n8n WhatsApp to Google Sheets Daily Construction Reports

Capture WhatsApp construction updates, auto-transcribe them, and log daily reports to Google Sheets—every day

This n8n WhatsApp to Google Sheets Daily Construction Reports workflow turns WhatsApp voice notes, photos, and texts from construction crews into structured site logs in Google Sheets, stores photos in Google Drive, alerts managers by Gmail, and emails a per-project end-of-day report every day at 6pm.

What this workflow does

• Triggers when a WhatsApp message arrives or on a daily schedule at 6pm.
• Reads the sender from the Google Sheets “Crew” tab and matches the update to a project from the “Projects” tab (optionally using a #ProjectName tag).
• If the sender isn’t found in the crew list, it replies on WhatsApp requesting they be added and stops processing.
• For registered users, retrieves WhatsApp media:
  • Voice notes are transcribed using OpenAI.
  • Photos are described with OpenAI and saved to Google Drive.
  • Text messages pass through as-is.
• Uses OpenAI to extract structured site-log fields (e.g., summary, category, hours, materials, issues, safety, and attention flags) and appends them to the “Site log” tab in Google Sheets.
• Confirms the entry back to the crew member via WhatsApp.
• Sends an immediate Gmail alert to the project report email list when the update needs attention.
• At 6pm, groups today’s “Site log” rows by project, generates a per-project daily report (or a no-update notice) with OpenAI, emails it, and appends a summary to the “Daily reports” tab.

Use cases

• Foremen report progress via WhatsApp voice notes and photos; the team gets a structured daily summary automatically.
• When issues or safety flags appear, managers receive a real-time Gmail alert.
• Per-project reporting for multiple construction sites without manual spreadsheet entry.

Technical details

• Integrations: WhatsApp (WhatsApp Business Cloud API credentials), Google Sheets, Google Drive, Gmail.
• Workflow logic/nodes: if, set, code, gmail, merge, switch.
• AI layer: OpenAI transcription, photo description, and structured extraction + report writing.