You can streamline your AI automation phone setup with a clear step-by-step walkthrough for importing Twilio numbers into Vapi. This guide shows you how to manage international numbers and get reliable calling across the US, Canada, Australia, and Europe.
You’ll be guided through creating a Twilio trial account, handling authentication tokens, and importing numbers into Vapi, plus how to buy trial numbers in Vapi for outbound calls. The process also covers setting up European numbers and the documentation required for compliance, along with geographic permissions for outbound dialing.
Overview of Vapi and Twilio for AI Automation
You are looking to combine Vapi and Twilio to build conversational AI and voice automation systems; this overview gives you the high-level view so you can see why the integration matters. Twilio is a mature cloud communications platform that provides telephony APIs, SIP trunking, and global phone number inventory; Vapi is positioned as an AI orchestration and telephony-first platform that focuses on routing, AI agent integration, and simplified number management for voice-first automation. Together they let you own the telephony layer while orchestrating AI-driven conversations, routing, and analytics.
Purpose of integrating Vapi and Twilio for conversational AI and voice automation
You integrate Vapi and Twilio so you can leverage Twilio’s global phone number reach and telephony reliability while using Vapi’s AI orchestration, call logic templates, and project-level routing. This setup lets your AI agents answer inbound calls, run IVR and NLU flows, execute outbound campaigns, and hand off to humans when needed — all with centralized control over voice policies, call recording, and AI model selection.
Key capabilities each platform provides (call routing, SIP, telephony APIs, AI orchestration)
You’ll rely on Twilio for telephony primitives: phone numbers, SIP trunks, PSTN interconnects, media streams, and robust REST APIs. Twilio handles low-level telephony and regulatory relationships. Vapi complements that with AI orchestration: attaching conversational flows, managing agent models, intelligent routing rules, multi-language handling, and templates that tie phone numbers to AI behaviors. Vapi also provides project scoping, environment separation (dev/staging/prod), and easier UI-driven attachment of call flows.
Typical use cases: IVR, outbound campaigns, virtual agents, multilingual support
You will commonly use this integration for IVR systems that route by intent, AI-driven virtual agents that handle natural conversations, large-scale outbound campaigns for reminders or surveys, and multilingual support where language detection and model selection happen dynamically. It’s also useful for toll-free help lines, appointment scheduling, and hybrid human-AI handoffs where an agent escalates to a human operator.
Supported geographic regions and phone number types relevant to AI deployments
You should plan deployments around supported regions: Twilio covers a wide set of countries, and Vapi can import and manage numbers from regions Twilio supports. Important number types include local, mobile, national, and toll-free numbers. Note that EU countries and some regulated regions require documentation and different provisioning timelines; North America, Australia, and some APAC regions are generally faster to provision and test for AI voice workloads.
Prerequisites and Account Setup
You’ll need to prepare accounts, permissions, and financial arrangements before moving numbers and running production traffic.
Choosing between Twilio trial and paid account: limits and implications
If you’re experimenting, a Twilio trial account is fine initially, but you’ll face restrictions: outbound calls are limited to verified numbers, messages and calls carry trial prefixes or confirmations, and some API features are constrained. For production or full exports of number inventories, a paid Twilio account is recommended so you avoid verification restrictions and gain full telephony capabilities, higher rate limits, and the ability to port numbers.
Setting up a Vapi account and project structure for AI automation
When you create a Vapi account, define projects and environments (for example: dev, staging, prod). Each project should map to a logical product line or regional operation. Environments let you test call flows and AI agents without impacting production. Create a naming convention for projects and resources so you can easily assign numbers, AI agents, and routing policies later.
Required permissions and roles in Twilio and Vapi (admin, API access)
You need admin or billing access in both platforms to buy/port numbers and create API keys. Create least-privilege API keys: one set for listing and exporting numbers, another for provisioning within Vapi. In Twilio, ensure you can create API Keys and access the Console. In Vapi, make sure you have roles that permit number imports, routing policy changes, and webhook configuration.
Billing and payment considerations for buying and porting numbers
You must enable billing and add a payment method on both platforms if you will purchase, port, or renew numbers. Factor recurring costs for number rental, per-minute usage, and AI processing. Porting fees and local operator charges vary by country; budget for verification documents that might carry administrative fees.
