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Automate prescription delivery via Google Sheets to email & WhatsApp

Oneclick AI SquadOneclick AI Squad
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2/3/2026
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This is a fully working n8n workflow that sends prescriptions to patients via email and WhatsApp when a doctor enters prescription data into a Google Sheet.

📋 Google Sheets Structure

Main Sheet: Required columns:

  • prescription_id (unique ID)
  • patient_name
  • patient_email
  • patient_phone
  • doctor_name
  • prescription_date
  • prescription_details
  • dosage_instructions
  • followup_date (optional)
  • prescription_status (set to "new" for new prescriptions)

Log Sheet: This will be auto-created with columns for tracking sent notifications.

🔧 Required Credentials Setup

  1. Google Sheets OAuth2 API: Connect your Google account
  2. SMTP Credentials: For email sending (Gmail, Outlook, etc.)
  3. WhatsApp API: Meta Business WhatsApp API credentials

⚙️ Configuration Steps

  1. Replace YOUR_GOOGLE_SHEET_ID with your actual Google Sheet ID
  2. Replace YOUR_WHATSAPP_PHONE_NUMBER_ID with your WhatsApp Business phone number ID
  3. Update the email sender address in the "Send Email" node
  4. Set up your credentials in n8n

🌟 Features Included

  • Automated Trigger: Monitors Google Sheet for new prescriptions
  • Smart Filtering: Only processes prescriptions with status "new"
  • Rich Email Format: Professional HTML email with prescription details
  • WhatsApp Integration: Sends formatted prescription text
  • Comprehensive Logging: Tracks all sent notifications
  • Status Updates: Marks prescriptions as "sent" after processing
  • Error Handling: Logs success/failure status for both channels

📱 Sample Data Format

Add rows to your sheet like this:

prescription_id: RX001
patient_name: John Doe
patient_email: john@email.com
patient_phone: +1234567890
doctor_name: Dr. Smith
prescription_date: 2025-01-15
prescription_details: Amoxicillin 500mg capsules
dosage_instructions: Take 1 capsule 3 times daily with food
followup_date: 2025-01-22
prescription_status: new

Automate Prescription Delivery Notifications via Google Sheets to Email & WhatsApp

This n8n workflow streamlines the process of notifying patients about their prescription deliveries. It monitors a Google Sheet for new or updated prescription records and automatically sends delivery notifications via email and WhatsApp.

What it does

This workflow automates the following steps:

  1. Monitors Google Sheet: It triggers when new rows are added or existing rows are updated in a specified Google Sheet.
  2. Prepares Data: A "Code" node is present, likely used for data transformation or formatting before sending notifications.
  3. Filters for Delivery Status: It filters the incoming data, presumably to identify prescriptions that are ready for delivery notification.
  4. Sends Email Notification: For filtered items, it sends an email notification to the patient.
  5. Sends WhatsApp Notification: For filtered items, it also sends a WhatsApp message to the patient.
  6. Updates Google Sheet: After sending notifications, it updates the Google Sheet, potentially marking the prescription as "notified" or similar.

Prerequisites/Requirements

To use this workflow, you will need:

  • n8n Account: An active n8n instance (cloud or self-hosted).
  • Google Account: A Google account with access to Google Sheets.
    • Google Sheets Credential: An n8n credential configured for Google Sheets.
  • SMTP Server/Email Service: Access to an SMTP server or an email service (e.g., Gmail, SendGrid) to send emails.
    • EmailSend Credential: An n8n credential configured for sending emails.
  • WhatsApp Business Account: A WhatsApp Business Cloud API account.
    • WhatsApp Business Cloud Credential: An n8n credential configured for WhatsApp Business Cloud.

Setup/Usage

  1. Import the Workflow:
    • Download the provided JSON file.
    • In your n8n instance, go to "Workflows" and click "New".
    • Click the three dots in the top right corner and select "Import from JSON".
    • Paste the workflow JSON or upload the file.
  2. Configure Credentials:
    • Locate the "Google Sheets Trigger", "Google Sheets", "Send Email", and "WhatsApp Business Cloud" nodes.
    • Click on each node and configure the respective credentials. If you don't have them set up, n8n will guide you through creating new ones.
      • For Google Sheets, ensure the credential has access to the spreadsheet you intend to use.
      • For Email, provide your SMTP server details or connect to your chosen email service.
      • For WhatsApp, connect your WhatsApp Business Cloud account.
  3. Configure Google Sheets Trigger:
    • In the "Google Sheets Trigger" node, specify the Spreadsheet ID and the Sheet Name you want to monitor.
    • Choose the Trigger When option (e.g., "Row Added or Updated").
  4. Configure Code Node:
    • Review the "Code" node. This node is likely used to format or process data from Google Sheets. Adjust the JavaScript code as needed to match your sheet's column names and desired output format for the notifications.
  5. Configure Filter Node:
    • In the "Filter" node, define the conditions for when a notification should be sent. For example, you might filter for a column named "Delivery Status" with a value of "Ready for Delivery".
  6. Configure Send Email Node:
    • In the "Send Email" node, specify the recipient email address (e.g., {{ $json.email }} if your sheet has an 'email' column).
    • Set the Subject and Body of the email. You can use expressions to dynamically insert data from the Google Sheet (e.g., Your prescription {{ $json.prescriptionName }} is out for delivery!).
  7. Configure WhatsApp Business Cloud Node:
    • In the "WhatsApp Business Cloud" node, specify the recipient phone number (e.g., {{ $json.phoneNumber }}).
    • Select the appropriate Template and provide the necessary Template Parameters to personalize the message (e.g., patient name, prescription details, delivery time).
  8. Configure Google Sheets (Update) Node:
    • In the "Google Sheets" node that follows the notification nodes, configure it to update the row that was just processed. You might want to set a column like "Notification Sent" to "TRUE" or "Timestamp" to the current time, to prevent duplicate notifications.
  9. Activate the Workflow:
    • Once all nodes are configured, click the "Activate" toggle in the top right corner of the n8n editor to enable the workflow.

Now, whenever a relevant change occurs in your Google Sheet, the workflow will automatically send out email and WhatsApp delivery notifications.

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