How to Automate WhatsApp Follow-Ups from Google Sheets

Your team already keeps customer details in Google Sheets. Names, phone numbers and quotation notes sit in organised rows. But sending each WhatsApp follow-up still means switching between the sheet and your inbox, copying details and remembering what happened next.

WhatsHub connects that spreadsheet workflow to your WhatsApp sending setup. Prepare the message, approve the row and use the generated Google Apps Script to process eligible rows manually or at a regular interval. This guide shows how to start with one practical quotation follow-up.

Start with one clear follow-up

Imagine a customer has requested a quotation and your team has shared it. You now want to ask whether they need clarification. Write down who should receive that message, who approves it and what happens when the customer replies.

Use contacts who agreed to receive relevant WhatsApp messages. Review the WhatsHub Google Sheets integration and confirm that your selected plan and connected sender support the workflow. Template requirements and messaging charges depend on the connection you use.

1. Prepare your spreadsheet

The simple sending preset uses the following columns. You can map an existing sheet instead of renaming every column; what matters is that the saved mapping matches your actual layout.

Check phone numbers and country codes. Keep your business notes, such as quotation reference or next action, separate from the send-status column. A quotation being open does not by itself mean another message should be sent.

Here is sample wording to adapt for an actual enquiry:

Hi Ravi, following up on the quotation you requested for our services. Is there anything you would like us to clarify? You can reply here and our team will help. — Team [Business Name]

Use the supported variable mapping if you want to personalise the name or quotation reference. Review the final message during testing.

2. Connect Google Sheets in WhatsHub

Open the Google Sheets section in your WhatsHub workspace and connect the Google account that can access your spreadsheet. Create an integration, choose the spreadsheet and tab, and map the phone, name and message fields.

Map the send-status column explicitly. In this workflow, READY is the approval signal that makes a row eligible for processing. Where available, also map the message ID, timestamp and error fields. Choose the intended connected WhatsApp sender and the required Developer API key.

For more detail on the wizard, see the Google Sheets setup and first-row test guide.

3. Install the generated Apps Script

Save the integration and get its generated script. In the intended Google Sheet, open Extensions → Apps Script, add the script, save the project and run setup(). Follow the installation prompts and complete the required Google authorization.

Keep the API key in the private configuration requested by the setup. If the spreadsheet already contains scripts, review the installation before replacing existing code. Connecting a Google account alone does not complete this workflow; the generated script must also be installed and configured.

4. Test one READY row

Use your own test number and a short message. Keep every other row outside the send condition. Mark only the test row READY in the mapped status column, then choose WhatsHub → Send All READY Rows from the sheet menu.

Check the recipient, message, personalisation and sending number. Review the status written back to the sheet and any error details. Confirm receipt on the test phone before expanding the list.

Keep processing records intact. Do not reset a completed row to READY simply to inspect delivery. SENT is not proof that the customer received or read the message. Check the available delivery information separately.

5. Enable regular processing

After a successful test, use Start Auto-Send to enable time-based processing. The generated script checks for eligible rows at the configured interval. Continue marking only reviewed rows READY; a spreadsheet edit does not guarantee an immediate send.

Use Stop Auto-Send when you want to disable recurring processing. Review customer replies before approving another follow-up. Do not assume a reply automatically cancels future messages.

Keep the follow-up list current

Assign one team member to approve rows and review errors. When a customer accepts the quotation, declines or asks to stop receiving messages, update the list so further reminders are not approved. Record the business outcome separately from message delivery.

Start with this one repeatable task, then expand only after the team understands the mapping, approval step and status checks. See the WhatsHub automation overview for related workflows and review the messaging guidelines before widening your audience.

Want help connecting your existing sheet? Request a WhatsHub demo with your column names and follow-up process. The team can review the setup and first test with you.