Checking regional availability and regulatory restrictions before proceeding
Before you buy or port, check which countries require KYC, proof of address, or documented use cases for virtual numbers. Some countries restrict outbound robocalls or have emergency-calling requirements. Confirm that the number types you need (e.g., toll-free or mobile) are available for the destination region and that your intended use complies with local telephony rules.
Preparing Twilio for Number Export
To smoothly export numbers, gather metadata and create stable credentials.
Locating and listing phone numbers in the Twilio Console
Start by visiting the Twilio Console’s phone numbers section and list all numbers across your account and subaccounts. You’ll want to export the inventory to a file so you can map them into Vapi. Note friendly names and any custom voice/webhook URLs currently attached.
Understanding phone number metadata: SID, country, capabilities, type
Every Twilio number has metadata you must preserve: the Phone Number in E.164 format, the unique SID, country and region, capabilities flag (voice, SMS, MMS), the number type (local, mobile, toll-free), and any configured webhooks or SIP addresses. Capture these fields because they are essential for correct routing and capability mapping in Vapi.
Creating API credentials and keys in Twilio (Account SID, Auth Token, API Keys)
Generate API credentials: your Account SID and Auth Token for account-level access and create API Keys for scoped programmatic operations. Use API Keys for automation and rotate them periodically. Keep the master Auth Token secure and avoid embedding it in scripts without proper secret management.
Identifying trial-account restrictions: outbound destinations, verified caller IDs, usage caps
If you’re on a trial account, remember that outbound calls and messages are limited to verified recipient numbers, and messages may include trial disclaimers. Also, rate limits and spending caps may be enforced. These restrictions will affect your ability to test large-scale outbound campaigns and can prevent certain automated exports unless you upgrade.
Organizing numbers by project, subaccount, or tagging for easier export
Use Twilio subaccounts or your own tagging/naming conventions to group numbers by project, region, or environment. Subaccounts make it simpler to bulk-export a specific subset. If you can’t use subaccounts, create a CSV that includes a project tag column to map numbers into Vapi projects later.
Exporting Phone Numbers from Twilio
You can export manually via the Console or automate extraction using Twilio’s REST API.
Export methods: manual console export versus automated REST API extraction
For a one-off, you can copy numbers from the Console. For recurring or large inventories, use the REST API to programmatically list numbers and write them into CSV or JSON. Automation prevents manual errors and makes it easy to keep Vapi in sync.
REST API endpoints and parameters to list and filter phone numbers
Use Twilio’s IncomingPhoneNumbers endpoint to list numbers (for example, GET /2010-04-01/Accounts//IncomingPhoneNumbers.json). You can filter by phone number, country, type, or subaccount. For subaccounts, iterate over each subaccount SID and call the same endpoint. Include page size and pagination handling when you have many numbers.
Recommended CSV/JSON formats and the required fields for Vapi import
Prepare a standardized CSV or JSON with these recommended fields: phone_number (E.164), twilio_sid, friendly_name, country, region/state, capabilities (comma-separated: voice,sms), number_type (local,tollfree,mobile), voice_webhook (if present), sms_webhook, subaccount (if applicable), and tags/project. Vapi typically needs phone_number, country, and capabilities at minimum.
Filtering by capability (voice/SMS), region, or number type to limit exports
When exporting, filter to only the numbers you plan to import to Vapi: voice-capable numbers for voice AI, SMS-capable for messaging AI. Also filter by region if you’re deploying regionally segmented AI agents to reduce import noise and simplify verification.
Handling Twilio subaccounts and aggregating exports into a single import file
If you use Twilio subaccounts, call the listing endpoint for each subaccount and consolidate results into a single file. Include a subaccount column to preserve ownership context. Deduplicate numbers after aggregation and ensure the import file has consistent schemas for Vapi ingestion.
Securing Credentials and Compliance Considerations
Protect keys, respect privacy laws, and follow best practices for secure handling.
Secure storage best practices for Account SID, Auth Token, and API keys
You should store Account SIDs, Auth Tokens, and API keys in a secure secret store or vault. Avoid checking them into source control or sending them in email. Use environment variables in production containers with restricted access and audit logging.
