide​

Prerequisites​

  • ✅ Active Voka AI account
  • ✅ n8n instance (cloud or self-hosted)
  • ✅ Basic understanding of webhooks
  • ✅ API credentials for services you want to connect
Getting n8n

Step 1: Create Workflow in n8n​

  1. Log in to your n8n instance
  2. Click "New Workflow"
  3. Add a Webhook node as the trigger
  4. Configure the webhook node:
    • HTTP Method: POST
    • Path: Choose a unique path (e.g., /voka-ai-calls)
    • Authentication: None (or configure if desired)
  5. Click "Execute Node" to get your webhook URL
  6. Copy the webhook URL - you'll need this for Voka AI
Example Webhook URL

https://your-n8n-instance.com/webhook/voka-ai-calls

Step 2: Build Your Workflow​

Add nodes to process the webhook data:

Example: Lead Capture Workflow

  1. Webhook (trigger) - Receives call data from Voka AI
  2. Set node - Extract and format data
  3. HTTP Request - POST to CRM API
  4. Slack node - Notify sales team
  5. Google Sheets - Log the lead

Data available from Voka AI:

  • Caller phone number
  • Call duration
  • Call transcript
  • Assistant used
  • Custom variables you collect
  • Call timestamp
  • Call status

Step 3: Configure Voka AI Assistant​

  1. Go to Voka AI Dashboard → AI Assistants
  2. Edit your assistant
  3. Click the Agent Tab
  4. Scroll to Webhook Tools section
  5. Click "Add Webhook Tool"
  6. Configure:
    • Name: Send to n8n
    • Description: Sends call data to n8n workflow
    • Webhook URL: Paste your n8n webhook URL
    • Method: POST
    • Headers: (optional) Add authentication if needed
  7. Save the assistant

Step 4: Update Assistant Instructions​

Tell your assistant when to trigger the webhook:

When you complete a call where someone:
- Requests a quote
- Wants to schedule a service
- Provides contact information
- Asks to speak with sales

Use the "Send to n8n" tool to send their information to our workflow system.

Information to send:
- Customer name
- Phone number
- Email (if provided)
- Service/product interested in
- Any special notes from the conversation

Step 5: Test the Integration​

  1. Make a test call to your assistant
  2. Go through the workflow (provide info as instructed)
  3. Check n8n workflow execution log
  4. Verify data was received correctly
  5. Confirm downstream actions triggered (CRM update, Slack message, etc.)

Common Use Cases​

Lead Capture & CRM Integration​

Scenario: Qualify leads and add to Salesforce

n8n Workflow:

  1. Webhook receives call data
  2. Check if lead exists in Salesforce
  3. If new: Create lead record
  4. If existing: Update last contact date
  5. Notify sales rep via Slack
  6. Add to email nurture campaign

Appointment Booking with Custom System​

Scenario: Book appointments in proprietary system

n8n Workflow:

  1. Webhook receives appointment details
  2. Check availability in your API
  3. Create appointment record
  4. Send confirmation email
  5. Add to staff calendar
  6. Create reminder task

Order Processing​

Scenario: Take orders and process via e-commerce platform

n8n Workflow:

  1. Webhook receives order details
  2. Validate inventory via Shopify API
  3. Create draft order
  4. Send payment link via SMS
  5. Notify fulfillment team
  6. Log in Google Sheets for tracking

Customer Support Ticket Creation​

Scenario: Create support tickets from calls

n8n Workflow:

  1. Webhook receives support request
  2. Create ticket in Zendesk
  3. Categorize based on keywords
  4. Assign to appropriate team
  5. Send acknowledgment email
  6. Post to internal Slack channel

Webhook Payload Format​

Data sent to your n8n webhook:

{
  "call_id": "call_abc123",
  "caller_number": "+15551234567",
  "assistant_id": "asst_xyz789",
  "duration": 245,
  "timestamp": "2025-01-15T14:30:00Z",
  "transcript": "Full conversation transcript here...",
  "status": "completed",
  "custom_data": {
    "customer_name": "John Doe",
    "customer_email": "[email protected]",
    "interest": "Premium Plan",
    "notes": "Wants to start next month"
  }
}

Access fields in n8n using expressions:

  • {{ $json.caller_number }}
  • {{ $json.custom_data.customer_name }}
  • {{ $json.transcript }}

