WhatsApp Operations System Integration
Budget: $3,000 – $5,000 USD
Title
WhatsApp Menu-Driven Operations System (Google Sheets + Drive + Calendar Integration) – Modular Build
Overview
We are looking for an experienced developer to build a WhatsApp menu-driven operations system for our company (Savanna Tanks). The solution must allow workers and supervisors to submit daily operational data using WhatsApp instead of paper forms.
The system must integrate with:
WhatsApp Cloud API (Meta)
Google Sheets (as the primary database)
Google Drive (for file uploads: photos, documents, proof, signed forms)
Google Calendar (for reminders/expiry scheduling – partially scoped)
We want this built in a modular way (so we can deploy and test module-by-module).
Core Requirements
Key Features
WhatsApp keyword triggers open menus (example: STE#1, STM#1, STT#1)
Interactive button menus + structured flows
Auto-detect user identity from WhatsApp number
Role-based access (employees have categories/roles)
Save all captured data to Google Sheets
Upload media/documents to Google Drive and store links in Sheets
Notifications via WhatsApp + Email to management based on triggers
Scheduled follow-ups/reminders based on dates (Apps Script or server-side scheduler)
Clean audit logs (who submitted what, when, from which phone, GPS location when shared)
MODULE BREAKDOWN (QUOTE PER MODULE)
Module 1 — WhatsApp Bot Framework + Core Integrations (Mandatory)
Goal: Build the foundation system that supports all menus.
WhatsApp Cloud API integration (Meta setup support)
Support triggers like STE#1, STM#1, STT#1
Button menu handler, flow routing
Google Sheets read/write helpers
Google Drive upload handler (photos, PDFs, voice notes)
Notifications engine (WhatsApp + email)
Logs + error handling + basic admin config
Deliverable: Working WhatsApp bot framework with test menu and database.
Module 2 — STE#1 Supervisor Operations Suite (Mandatory)
Menu for Erection Supervisors + Directors
Includes:
1) Vehicle Checklist (Daily)
GPS capture when opened
4 vehicle photos required (front/back/side1/side2)
Yes/No inspection questions
Oil & water top-up amount question
Save to Sheets + Drive photo links
Notifications for issues/damage
2) Daily Diary
Project + Site dropdown selection
GPS capture
Voice note/recording option within 24 hours
Auto-name generation from WhatsApp number
Vehicle selection by registration number dropdown
Diary linked to vehicle checklist
3) Toolbox Talk
Supervisor conducts session
Attendance recorded
PPE compliance check
Task selection list (predefined categories)
4) Harness Register (Working at Heights)
Capture harness owner/person
Certificate number
Photo of harness worn
Photo of certificate/tag
Condition rating with flags (excellent → useless)
Notifications for dangerous conditions
5) Leave & Passout Requests
Supervisors can apply for themselves or crew
Crew dropdown restricted to Drivers + Erector Workers only
Sick leave requires mandatory sick note upload (saved to employee history)
Passouts recorded via start/end time (08:00–17:00) and auto-calculated hours
Post-event verification automation:
Employee confirms next day YES/NO
Admin Manager or Accounts Manager verifies (either can do it)
If not verified within 24h → reminder warning
If still pending after 48h → escalate to Todd + Manager
Annual passout totals must include VERIFIED HOURS ONLY (per year 2025, 2026, etc.)
7) Request for Money (MR System)
Money Request numbers auto-generated
Proof rules: mandatory vs optional categories
Accommodation special fields:
owner name, cell, omang photo, monthly amount, date, location
optional owner confirmation via WhatsApp/SMS
Allow receipts added to existing MR
60-day grace period for deductions
Receipt accountability warning message mandatory
8) Proof of Expenses Upload
Link receipts to MR numbers
Reconciliation rules
Outstanding warnings after 60 days
9) Summary of Expenses & MR’s
Role-limited view (to be refined later)
Deliverable: STE#1 suite fully functional with Google Sheets + Drive + notifications.