Credential rotation and least-privilege API key usage
Rotate your credentials regularly and create API keys with the minimum permissions required. For example, generate a read-only key for listing numbers and a constrained provisioning key for imports. Revoke any unused keys immediately.
GDPR, CCPA and data residency implications when moving numbers and metadata
When exporting number metadata, be mindful that phone numbers can be personal data under GDPR and CCPA. Keep exports minimal, store them in regions compliant with your data residency obligations, and obtain consent where required. Use pseudonymization or redaction for any associated subscriber information you don’t need.
KYC and documentation requirements for certain countries (especially EU)
Several jurisdictions require Know Your Customer (KYC) verification to activate numbers or services. For EU countries, you may need business registration, proof of address, and designated legal contact information. Start KYC processes early to avoid provisioning delays.
Redaction and minimization of personally identifiable information in exports
Only export fields needed by Vapi. Remove or redact any extra PII such as account holder names, email addresses, or records linked to user profiles unless strictly required for regulatory compliance or porting.
Setting Up Vapi for Number Import
Configure Vapi so imports attach correctly to projects and AI flows.
Creating a Vapi project and environment for telephony/AI workloads
Within Vapi, create projects that match your Twilio grouping and create environments for testing and production. This structure helps you assign numbers to the correct AI agents and routing policies without mixing test traffic with live customers.
Obtaining and configuring Vapi API keys and webhook endpoints
Generate API keys in Vapi with permissions to perform number imports and routing configuration. Set up webhook endpoints that Vapi will call for voice events and AI callbacks, and ensure those webhooks are reachable and secured (validate signatures or use mutual TLS where supported).
Configuring inbound and outbound routing policies in Vapi
Define default inbound routing (which AI agent or flow answers a call), fallback behaviors, call recording preferences, and outbound dial policies like caller ID and rate limits. These defaults will be attached to numbers during import unless you override them per-number.
Understanding Vapi number model and required import fields
Review Vapi’s number model so your import file matches required fields. Typical required fields include the phone number (E.164), country, capabilities, and the project/environment assignment. Optionally include desired call flow templates and tags.
Preparing default call flows or templates to attach to imported numbers
Create reusable call flow templates in Vapi for IVR, virtual agent, and fallback human transfer. Attaching templates during import ensures all numbers behave predictably from day one and reduces manual setup after import.
Importing Numbers into Vapi from Twilio
Choose between UI-driven imports and API-driven imports based on volume and automation needs.
Step-by-step import via Vapi UI using exported Twilio CSV/JSON
You will upload the CSV/JSON via the Vapi UI import page, map columns to the Vapi fields (phone_number → number, twilio_sid → external_id, project_tag → project), choose the environment, and preview the import. Resolve validation errors highlighted by Vapi and then confirm the import. Vapi will return a summary with successes and failures.
Step-by-step import via Vapi REST API with sample payload structure
Using Vapi’s REST API, POST to the import endpoint with a JSON array of numbers. A sample payload structure might look like: { “project”: “support-ai”, “environment”: “prod”, “numbers”: [ { “phone_number”: “+14155550123”, “external_id”: “PNXXXXXXXXXXXXXXXXX”, “country”: “US”, “capabilities”: [“voice”,”sms”], “number_type”: “local”, “assigned_flow”: “support-ivr-v1”, “metadata”: {“twilio_subaccount”: “SAxxxx”} } ] } Vapi will respond with import statuses per record so you can programmatically retry failures.
Mapping Twilio fields to Vapi fields and resolving schema mismatches
Map Twilio’s SID to Vapi’s external_id, phone_number to number, capabilities to arrays, and friendly_name to display_name. If Vapi expects a “region” while Twilio uses “state”, normalize those values during export. Create transformation scripts to handle these mismatches before import.
De-duplicating and resolving number conflicts during import
De-duplicate numbers by phone number (E.164) before import. If Vapi already has a number assigned, choose whether to update metadata, skip, or fail the import. Implement conflict resolution rules in your import process to avoid unintended reassignment.
Verifying successful import: status checks, test calls, and logs
After import, check Vapi’s import report and call logs. Perform test inbound and outbound calls to a sample of imported numbers, confirm that the correct AI flow executes, and validate voicemail, recordings, and webhook events are firing correctly.
