Automated WhatsApp welcome messages for sales leads with Google Sheets & Rapiwa

Description

Automated WhatsApp Welcome Messages for Sales Leads with Google Sheets & Rapiwa

Who is this for?

This automation is ideal for sales teams, digital marketers, support agents, or small business owners who collect leads in Google Sheets and want to automatically send WhatsApp welcome messages. It's a cost-effective and easy-to-use solution built for those not using the official WhatsApp Business API but still looking to scale communication.

What this Workflow Does

This n8n automation reads leads from a connected Google Sheet, verifies if the provided WhatsApp numbers are valid using the Rapiwa API, and sends a personalized welcome message. It updates the sheet based on delivery success or failure, and continues this process every 5 minutes — ensuring new leads are automatically engaged.

Key Features
Automatic Scheduling**: Runs every 5 minutes (adjustable)
Google Sheets Integration**: Reads and updates lead data
WhatsApp Number Validation**: Confirms number validity via Rapiwa
Personalized Messaging**: Uses lead name for custom messages
Batch Processing**: Sends up to 60 messages per cycle
Safe API Usage**: Adds 5-second delay between each message
Error Handling**: Marks failed messages as not sent and unverified
Live Status Updates**: Sheet columns are updated after each attempt
Loop Logic**: Repeats continuously to catch new rows

How to Use

Step-by-step Setup

Prepare Your Google Sheet
Copy this Sample Sheet
Ensure it includes the following columns:
WhatsApp No
name (note: trailing space is required)
row_number
status, check, validity

Connect Google Sheets in n8n
Use OAuth2 credentials to allow n8n access
Set the workflow to fetch rows where check is not empty

Get a Rapiwa Account
Sign up at https://rapiwa.com
Add your WhatsApp number
Retrieve your Bearer Token from your Rapiwa dashboard

Configure HTTP Request Nodes
Use Rapiwa's API endpoints:
Verify Number: https://app.rapiwa.com/api/verify-whatsapp
Send Message: https://app.rapiwa.com/api/send-message
Add your Bearer Token to the header

Start Your Workflow
Run the n8n automation
It will read leads, clean phone numbers, verify WhatsApp validity, send messages, and update the sheet accordingly

Requirements
A Google Sheet with correctly formatted columns
Active Rapiwa subscription (~$5/month)
A valid Bearer Token from Rapiwa
Your WhatsApp number connected to Rapiwa
n8n instance with:
Google Sheets integration (OAuth2 setup)
HTTP Request capability

Google Sheet Column Reference


| name | number | email | time | check | validity | status |
|-----------------|--------------|-------------------|-----------------------------|---------|------------|-----------|
| Abdul Mannan | 8801322827799| [email protected]| September 14th 2025, 10:34 | checked | verified | sent |
| Abdul Mannan | 8801322827798| [email protected]| September 14th 2025, 10:34 | checked | unverified | not sent |

Workflow Logic Summary
Trigger Every 5 Minutes
Fetch All Rows with Pending Status
Limit to 60 Rows per Execution
Clean and Format Phone Numbers
Check Number Validity via Rapiwa
Condition Check:
If valid → Send Message
If invalid → Update status as not sent, unverified
Send WhatsApp Message via Rapiwa
Update Sheet Row
On success: sent, verified, checked
On failure: not sent, unverified
Delay 5 seconds before next message
Repeat for next lead

Customization Ideas
Add image or document sending support via Rapiwa
Customize messages based on additional fields (e.g., product, service)
Log failures to a separate sheet
Send admin email for failed batches
Add support for multilingual messages

Notes & Warnings
The column name "name " includes a space — do not remove or rename it.
International number format is required for Rapiwa to work correctly.
If you're sending many messages, increase the Wait node delay to prevent API throttling.

Support
WhatsApp Support: Chat Now
Discord: Join SpaGreen Community
Facebook Group: SpaGreen Support
Website: https://spagreen.net
Developer Portfolio: Codecanyon SpaGreen