Module 3 — STM#1 Projects & Sites + Design Management (Mandatory)
Projects management must allow:
View Active Projects
Add New Project (captures full client/stakeholder details)
Auto-create default site: {ProjectName} - Main Site
Sites Management: add/disable/reactivate sites (active-only view)
Disable project blocked unless all linked sites are disabled
Reactivate project always allowed
Design Stage Flow
Capture tank specs for multiple tanks (one row per tank)
Ground tank + High-level tank with stand details
“TBA” allowed but must be included in engineer messages
Engineer options:
Savanna Tanks (internal)
John Duncan (external)
John Duncan receives ONLY high-level stand specs by WhatsApp + Email
John Duncan required questions:
Structural steel calculations needed? (Y/N)
Geometric sketch needed? (Y/N)
Target completion timeline: 7 or 14 days (calendar days)
Internal engineer workflow:
Auto-assign Technical Draftsman (first active)
Send same design summary (ALL tanks) to Draftsman + Manager + Director Todd via WhatsApp + Email
Follow-up automation:
TargetDate + 1 day: ask Todd + Manager if design received YES/NO
If NO → send reminder to engineer (JD or draftsman)
Work Orders upload requirement:
ask at end of design capture to upload work orders
if design uploaded but work orders not uploaded, send reminder after +7 days to Draftsman + Manager + Todd
Deliverable: Projects/Sites/Design management + automations implemented.
Module 4 — Employee Management + Onboarding Compliance (Mandatory)
Employee Management allows:
Add/update/deactivate/reactivate employees
Employee role categories include: Technical Draftsman, Driver, Erection Supervisor, Manager, etc.
After role selection, capture onboarding:
next of kin cell, start date
mandatory uploads: omang, licences, passport, contract, inductions, handbook, chain of command, complaint etc.
Upload docs to Drive: Employees/EMP-###/Documents/
Docs stored in EmployeeDocuments sheet
Issue tracking (overalls + boots with issue dates, phone + sim)
Bank registration (Botswana bank dropdown + account number + “loaded to head office”)
Mandatory onboarding with 90-day grace:
employee can access system for 90 days even if incomplete
after 90 days → auto-block
notify employee + Admin Manager + Todd + Juliet via WhatsApp + email
auto-unblock once onboarding complete
Employee HR tracking:
leave totals (all submitted)
passout hours totals (verified only)
loans (amount/date/repayment period/balance)
gratuity issued + notes + balance
police fines
wage increases (old/new rate + date)
Deliverable: full employee admin + compliance + auto-block/unblock rules.
Module 5 — Fleet Compliance + Maintenance + Calendar Reminders (Not yet fully scoped)
Vehicles and trailers compliance tracking:
registration numbers
permit/licence types and expiry dates
auto-calendar reminders (email + WhatsApp group notifications)
maintenance logging and scheduled reminders
integrate with trip compliance (Module 6)
Deliverable: Fleet compliance system with calendar reminders.
Module 6 — STT#1 Transport Control Operations + Trips (Not yet fully scoped)
Trip opening flow:
driver selection from list
trip type (collection, delivery, crane, etc.)
destinations dropdown
Google Maps distance estimate (optional)
checklists: vehicle docs, driver docs, compliance blocking
Deliverable: Trip management module.
Optional Module 7 — Customer Support / Sales Bot (Optional)
triggers: hi/hello/i need/etc.
welcome message
auto-send marketing video
enquiry flows for GS/GRP/special
save leads to sheets and send brochure automatically
notify Todd
Deliverable: customer sales bot.
Deliverables Required (All Modules)
working WhatsApp bot deployed and testable
Google Sheets template (tabs + formulas)
Google Drive folder structure
deployment instructions + documentation
clean code and comments
access/permissions logic
error handling and logging
ability to switch notifications on/off in a NotificationsConfig sheet
Tech Preferences
We are open to:
Node.js / Express
Python / FastAPI
Google Apps Script (acceptable if scalable enough)
Firebase / Supabase optional (if recommended)
Must support:
WhatsApp Cloud API webhooks
scheduled jobs for reminders and follow-ups
Google API integrations (Sheets, Drive, Calendar)
Pricing Request
Please quote:
Cost per module
total cost for full project
estimated timeline per module
ongoing support / hosting costs (monthly)
Screening Questions (Must Answer)
Have you built WhatsApp Cloud API bots before? Share examples.
What architecture do you propose (Apps Script vs server)? Why?
How will you handle WhatsApp template message approvals for outbound alerts?
How will you securely store API tokens/keys?
What is your recommended hosting option and monthly costs?
Can you build this modularly and deliver Module 1 first?
IMPORTANT NOTES
WhatsApp outbound notifications may require approved message templates.
We prefer clean modular development with frequent testing.
