Automate WhatsApp Order Tracking Using Google Sheets + ChatGPT

📌 Who is this for?

Small businesses using WhatsApp for orders — like home bakers, clothing sellers, or electronics resellers — who want to stay organized and get help from AI, without needing any Microsoft tools.

🔧 What You Need:

  • A ChatGPT Plus subscription (Connectors are only available with ChatGPT Plus)
  • A Gmail account with:
    • Google Sheets to store orders
    • Google Drive access enabled
  • Basic use of WhatsApp Business App on phone or web

🔁 Step 1: Create a Google Sheet for Orders

  1. Open Google Sheets and create a new spreadsheet.
  2. Name it something like: WhatsApp Orders Tracker.
  3. Add these columns:
    • Order ID
    • Customer Name
    • WhatsApp Number
    • Order Date
    • Items Ordered
    • Price
    • Delivery Date
    • Status (Pending, Fulfilled, Cancelled)
    • Payment Status (Paid/Unpaid)
    • Notes

✅ Example:

| Order ID | Name     | WhatsApp No. | Order Date | Items | Price | Delivery | Status   | Paid | Notes       |
|----------|----------|--------------|------------|-------|-------|----------|----------|------|-------------|
| 001      | Raj Singh| 9876543210   | 2025-06-07 | 2x LED Bulbs | ₹400 | 2025-06-10 | Pending | Paid | Urgent |

📲 Step 2: Manually Log Orders from WhatsApp

When someone sends you an order via WhatsApp:

  1. Open the message on WhatsApp Web or your phone.
  2. Copy-paste the details into a new row in your sheet.
  3. Add the date and any special instructions (e.g., “urgent”, “gift wrap”).

Later, you can explore automating this with tools like Twilio, but this guide keeps it manual and easy.

🧠 Step 3: Connect ChatGPT to Google Sheets

  1. Go to https://chat.openai.com
  2. In the bottom-left corner, click your name or profile icon
  3. Click Settings → Settings tab → Connected Apps
  4. Click Connect next to Google Drive and Google Sheets
    • Log in with the Gmail account that has your order sheet
    • Allow permissions

🤖 Step 4: Let ChatGPT Help You Manage Orders

Now that ChatGPT can access your order sheet, try these prompts:

🟢 To Get a Quick Summary:

“Summarize all pending orders from my ‘WhatsApp Orders Tracker’ sheet.”
“How many unpaid orders are there this week?”

🔵 To Plan Daily Tasks:

“Create a to-do list for today based on all pending or urgent orders in my Google Sheet.”
“Which orders are due for delivery today?”

🟡 To Write Follow-up Messages:

“Draft a WhatsApp message reminding Raj Singh about his order #001 for ₹400, due on June 10.”
“Create a thank you message for fulfilled orders this week.”

🔄 Step 5: Update Status & Notes Regularly

Each time:

  • An order is fulfilled → update Status to “Fulfilled”
  • A payment is received → update Payment column
  • You follow up with a customer → add/update “Notes” or “Last Follow-Up” columns

You can even ask ChatGPT:
“Add today’s date to the follow-up column for all orders I followed up on today.”

✅ Final Result

📌 You’ve now created a lightweight, no-code system that:

  • Keeps all orders organized
  • Lets you ask ChatGPT for summaries, messages, or insights
  • Works with just Google Sheets and WhatsApp — no Microsoft 365 subscription needed!

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