Analyze voice messages received on WhatsApp, extract key data, and store it in Google Sheets.
Stop wasting time typing out voice messages. Your WhatsApp audios become neat, structured data on Google Sheets—completely hands-off.
Manually dealing with WhatsApp voice messages eats away at your productivity: listening to each audio, jotting down key details like names and dates, then transferring that info to Google Sheets is not just tedious, it’s easy to get wrong—or miss entirely if you’re swamped. If you skip automating this, you’re not only wasting hours every week, you’re also risking incomplete records, missed follow-ups, and a lack of real-time visibility into what matters most for your business or team.
This formula from Botize changes everything by automatically transcribing incoming WhatsApp voice messages, extracting all vital data points—who’s involved, what happened, when, where, and why—and neatly adding them to your chosen Google Sheet. You can further tailor the automation by setting the frequency (like hourly checks), applying message filters, and formatting the output to suit your workflow. The result? No more forgotten details, instant searchable records, and a system that keeps everyone on the same page—freeing up your time for high-impact work while ensuring you never miss a beat.
Ready to experience the confidence and control of automated voice message processing? Just follow the step-by-step instructions to set up this formula, or use the preconfigured Botize link where everything’s ready for you to customize and launch in minutes. Get started now and watch your workflow transform!
Automate this task with 7 simple prompts
Copy and paste the following prompts into Botize's AI task editor
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1
Access the Botize automated task editor.
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2
Select the AI editing tool.
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3
Set up the automation to start as soon as the main trigger activates, such as whenever a new WhatsApp message comes in.
Copy and paste this prompt into the AI editing tool.
Create a trigger that starts the automation instantly when it is activated or scheduled to check every hour. ⤵
Click the 'Apply this task' button to confirm.
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4
Add a step to detect when a new voice message arrives on WhatsApp using the WhatsApp Business API.
Copy and paste this prompt into the AI editing tool.
Configure the automation to listen for and react instantly to incoming WhatsApp voice messages. ⤵
Click the 'Apply this task' button to confirm.
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5
Fetch the audio file from the new WhatsApp voice message so it can be processed in later steps.
Copy and paste this prompt into the AI editing tool.
Add a step to retrieve the media URL, file type, and file size for the new voice message using its media ID. ⤵
Click the 'Apply this task' button to confirm.
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6
Transcribe the audio file from the WhatsApp voice message into text using an AI transcription tool.
Copy and paste this prompt into the AI editing tool.
Use OpenAI Whisper or a similar AI to transcribe the voice message audio into text. ⤵
Click the 'Apply this task' button to confirm.
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7
Extract key details like headline, description, and standard information (who, what, when, where, why, how) from the transcription in a structured format.
Copy and paste this prompt into the AI editing tool.
Ask AI to read the transcribed text and respond with a JSON structured summary. Include fields for: headline (short title), description (brief summary), who (who is involved), what (what happened), when (date/time), where (location), why (reason/cause), and how (method or way it happened). ⤵
Click the 'Apply this task' button to confirm.
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8
Add the extracted structured data as a new row in a Google Sheets file for easy recordkeeping and analysis.
Copy and paste this prompt into the AI editing tool.
Insert a new row into Google Sheets with the information from the structured summary: headline, description, who, what, when, where, why, and how, assigning each item to its respective column. ⤵
Click the 'Apply this task' button to confirm.
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9
Let the original sender on WhatsApp know that their message was processed and saved successfully, including a summary of the extracted data.
Copy and paste this prompt into the AI editing tool.
Send a confirmation message via WhatsApp to the sender, listing the extracted fields (headline, description, who, what, where, why, how) and confirming the data was recorded in Google Sheets. ⤵
Click the 'Apply this task' button to confirm.
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Your automation is ready to use. Click the 'Save changes' button.
Save changes
Turn WhatsApp Voice Notes Into Instant Google Sheets Gold
Drop a voice note on WhatsApp (the same way you always do). We’ll grab it, transcribe it, pick out important info like names and dates, and plop it directly into your Google Sheet. Your team stays updated, your records stay clean, and you never listen twice.
| Manual | Botize | |
|---|---|---|
| Listen to each voice note and replay multiple times | 5 | 0 Minutes |
| Transcribe audio and type it by hand | 8 | 0 Minutes |
| Identify key info, tag names, dates, notes | 6 | 0 Minutes |
| Log results into Google Sheets manually | 4 | 0 Minutes |
| Send confirmation to sender | 2 | 0 Minutes |
| Total | 25 | 0 Minutes |
Looking to instantly capture, transcribe, and organize WhatsApp audios into Google Sheets? You just found your fix—no tech headaches, no middleman.
Customer Orders on the Go
A bakery owner gets voice orders from clients on WhatsApp. The automation pulls client names, what they want, and delivery dates—no detail missed, ever—directly into their orders sheet.
Real-Time Magic
Voice notes land in Sheets before you blink. Stay ahead—no manual copying.
Nothing Gets Missed
Names, dates, and key details are pulled, structured, and easy to search.
Zero Tech Jargon
Simple setup—if you can send a voice note, you’ve basically got this handled.
Team Meeting Notes Without Typing
A project lead records quick voice updates for the team chat. Each update is instantly transcribed and key info (who, what, when) is dropped into the team’s Google Sheet tracker.
⌾︎ You’re drowning in WhatsApp audios that need sorting
⌾︎ You need fast access to client requests, reports, or updates—without transcription stress
✕ You never use WhatsApp voice notes
✕ You prefer chaos and manual data entry 😜
✓ Choose which details from each voice message get extracted and saved (names, dates, action items, etc.)
✓ Send summary confirmations via WhatsApp or email, and even tweak the format to suit your style
✓ Connect to different Google Sheets, or auto-sort into dedicated tabs for various team members or projects
This automation listens for new voice messages received on WhatsApp. It transcribes the audio, extracts key information such as names, dates, or events, and automatically logs the results into a structured Google Sheets file.
