Automated WhatsApp Lead Messaging from Google Sheets using Rapiwa API - n8n Workflow

• Sales Teams needing timely, automated lead engagement.


• Marketers running campaigns that require immediate personalized communication.


• Small Businesses utilizing Google Sheets as a lightweight CRM.


• n8n Automation Specialists looking for robust n8n templates integrating Google Sheets and messaging APIs.

Keeping leads engaged immediately after acquisition is crucial for conversion. This n8n workflow solves the problem of manual outreach by creating a seamless, scheduled system that connects your lead data (stored in Google Sheets) directly to the WhatsApp platform via the Rapiwa API.

This automation runs continuously, identifying new entries, cleaning phone number formats using a custom n8n node, verifying phone number validity, and sending highly personalized messages. Crucially, it manages rate limits by processing leads in batches and introducing a Wait n8n node, ensuring safe operation and preventing API bans. Furthermore, it updates the Google Sheet in real-time, providing a clean log of which messages were 'sent' or marked as 'unverified'. This comprehensive n8n solution ensures your lead follow-up is prompt and reliable.

This powerful n8n workflow operates on a strict schedule, ensuring timely lead engagement:

1. Scheduled Execution: The n8n trigger, a Schedule Trigger node, initiates the n8n workflow every 5 minutes.


2. Fetch Leads: A Google Sheets n8n node fetches all rows where the 'check' column is marked for processing, effectively filtering for new leads.


3. Rate Limiting: The flow limits processing to 60 leads per cycle using the Limit n8n node, followed by a Split In Batches n8n node to process items sequentially.


4. Data Cleaning: A Code n8n node cleans the 'WhatsApp No' field by removing all non-digit characters, ensuring the number is correctly formatted for the API.


5. Number Verification: An HTTP Request n8n node calls the Rapiwa API to verify if the cleaned number corresponds to an active WhatsApp account.


6. Decision Point: An If n8n node checks the verification result. If the number is valid (exists: true), the flow proceeds to send the message. If not, it skips messaging.


7. Message Sending (Success Path): If verified, another HTTP Request n8n node sends a personalized welcome message via the Rapiwa messaging endpoint, using the name data retrieved from the Google Sheet.


8. Status Update: Two separate Google Sheets n8n node paths update the source spreadsheet: one marks the row as 'sent' and 'verified', while the other marks failed verifications as 'not sent' and 'unverified'.


9. Inter-message Delay: A final Wait n8n node enforces a 5-second pause after updating the sheet, preventing excessive requests and adhering to rate limits before the next item in the batch is processed by the n8n workflow.

To deploy this n8n template, follow these steps:

1. Import the n8n workflow: Copy the provided JSON data and paste it into your n8n instance using the 'New' -> 'Import from JSON' function.


2. Google Sheets Credentials: Create or select your Google Sheets OAuth2 credential. Configure the Fetch All Pending Queries for Messaging n8n node and the Update rows n8n nodes with your specific Document ID and Sheet Name (GID=0).


3. Rapiwa API Credentials: Set up a new HTTP Bearer Auth credential in n8n. Name it appropriately (e.g., 'Rapiwa Bearer Auth') and input your valid Rapiwa Bearer Token. This credential is used by both Rapiwa HTTP Request n8n nodes.


4. Sheet Structure: Ensure your Google Sheet contains the mandatory columns: WhatsApp No, name (note the required space), row_number, status, check, and validity.


5. Activation: Once credentials and document IDs are set, activate the n8n workflow. It will automatically run based on the Schedule Trigger settings.

Schedule Trigger (Trigger Every 5 Minute1): The initial n8n trigger. Configured to run every 5 minutes, ensuring the n8n workflow regularly checks for new leads.
Google Sheets (Fetch All Pending Queries for Messaging1): Fetches all rows from the specified sheet where the check column has data, identifying leads ready for outreach.
Limit (Limit1): Flow control n8n node limiting the process batch size to 60 items per run, protecting API usage.
Split In Batches (Loop Over Items): An essential flow control n8n node that allows processing of data items one by one for verification and messaging.
Code (Clean WhatsApp Number1): Custom n8n node using JavaScript to sanitize phone numbers by stripping non-digit characters (/\D/g) before API submission.
HTTP Request (Check valid whatsapp number Using Rapiwa1): Calls the Rapiwa /verify-whatsapp API endpoint to confirm if the lead's number is a valid, active WhatsApp account, using a Bearer token.
If: The conditional n8n node that splits the flow. It checks the Rapiwa verification response ($json.data.exists).
HTTP Request (Send Message Using Rapiwa1): Sends a personalized WhatsApp message (message parameter uses expressions like {{ $json['name '] }}) to verified numbers.
Google Sheets (Update rows: sent & verified1): Updates the sheet, setting status to 'sent' and validity to 'verified' for successful messages using the lead's row_number for matching.
Google Sheets (Update rows: not sent & unverified1): Updates the sheet for failed verifications, setting status to 'not sent' and validity to 'unverified'.

• Wait (Wait1): An important n8n node implementing a 5-second delay between individual messages to respect API rate limits and ensure smooth, reliable execution of the n8n workflow.