Purchasing and Managing Trial Numbers in Vapi
You can buy trial or sandbox numbers in Vapi to test international calling behavior.
Buying trial numbers in Vapi to enable calling Canada, Australia, US and other supported countries
Within Vapi, purchase trial or sandbox numbers for countries you want to test (for example, US, Canada, Australia). Trial numbers let you simulate production behavior without full provisioning obligations; they’re useful to validate routing and AI flows.
Trial limits, sandbox behavior, and recommended use cases for testing
Trial numbers may have usage limits, reduced call duration, or restricted outbound destinations. Use them for functional tests, language checks, and flow validation, but not for high-volume live campaigns. Treat them as ephemeral and avoid exposing them to end users.
Assigning purchased numbers to projects, environments, or AI agents
Once purchased, assign trial numbers to the appropriate Vapi project and environment so your test agents respond. This ensures isolation from production data and enables safe iteration on AI models.
Managing renewal, release policies and how to upgrade to production numbers
Understand Vapi’s renewal cadence and release policies for trial numbers. When moving to production, buy full-production numbers or port existing Twilio numbers into Vapi. Plan a cutover process where you update DNS or webhook targets and verify traffic routing before decommissioning trial numbers.
Cost structure, currency considerations and how to monitor spend
Monitor recurring rental fees, per-minute costs, and cross-border charges. Vapi will bill in the currency you choose; account for FX differences if your billing account is in another currency. Set spending alerts and review usage dashboards regularly.
Handling European Numbers and Documentation Requirements
European provisioning often requires paperwork and extra lead time.
Country-by-country differences for European numbers and operator restrictions
You must research each EU country individually: some allow immediate provisioning, others require proving local presence or a legitimate business purpose. Operator restrictions might limit SMS or toll-free usage, or disallow certain outbound caller IDs. Design your rollout to accommodate these variations.
Accepted document types and verification workflow for EU number activation
Commonly accepted documents include company registration certificates, VAT registration, proof of address (utility bills), and identity documents for local representatives. Vapi’s verification workflow will ask you to upload these documents and may require translated or notarized copies, depending on the country.
Typical timelines and common causes for delayed approvals
EU number activation can take from a few days to several weeks. Delays commonly occur from incomplete documentation, mismatched company names/addresses, lack of local legal contact, or high demand for local number resources. Start the verification early and track status proactively.
Considerations for virtual presence, proof of address and identity verification
If you’re requesting numbers to show local presence, be ready to provide specific proof such as local lease agreements, office addresses, or appointed local representatives. Identity verification for the company or authorized person will often be required; ensure the person listed can sign or attest to usage.
Fallback strategies while awaiting EU number approval (alternative countries or temporary numbers)
While waiting, use alternative numbers from other supported countries or deploy temporary mobile numbers to continue development and testing. You can also implement call redirection or a virtual presence in nearby countries until verification completes.
Conclusion
You now have the roadmap to import phone numbers from Twilio into Vapi and run AI-driven voice automation reliably and compliantly.
Key takeaways for importing phone numbers into Vapi from Twilio for AI automation
Keep inventory metadata intact, use automated exports from Twilio where possible, secure credentials, and map fields accurately to Vapi’s schema. Prepare call flow templates and assign numbers to the correct projects and environments to minimize manual work post-import.
Recommended next steps to move from trial to production
Upgrade Twilio to a paid account if you’re still on trial, finalize KYC and documentation for regulated regions, purchase or port production numbers in Vapi, and run a staged cutover with monitoring in place. Validate AI flows end-to-end with test calls before full traffic migration.
Ongoing maintenance, monitoring and compliance actions to plan for
Schedule credential rotation, audit access and usage, maintain documentation for regulated numbers, and monitor spend and call quality metrics. Keep a process for re-verifying numbers and renewing required documents to avoid service interruption.
Where to get help: community forums, vendor support and professional services
If you need help, reach out to vendor support teams, consult community forums, or engage professional services for migration and regulatory guidance. Use your project and environment setup to iterate safely and involve legal or compliance teams early for country-specific requirements.
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