WhatsApp Task Manager with n8n, Google Sheets & OpenAI Agents

Turn WhatsApp messages into live task updates—automatically

This n8n workflow connects to WhatsApp (via WAHA webhook) and uses OpenAI agents to create, read, and update tasks stored in Google Sheets. When assignees reply (optionally with photo proof), the workflow summarizes updates and forwards them to supervisors via WhatsApp—uploading photos to Google Drive when included.

What this workflow does

• Receives WhatsApp messages through an n8n webhook endpoint exposed by n8n.
• Detects supervisor messages by checking the incoming chat against configured supervisor chat IDs.
• Supervisor handling with OpenAI agents: an OpenAI agent reads and writes task data and contacts in Google Sheets, then replies back to supervisors through the WAHA API.
• Assignee handling: for non-supervisor messages, the workflow ignores bot/status broadcasts and checks whether the message quotes an original task message.
• Requests a quoted task if missing: if no quote is present, it prompts the user (via WAHA API) to reply using a quoted message.
• Updates tasks in Google Sheets: if a task is quoted, an OpenAI agent extracts the Task ID, interprets updates (status, due date, summary), and updates the matching Google Sheets row.
• Notifies supervisors: it forwards the formatted update to one or two supervisors via WhatsApp.
• Handles photo proof: if a photo is attached, it downloads it, uploads it to Google Drive, and forwards the update with the image to both supervisors.

Use cases

• Field teams reporting task progress through WhatsApp without logging into a dashboard.
• Supervisor teams monitoring task status changes in near real-time from WhatsApp.
• Proof-based accountability: attaching photos to task replies and archiving them to Google Drive.

Technical details

• Integrations: WAHA (WhatsApp), Google Sheets, Google Drive, OpenAI
• Workflow logic/nodes (as provided): if, set, webhook, sticky note, google drive, http request
• Uses Postgres to store chat history for supervisor and assignee conversations.

Perfect for n8n users and automation engineers building WhatsApp-to-SaaS task management with OpenAI-driven interpretation.