We will provide Google Sheets templates and sample data.
WhatsApp Menu-Driven Operations System (Google Sheets + Drive + Calendar Integration) – Modular Build
Overview
We are looking for an experienced developer to build a WhatsApp menu-driven operations system for our company (Savanna Tanks). The solution must allow workers and supervisors to submit daily operational data using WhatsApp instead of paper forms.
The system must integrate with:
WhatsApp Cloud API (Meta)
Google Sheets (as the primary database)
Google Drive (for file uploads: photos, documents, proof, signed forms)
Google Calendar (for reminders/expiry scheduling – partially scoped)
We want this built in a modular way (so we can deploy and test module-by-module).
Core Requirements
Key Features
WhatsApp keyword triggers open menus (example: STE#1, STM#1, STT#1)
Interactive button menus + structured flows
Auto-detect user identity from WhatsApp number
Role-based access (employees have categories/roles)
Save all captured data to Google Sheets
Upload media/documents to Google Drive and store links in Sheets
Notifications via WhatsApp + Email to management based on triggers
Scheduled follow-ups/reminders based on dates (Apps Script or server-side scheduler)
Clean audit logs (who submitted what, when, from which phone, GPS location when shared)
MODULE BREAKDOWN (QUOTE PER MODULE)
Module 1 — WhatsApp Bot Framework + Core Integrations (Mandatory)
Goal: Build the foundation system that supports all menus.
WhatsApp Cloud API integration (Meta setup support)
Support triggers like STE#1, STM#1, STT#1
Button menu handler, flow routing
Google Sheets read/write helpers
Google Drive upload handler (photos, PDFs, voice notes)
Notifications engine (WhatsApp + email)
Logs + error handling + basic admin config
Deliverable: Working WhatsApp bot framework with test menu and database.
Module 2 — STE#1 Supervisor Operations Suite (Mandatory)
Menu for Erection Supervisors + Directors
Includes:
1) Vehicle Checklist (Daily)
GPS capture when opened
4 vehicle photos required (front/back/side1/side2)
Yes/No inspection questions
Oil & water top-up amount question
Save to Sheets + Drive photo links
Notifications for issues/damage
2) Daily Diary
Project + Site dropdown selection
GPS capture
Voice note/recording option within 24 hours
Auto-name generation from WhatsApp number
Vehicle selection by registration number dropdown
Diary linked to vehicle checklist
3) Toolbox Talk
Supervisor conducts session
Attendance recorded
PPE compliance check
Task selection list (predefined categories)
4) Harness Register (Working at Heights)
Capture harness owner/person
Certificate number
Photo of harness worn
Photo of certificate/tag
Condition rating with flags (excellent → useless)
Notifications for dangerous conditions
5) Leave & Passout Requests
Supervisors can apply for themselves or crew
Crew dropdown restricted to Drivers + Erector Workers only
Sick leave requires mandatory sick note upload (saved to employee history)
Passouts recorded via start/end time (08:00–17:00) and auto-calculated hours
Post-event verification automation:
Employee confirms next day YES/NO
Admin Manager or Accounts Manager verifies (either can do it)
If not verified within 24h → reminder warning
If still pending after 48h → escalate to Todd + Manager
Annual passout totals must include VERIFIED HOURS ONLY (per year 2025, 2026, etc.)
7) Request for Money (MR System)
Money Request numbers auto-generated
Proof rules: mandatory vs optional categories
Accommodation special fields:
owner name, cell, omang photo, monthly amount, date, location
optional owner confirmation via WhatsApp/SMS
Allow receipts added to existing MR
60-day grace period for deductions
Receipt accountability warning message mandatory
8) Proof of Expenses Upload
Link receipts to MR numbers
Reconciliation rules
Outstanding warnings after 60 days
9) Summary of Expenses & MR’s
Role-limited view (to be refined later)
Deliverable: STE#1 suite fully functional with Google Sheets + Drive + notifications.
