How to backup Google Voice messages to a Google Sheet for project management

Hi ​@Kcfmike 

What AI does:

• Spots due dates automatically ("call back Tuesday" becomes a real date in its own column)

• Picks out action items ("send proposal" becomes a task)

• Flags urgency based on words like "ASAP" or "emergency"

You can try these:

Two ways to do this within your $20 budget:

Option 1 – Keep your current Zap and add a Sheets formula:

• Install GPT Workspace or ChatGPT for Sheets ($9-20/month)

• Add a column with =GPT(“extract the due date from this:  ” & A2) 

Option 2 – Add AI directly to your Zap:

• Insert an "AI by Zapier" step between Gmail and Sheets

• One message = one task 

• 500 messages = 500 tasks. Fits in the Starter plan's 750 tasks

• No extra Zapier tasks. Flat monthly fee.

Hope this helps you get it sorted!

If you're still running into issues, drop a screenshot of the error and a quick description of what your Zap is doing, happy to take a look!

And if you'd rather just get it sorted quickly, I offer a free 20-min Zapier troubleshooting call. Book it under Resources on my Zapier Directory profile: https://zapier.com/partnerdirectory/automatemybiz

Hey ​@Kcfmike 👋 How did you get on with Fahad’s suggestions here? 

Let us know which approach worked for you, or if you need some more help at all.

Well it has been interesting.. I've been working with Gemini I guess that would be the aif choice when working with Google everything so I did try to zapier but then I found out I didn't need them because I could just use Tasker or app sheets instead.. I'm into it for about seven or eight hours right now ....I keep making changes and then finding out it doesn't work and then going back to Gemini for another change ...  I guess it's coming along ... if I don't start making better progress I'll probably look at employing Claude

Sorry to hear it’s taking so long ​@Kcfmike! If you do revisit this with Zapier, definitely worth giving an AI by Zapier action a try. It should be able to extract the text from the audio file as well as the email, so the Zap could then add those into a Google Sheet, which might be a bit quicker.

Either way, keep us posted on how it goes, want to make sure you’re all set. 🙂

The major problem has been with intercepting outgoing Gmail voice text messages to then send to the Google sheet… does anyone have a bulletproof way of doing that?

​@Kcfmike, maybe you could automatically forward the outgoing messages to a Zap via a webhook. 🤔 I know on iPhone it's possible to set up Shortcuts that could send a webhook to a Zap. For example:

I'm not too familiar with Tasker, but if it can send webhooks maybe you could set it up to send a webhook to the Zap when you send a Google Voice message, or even just have it forward to Gmail, then have the Zap add it to Google Sheets. Do you think that could work?