Form that triggers a WhatsApp bot to request data from a specific contact, store it in Google Sheets, and return a PDF download link
Trigger a WhatsApp conversation to fetch data, send it to Google Sheets, and get an instant PDF download—no technical drama, just results.
Manually collecting data from clients or team members over WhatsApp is a frustrating cycle—reaching out individually, waiting for replies, copying responses, updating your Google Sheet, generating a PDF, and making sure the contact receives the final document. This chew-up of time and energy often leads to lost details, delayed workflows, and inconsistent records. If you’re handling multiple requests weekly, the inefficiency quickly multiplies, stealing hours from your schedule and risking crucial information falling through the cracks.
This formula automates the entire process: just fill out a form with a WhatsApp contact's number, and Botize takes over. The bot messages your selected contact through WhatsApp, collecting all the essential information step-by-step (date, unit, client, work, price—fully customizable to your needs). Instantly, the data lands in your designated Google Sheets row. Moments later, a PDF with the results is created and the direct download link is sent right back to the contact on WhatsApp. No more manual chasing or double entries—just structured, instant, and error-proof data flow from phone to sheet to PDF.
Ready to transform your data collection with just a click? Follow the simple steps in Botize to activate this formula, or jump straight to the pre-built workflow where you can set your own questions, contact targets, and output formats. Take back your time and let the automation handle the busywork—let’s get you started!
Automate this task with 10 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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Begin the automation as soon as it is triggered by the user or another event.
Copy and paste this prompt into the AI editing tool.
Set up the automation so that it starts running immediately when the main trigger is activated. ⤵
Click the 'Apply this task' button to confirm.
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4
Provide a form where the user can enter the phone number of the WhatsApp contact they want to request data from.
Copy and paste this prompt into the AI editing tool.
Create an online form that asks the user for the recipient's phone number, including any necessary country or area code. ⤵
Click the 'Apply this task' button to confirm.
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5
Send a WhatsApp message to the specified contact asking them to provide the date.
Copy and paste this prompt into the AI editing tool.
As soon as the form is submitted, send a WhatsApp message to the phone number entered, asking the contact to provide the date. ⤵
Click the 'Apply this task' button to confirm.
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6
Ask the same contact to provide the unit related to the data being collected.
Copy and paste this prompt into the AI editing tool.
After the user has answered the first question, send another WhatsApp message to them requesting the unit information. ⤵
Click the 'Apply this task' button to confirm.
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Ask the contact for the name of the client.
Copy and paste this prompt into the AI editing tool.
Continue the conversation by asking the WhatsApp contact to provide the client's name. ⤵
Click the 'Apply this task' button to confirm.
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8
Request a description of the work or job done from the contact.
Copy and paste this prompt into the AI editing tool.
Now, ask the same WhatsApp contact to enter a description of the work completed. ⤵
Click the 'Apply this task' button to confirm.
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9
Request the total price from the contact.
Copy and paste this prompt into the AI editing tool.
Send a final WhatsApp message to the contact asking them to provide the total price. ⤵
Click the 'Apply this task' button to confirm.
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10
Take all the information collected and update a specific row in a Google Sheets spreadsheet with these values.
Copy and paste this prompt into the AI editing tool.
Once all responses are collected, update the relevant row and columns in a Google Sheet with the provided data (date, unit, client, job, price, etc.). ⤵
Click the 'Apply this task' button to confirm.
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11
Generate a downloadable PDF file from the updated sheet and obtain the link to that file.
Copy and paste this prompt into the AI editing tool.
Create a PDF file using the updated Google Sheet row, and make sure to get a direct download link for this PDF file. ⤵
Click the 'Apply this task' button to confirm.
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Send the PDF download link back to the original WhatsApp contact so they can access the document.
Copy and paste this prompt into the AI editing tool.
Finally, send a WhatsApp message to the user with a link to download the PDF file containing the data they just provided. ⤵
Click the 'Apply this task' button to confirm.
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13
Your automation is ready to use. Click the 'Save changes' button.
Save changes
Automate Data Requests On WhatsApp—No Tech Headaches
Here’s how it works (no rocket science): you get a link to a simple form. Pop in your contact’s WhatsApp number, hit submit, and voilà—a bot privately talks to that person on WhatsApp, gathers the data you need, plugs it into your Google Sheet, and instantly sends back a PDF download link via WhatsApp. No juggling tabs, no messy copy-paste, no lost details. Relax—we connect the dots for you.
| Manual | Botize | |
|---|---|---|
| Draft WhatsApp message asking for details | 3 | 0 Minutes |
| Wait for response and manually follow up | 20 | 0 Minutes |
| Copy info into Google Sheets | 5 | 0 Minutes |
| Generate a PDF summary manually | 15 | 0 Minutes |
| Send PDF link back to contact | 3 | 0 Minutes |
| Total | 46 | 0 Minutes |
You want an effortless way to collect info from contacts, organize it, and get a PDF—all with WhatsApp? Congrats, you’ve finally landed in the right place.
Freelancer Job Confirmations
A freelance project manager sends daily forms to collaborators. Every update lands, neat and organized, in a shared sheet, with downloadable PDFs for client proof.
Zero Chasing
Request and collect information from anyone, automatically—never nag or forget again.
Instant Organization
Data updates itself neatly in your Google Sheets, without manual entries or errors.
Immediate Results
Your PDF link appears in WhatsApp the moment everything’s ready—no waiting, no wondering.
Service Visit Reports
A field tech finishes a job, receives a ping via WhatsApp, fills in their details, and the back office automatically gets a PDF report—no paperwork, no drama.
⌾︎ You want to request, receive, and organize info from clients, teammates or providers—without playing phone tag.
⌾︎ You’re tired of emailing, messaging, and following up just to get the right data in the right format.
✕ You never need to collect info from anyone, or prefer sifting through endless spreadsheets manually.
✕ If you want to keep doing things the slow way, shuffling between apps and losing your mind.
✓ Decide exactly what questions your WhatsApp bot asks—date, client, price, or anything your workflow needs.
✓ Choose which Google Sheet and row gets updated—a single workflow for the whole team, or individual logs for each project.
✓ Make your PDF look just the way you want—pick which answers to show and how the summary appears.
This task generates a form, and you will find its URL inside the task. The form allows you to enter the phone number of a WhatsApp contact. When you click the submit button, a bot will message that contact to collect a set of data (by default: date, unit, client, job, price), which you can customize according to your needs. Finally, the automation updates the columns of a specific row in the Google Sheets document you define, generates a PDF download link, and sends it back to the user via WhatsApp.