Module 3 — STM#1 Projects & Sites + Design Management (Mandatory)
Projects management must allow:
View Active Projects
Add New Project (captures full client/stakeholder details)
Auto-create default site: {ProjectName} - Main Site
Sites Management: add/disable/reactivate sites (active-only view)
Disable project blocked unless all linked sites are disabled
Reactivate project always allowed
Design Stage Flow
Capture tank specs for multiple tanks (one row per tank)
Ground tank + High-level tank with stand details
“TBA” allowed but must be included in engineer messages
Engineer options:
Savanna Tanks (internal)
John Duncan (external)
John Duncan receives ONLY high-level stand specs by WhatsApp + Email
John Duncan required questions:
Structural steel calculations needed? (Y/N)
Geometric sketch needed? (Y/N)
Target completion timeline: 7 or 14 days (calendar days)
Internal engineer workflow:
Auto-assign Technical Draftsman (first active)
Send same design summary (ALL tanks) to Draftsman + Manager + Director Todd via WhatsApp + Email
Follow-up automation:
TargetDate + 1 day: ask Todd + Manager if design received YES/NO
If NO → send reminder to engineer (JD or draftsman)
Work Orders upload requirement:
ask at end of design capture to upload work orders
if design uploaded but work orders not uploaded, send reminder after +7 days to Draftsman + Manager + Todd
Deliverable: Projects/Sites/Design management + automations implemented.
Module 4 — Employee Management + Onboarding Compliance (Mandatory)
Employee Management allows:
Add/update/deactivate/reactivate employees
Employee role categories include: Technical Draftsman, Driver, Erection Supervisor, Manager, etc.
After role selection, capture onboarding:
next of kin cell, start date
mandatory uploads: omang, licences, passport, contract, inductions, handbook, chain of command, complaint etc.
Upload docs to Drive: Employees/EMP-###/Documents/
Docs stored in EmployeeDocuments sheet
Issue tracking (overalls + boots with issue dates, phone + sim)
Bank registration (Botswana bank dropdown + account number + “loaded to head office”)
Mandatory onboarding with 90-day grace:
employee can access system for 90 days even if incomplete
after 90 days → auto-block
notify employee + Admin Manager + Todd + Juliet via WhatsApp + email
auto-unblock once onboarding complete
Employee HR tracking:
leave totals (all submitted)
passout hours totals (verified only)
loans (amount/date/repayment period/balance)
gratuity issued + notes + balance
police fines
wage increases (old/new rate + date)
Deliverable: full employee admin + compliance + auto-block/unblock rules.
Module 5 — Fleet Compliance + Maintenance + Calendar Reminders (Not yet fully scoped)
Vehicles and trailers compliance tracking:
registration numbers
permit/licence types and expiry dates
auto-calendar reminders (email + WhatsApp group notifications)
maintenance logging and scheduled reminders
integrate with trip compliance (Module 6)
Deliverable: Fleet compliance system with calendar reminders.
Module 6 — STT#1 Transport Control Operations + Trips (Not yet fully scoped)
Trip opening flow:
driver selection from list
trip type (collection, delivery, crane, etc.)
destinations dropdown
Google Maps distance estimate (optional)
checklists: vehicle docs, driver docs, compliance blocking
Deliverable: Trip management module.
Optional Module 7 — Customer Support / Sales Bot (Optional)
triggers: hi/hello/i need/etc.
welcome message
auto-send marketing video
enquiry flows for GS/GRP/special
save leads to sheets and send brochure automatically
notify Todd
Deliverable: customer sales bot.
Deliverables Required (All Modules)
working WhatsApp bot deployed and testable
Google Sheets template (tabs + formulas)
Google Drive folder structure
deployment instructions + documentation
clean code and comments
access/permissions logic
error handling and logging
ability to switch notifications on/off in a NotificationsConfig sheet
Tech Preferences
We are open to:
Node.js / Express
Python / FastAPI
Google Apps Script (acceptable if scalable enough)
Firebase / Supabase optional (if recommended)
Must support:
WhatsApp Cloud API webhooks
scheduled jobs for reminders and follow-ups
Google API integrations (Sheets, Drive, Calendar)
Pricing Request
Please quote:
Cost per module
total cost for full project
estimated timeline per module
ongoing support / hosting costs (monthly)
Screening Questions (Must Answer)
Have you built WhatsApp Cloud API bots before? Share examples.
What architecture do you propose (Apps Script vs server)? Why?
How will you handle WhatsApp template message approvals for outbound alerts?
How will you securely store API tokens/keys?
What is your recommended hosting option and monthly costs?
Can you build this modularly and deliver Module 1 first?
IMPORTANT NOTES
WhatsApp outbound notifications may require approved message templates.
We prefer clean modular development with frequent testing.
We will provide Google Sheets templates and sample data.