WhatsApp & Gmail Doc Chaser n8n Workflow with GPT-4o-mini

Automate document chasing for your CA firm—WhatsApp + Gmail reminders included

This WhatsApp & Gmail Doc Chaser n8n workflow with GPT-4o-mini captures client document requests, creates Google Drive folders + Google Sheets trackers, sends upload links via WhatsApp Cloud API and Gmail, and automatically chases pending uploads with AI-written reminders—while logging everything and updating a password-protected status board.

What this workflow does

• Captures new requests from a staff form submission or a POST webhook, then normalizes client details, due date, and the required-document list.
• Organizes uploads by creating a dedicated Google Drive folder per client and adding a tracking row in Google Sheets with the upload link and reminder schedule.
• Sends the initial checklist to the client via a WhatsApp Cloud API template message and a Gmail email containing the checklist and personal upload link, and logs the request in Google Sheets.
• Receives uploads through an n8n Form, matches files to the request using Google Sheets, saves them into the client’s Drive folder, and updates received/pending status.
• Confirms progress by sending upload receipts back to the client (WhatsApp + Gmail), showing what’s still missing.
• Escalates when complete: when all documents are received, it emails the assigned CA.
• Daily reminder run at 10:00 (Mon–Sat) to pull open items, send a team digest, generate reminder email copy with GPT-4o-mini, dispatch WhatsApp + Gmail reminders, update reminder counters/dates, and escalate to the assigned CA via email.

Use cases

• CA firms collecting KYC and tax documents from clients without manual follow-ups.
• SaaS operators building a client onboarding pipeline that needs structured reminders.
• Automation engineers needing a ready-made WhatsApp + Gmail document chase workflow for Google Drive/Sheets tracking.

Technical details

• Integrations / nodes: if, set, code, gmail, webhook, sticky note
• Core systems: Google Drive folders, Google Sheets tracker + activity log, WhatsApp Cloud API messaging
• AI component: GPT-4o-mini for reminder email copy
• Scheduler: runs daily at 10:00 (Mon–Sat)