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Automate restaurant reservations with AI on WhatsApp and Google Sheets

Basil IrfanBasil Irfan
4898 views
2/3/2026
Microsoft TeamsAutomationNotionProductivityDaily Standup
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Streamline restaurant reservations on WhatsApp

Overview

This n8n template automates table bookings via WhatsApp, letting users request, confirm, and manage reservations without manual intervention. It leverages AI to parse messages, apply group discounts, check availability, and send natural confirmations—all within a single, reusable workflow.

Key Features

  • AI‑powered parsing & responses: Extracts guest name, date, time, and party size from free‑form WhatsApp messages and generates friendly confirmations..
  • Availability lookup: Integrates with Google Sheets, Airtable, or MySQL to verify slot availability in real time.
  • Automated reminders: Optionally schedules follow‑up messages 24 hours before the booking.
  • Modular design: Swap triggers, storage, or messaging nodes to fit your infrastructure.

How It Works

  1. Trigger: Incoming WhatsApp message via WhatsApp Business Cloud API.
  2. Parse & Validate: AI Function node extracts intent and guest details.
  3. Calculate Discount: Custom Function node computes group discount.
  4. Compose Confirmation: Open Ai text model generates a personalized response.
  5. Send Message:Request node posts back to WhatsApp.
  6. Optional Reminder: Wait node + HTTP Request for pre‑booking follow‑up.

Requirements

  • WhatsApp Business Cloud API access
  • n8n Cloud or self‑hosted instance
  • Reservation datastore (Google Sheets, Airtable, MySQL)
  • Open ai key for AI text generation

Customization Tips

  • Menu Attachments: Add media nodes to send PDFs or images.
  • Alternate Slot Suggestions: Use AI to propose new times if a slot is full.
  • Upsell Offers: Follow up with add‑on suggestions (e.g., wine pairings).
  • Localization: Extend prompts for multilingual support. Screenshot 20250724 161418.png

Automate Restaurant Reservations with AI on WhatsApp and Google Sheets

This n8n workflow automates the process of managing restaurant reservations received via WhatsApp. It leverages AI to understand customer requests, checks for table availability in a Google Sheet, and confirms or denies reservations, all without manual intervention.

What it does

This workflow streamlines your reservation process through the following steps:

  1. Listens for WhatsApp Messages: It acts as a webhook, waiting for incoming messages to your WhatsApp Business Cloud account.
  2. Processes with AI Agent: It uses an AI Agent powered by an OpenAI Chat Model and a simple memory to understand the customer's reservation request (e.g., date, time, number of guests). It also includes a calculator tool for the AI, although its direct application to reservations might be indirect (e.g., calculating wait times based on existing bookings).
  3. Checks Google Sheet for Availability: It queries a Google Sheet to check for available reservation slots based on the details extracted by the AI.
  4. Filters for Reservation Status: It uses a filter to determine if the reservation request can be accommodated based on the Google Sheet's response.
  5. Sends WhatsApp Confirmation/Denial:
    • If a reservation is possible, it sends a confirmation message back to the customer via WhatsApp.
    • If the requested slot is unavailable, it sends a polite denial or suggests alternatives via WhatsApp.
  6. Schedules Regular Google Sheet Reads (Optional/Unconnected): There's a "Schedule Trigger" and an unconnected "Google Sheets" node, suggesting a potential future enhancement to regularly read or update the sheet, or perhaps a manual trigger for data refreshing. Note: As per the JSON, this part is not directly connected to the main flow.

Prerequisites/Requirements

To use this workflow, you will need:

  • n8n Instance: A running n8n instance.
  • WhatsApp Business Cloud Account: Configured for receiving and sending messages.
  • OpenAI API Key: For the AI Agent to process natural language.
  • Google Sheets Account: With a spreadsheet set up to manage your restaurant's reservation availability. This sheet should contain information that the AI can query (e.g., columns for Date, Time, Available Tables, etc.).

Setup/Usage

  1. Import the Workflow: Download the provided JSON and import it into your n8n instance.
  2. Configure Credentials:
    • WhatsApp Business Cloud: Set up your WhatsApp Business Cloud credentials in n8n.
    • OpenAI: Provide your OpenAI API key as a credential.
    • Google Sheets: Authenticate your Google Sheets account with n8n, granting it access to the reservation spreadsheet.
  3. Update Google Sheet Node:
    • In the "Google Sheets" node, specify the Spreadsheet ID and the sheet name where your reservation data is stored.
    • Ensure the operation is set to read data that the AI can use to check availability.
  4. Configure AI Agent:
    • Review the "AI Agent" node's prompt to ensure it's tailored to your restaurant's specific reservation process and how it should interact with the Google Sheets data.
    • Adjust the "OpenAI Chat Model" settings if needed (e.g., model, temperature).
  5. Configure Filter Node:
    • Set up the conditions in the "Filter" node to evaluate the response from Google Sheets and determine if a reservation is successful or not.
  6. Customize WhatsApp Messages:
    • Modify the "WhatsApp Business Cloud" nodes (for confirmation and denial) to send appropriate, user-friendly messages to your customers.
  7. Activate the Workflow: Once configured, activate the workflow. It will start listening for incoming WhatsApp messages.

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