E-Way Bill Expiry Alerts (Telegram, WhatsApp, Gmail) via Google Sheets

E-Way Bill expiry tracking that alerts the right people at the right time—automatically

This n8n workflow monitors India E-Way Bills in Google Sheets, calculates Valid Upto when missing, and sends staged expiry alerts to your ops Telegram group, drivers via WhatsApp Cloud API, and dispatchers via Gmail. It updates status in your tracker so every alert stage fires only once.

What this workflow does

• Ingests new E-Way Bill details from an n8n Form trigger or a POST webhook from your ERP/GSP.
• Normalizes and deduplicates incoming records against your Google Sheets tracker.
• Calculates “Valid Upto” from distance when that field is missing.
• Appends new bills to the tracker and sends a Telegram confirmation to the ops group, logging a “tracking started” entry.
• Runs every 30 minutes to detect newly reached expiry stages: 12/6/2/0/-6/-8 hours (and also respects delivery-risk conditions).
• For each newly triggered stage:
  • Posts the alert to Telegram,
  • Sends a WhatsApp template message to the driver,
  • Sends an email via Gmail to the dispatcher for the configured urgent stages.
• Updates last-alert markers/status in Google Sheets and records every alert event in an alert log (prevents repeat alerts).
• Handles updates (extension, delivery, vehicle change, cancellation) via a second form/webhook: validates against the tracker, updates the record, and confirms/rejects the change in Telegram while logging the outcome.

Use cases

• Ops teams want E-Way Bill expiry reminders before compliance becomes critical.
• Dispatchers need email alerts via Gmail only for urgent stages.
• Driver notifications must be reliable using WhatsApp Cloud API templates.
• Track real-time changes like vehicle change or cancellation with automatic validation and logging.

Technical details

• Google Sheets: tracker + alert log (two-tab setup)
• n8n nodes mentioned in workflow: if, set, code, gmail, webhook, telegram
• Scheduling: runs every 30 minutes for staged expiry detection
• Messaging: Telegram for ops + WhatsApp Cloud API template messages to drivers + Gmail for dispatchers