How to Automate WhatsApp Business Workflows Using Webhooks in BotSailor

✓ Before You Begin

You need an active BotSailor account with a connected WhatsApp number, an approved WhatsApp message template, a Google Sheet, and permission to use Google Apps Script. The Google Sheet should include a column namedPhone Numberbecause BotSailor needs a destination number for the WhatsApp message. Add other columns for any values you want to map into template variables.

Step 1: Open Message Templates

Log in to BotSailor, select your WhatsApp bot, and go to Automation > Message Templates.

Create a new message template for the notification you want to automate.

Step 2: Configure the Template

Enter a template name and select the required locale and template category.

Write the message body and add variables where Google Sheets data should appear.

For example, a due-payment reminder can contain a customer-name value and a due-amount value.

Step 3: Save, Sync, and Confirm Approval

Save the template, then sync the template status with WhatsApp.

Use the template in the webhook workflow only after it is approved.

NB:For meta approval message template it may take 24 hours.

Step 1: Open Webhook Workflows

From the selected WhatsApp bot, go to Automation > Webhook Workflows.

Click Create to start a new workflow.

Step 2: Define the Workflow

Enter a descriptive workflow name.

Select the WhatsApp message template created in Part 1.

Review the template preview to make sure the correct template is selected.

Step 3: Locate the Webhook Callback URL

In Configure Webhook Data, BotSailor provides a unique Webhook Callback URL.

This is the endpoint that Google Apps Script will call whenever the selected sheet event occurs.

Keep this URL inside the workflow setup. The Google Sheet Trigger Instruction generated by BotSailor already includes the workflow-specific endpoint in the script.

Step 1: Prepare the Google Sheet

Make sure the sheet contains a column named Phone Number.

Add separate columns for values that will populate the WhatsApp template variables, such as customer name, due amount, order ID, status, or another business field.

Keep the header names clear so the mapping step is easier.

Step 2: Open Google Sheet Trigger Instruction

In the BotSailor webhook workflow, click Google Sheet Instruction.

BotSailor displays the setup instructions and an Apps Script code block for the workflow.

Copy the provided code rather than manually rebuilding the webhook script.

Step 3: Add the Script in Google Sheets

Open the Google Sheet, then go to Extensions > Apps Script.

Replace the existing function with the code copied from BotSailor.

Save the Apps Script project.

Step 4: Create the Apps Script Trigger

Open Triggers in the Apps Script editor and click Add Trigger.

Choose the onChange function.

Set the event source to From spreadsheet.

Set the event type to On change, then save the trigger.

Google Authorization Notice

When the Apps Script trigger is saved for the first time, Google may request account permissions. Review the requested access before continuing. If Google displays an unverified-app warning for your own Apps Script project, continue only when you recognize and trust the project you created from the BotSailor-provided script.

Step 5: Complete Google Authorization

Select the Google account that owns or can edit the sheet.

If the 'Google hasn't verified this app' screen appears for your own Apps Script project, open Advanced and select the option to continue to the project.

Review the requested permissions and click Allow if they match the actions required by the script.

Step 1: Start Capturing a Real-Time Response

Return to the BotSailor webhook workflow.

Click Capture Webhook Response.

BotSailor will wait for a sample event so it can identify the structure of the incoming data.

Step 2: Trigger a Sample Sheet Event

Switch to the Google Sheet and insert or edit a sample row.

Use realistic sample values, including a valid phone number and values for any template variables.

The Apps Script trigger sends the row data to BotSailor.

Step 3: Review the Incoming Raw Data

After BotSailor receives the sample event, review the Raw Data panel.

The payload should contain the row number, row data, and the event type such as INSERT_ROW or EDIT.

Use this captured structure for the mapping step.

Step 1: Map the Phone Number

In Webhook Response Mapping, select the incoming Google Sheet value that represents the Phone Number column.

This field determines which WhatsApp number receives the message.

Step 2: Map the Template Variables

For each variable used in the approved WhatsApp template, select the corresponding Google Sheet value from the captured webhook data.

In the example screenshot, the due-amount variable is mapped to the appropriate row-data value.

Use a formatter only if the incoming data needs additional formatting before it is inserted into the template.

Step 3: Configure an Optional Delay

If required, set a delay before BotSailor sends the message after the webhook is triggered.

Use 0 minutes when the message should be sent immediately.

Step 1: Save the Mapping

Click Save Workflow after the mapping is complete.

BotSailor confirms when the workflow data has been mapped and saved successfully.

Step 2: Confirm the Workflow Status

Return to the Webhook Workflows list.

Make sure the workflow is active and verified.

The workflow list also provides delivery and processing information such as Targeted, Processed, Delivered, Opened, Failed, Skipped, and Last Called At.

Step 1: Add or Edit a Google Sheet Row

Enter a valid Phone Number and the values needed by the template variables.

Insert a new row or edit an existing row according to the trigger behavior configured in the Apps Script.

Step 2: Check the WhatsApp Message

Confirm that BotSailor receives the webhook and sends the selected WhatsApp template to the mapped phone number.

Check that each template variable contains the value from the correct Google Sheet column.

Step 3: Review the Workflow Report

Use Workflow Report or the workflow list to check whether the event was processed, delivered, failed, skipped, or not reached.

Use the Last Called At value to confirm that the workflow received the latest sheet event.

The Google Sheet change does not trigger BotSailor

Confirm that the Apps Script project was saved.

Check that the onChange trigger exists and uses From spreadsheet > On change.

Make sure the Google account authorization was completed.

Capture Webhook Response does not receive sample data

Click Capture Webhook Response before editing or inserting the sample row.

Confirm that the script contains the workflow-specific webhook URL generated by BotSailor.

Trigger another sheet change after capture mode is active.

The phone number or template variable is incorrect

Check the Webhook Response Mapping and confirm that each field points to the correct row-data value.

Make sure the Google Sheet columns are in the expected positions and contain the intended values.

The workflow receives data but no WhatsApp message is sent

Confirm that the selected WhatsApp template is approved and still available.

Check that the workflow is active and verified.

Review the workflow report for Failed, Skipped, or Condition Failed results.