Advanced Configuration​

Authentication​

Secure your webhook with authentication:

In n8n:

  1. Edit Webhook node
  2. Authentication: Header Auth
  3. Set header name (e.g., X-API-Key)
  4. Set expected value

In Voka AI:

  1. Edit webhook tool
  2. Add header:
    • Name: X-API-Key
    • Value: your-secret-key

Error Handling​

Add error handling to your n8n workflow:

  1. IF node - Check for errors
  2. Error Trigger - Catch failed executions
  3. Slack/Email node - Notify on failures
  4. Retry Logic - Automatic retries

Data Transformation​

Use n8n's Set and Code nodes to:

  • Format phone numbers
  • Parse timestamps
  • Clean text data
  • Validate inputs
  • Enrich with external data

Troubleshooting​

"Webhook not receiving data"​

Check:

  1. ✅ Webhook URL copied correctly to Voka AI
  2. ✅ n8n workflow is Active (not just saved)
  3. ✅ Firewall allows incoming webhooks
  4. ✅ HTTPS if required (some n8n setups require SSL)

Debug:

  1. Check n8n Executions tab for incoming requests
  2. Review Voka AI call logs for webhook delivery status
  3. Test webhook directly with curl or Postman

"Data not formatted correctly"​

Solution:

  1. Check the payload in n8n execution log
  2. Use Set node to restructure data
  3. Add Code node for complex transformations
  4. Reference n8n expressions documentation

"Workflow fails partway through"​

Debug:

  1. Click on failed node in n8n
  2. Review error message
  3. Check API credentials for connected services
  4. Verify service quotas/rate limits
  5. Add error handling nodes

Security Best Practices​

1. Use Authentication​

Always protect webhooks with authentication:

  • API keys in headers
  • Basic authentication
  • OAuth tokens
  • IP whitelisting

2. Validate Input​

In your n8n workflow:

  • Validate data types
  • Check required fields
  • Sanitize text inputs
  • Verify phone/email formats

3. Secure Credentials​

  • Store API keys in n8n credentials store
  • Never hardcode secrets
  • Use environment variables
  • Rotate keys regularly

4. Monitor Activity​

  • Enable n8n execution logging
  • Set up alerts for failures
  • Review logs regularly
  • Track unusual patterns

Pricing​

Voka AI Side​

  • ✅ n8n webhook integration included in Business plan and higher
  • ✅ No per-webhook fees
  • ✅ Unlimited webhook calls

n8n Side​

  • n8n Cloud: Free tier available, paid plans for more executions
  • Self-Hosted: Free and open source
  • Fair-code License: Free for personal use, paid for production

See n8n Pricing

Example Workflows​

Starter Template: Lead to CRM​

1. Webhook (trigger)
2. Set (format data)
   - name: {{ $json.custom_data.customer_name }}
   - phone: {{ $json.caller_number }}
   - source: "Voka AI Call"
3. HTTP Request (POST to CRM)
   - URL: Your CRM API endpoint
   - Body: {{ $json }}
4. Slack (notify sales)
   - Message: "New lead from call: {{ $json.custom_data.customer_name }}"

Advanced: Multi-System Sync​

1. Webhook (trigger)
2. IF (check if existing customer)
   - True: Update customer record
   - False: Create new customer
3. HTTP Request (CRM update)
4. Google Sheets (log call)
5. SendGrid (send follow-up email)
6. Slack (notify team)
7. Airtable (add to pipeline)

Resources​

FAQs​

Do I need to know how to code?​

No! n8n is visual and no-code. However, optional Code nodes allow JavaScript if you need advanced logic.

Can I use n8n cloud or does it need to be self-hosted?​

Both work! n8n cloud is easier to get started. Self-hosted gives you more control.

How many workflows can I create?​

Unlimited! Create separate workflows for different use cases or one master workflow with routing logic.

What if my n8n instance goes down?​

Voka AI will retry failed webhooks. However, ensure your n8n instance has proper uptime monitoring.

Can I send data from multiple assistants to one workflow?​

Yes! Use the same webhook URL across assistants, or use different paths to route to different workflows.

Is there a delay with webhooks?​

Webhooks fire in real-time (typically <1 second). The total time depends on your workflow complexity.

Ready for Custom Automation? 🔗 Start building powerful workflows with n8n and Voka AI!