WhatsApp Weekly Vehicle Checklist – Developer Specification
Budget: €30 – €250 EUR
1. Objective
Develop a mandatory weekly vehicle checklist system fully operated via WhatsApp, with automated reminders, photo validation, cloud storage, and Excel tracking.
Drivers must complete the checklist every Friday.
The checklist is not considered completed until:
All questionnaire fields are answered
All required photos are uploaded
The system validates everything
2. Input data (Excel – provided by client)
An Excel file will be provided as the source of truth for vehicles and drivers.
Sheet: VEHICLES_MASTER
Each row = one vehicle
Mandatory columns:
VEHICLE_PLATE
VEHICLE_TYPE → TRUCK or VAN
DRIVER_NAME
DRIVER_PHONE (WhatsApp number, international format)
INTERNAL_ID (optional)
DELEGATION (optional)
This file determines:
Who receives the WhatsApp messages
Which vehicle is assigned
Which photo rules apply
3. WhatsApp checklist flow (state-based)
Each weekly checklist runs as a state machine and resumes where the driver stopped.
Trigger (every Friday)
At 08:00, the system creates a new checklist for each vehicle and sends:
“Weekly mandatory vehicle checklist for {VEHICLE_PLATE}. Please complete it today.”
4. Questionnaire (mandatory)
The questionnaire is completed directly in WhatsApp.
Mandatory fields:
Current odometer (km) – numeric
General condition – OK / Issues
Tyres – OK / Not OK
Lights – OK / Not OK
Brakes – OK / Not OK
Dashboard warning lights – Yes / No
Notes / defects / upcoming maintenance (free text field)
⚠️ If any item is “Not OK”, the Notes field becomes mandatory.
5. Mandatory photos (validated by system)
Additional mandatory photo
1 photo of the odometer (km)
→ This photo is always required, regardless of vehicle type.
Photo rules by vehicle type
TRUCK
Total required photos: 7
4 exterior photos:
Front
Rear
Left side
Right side
2 interior photos:
5. Cabin – dashboard
6. Cabin – general interior
1 odometer photo:
7. Km / dashboard showing mileage
VAN
Total required photos: 5
2 exterior photos:
Front
Rear
2 interior photos:
3. Cabin – dashboard
4. Cabin – general interior
1 odometer photo:
5. Km / dashboard showing mileage
The checklist cannot be completed unless all required photos are received.
6. Cloud folder structure (automatic)
Photos and documents must be stored automatically using this structure:
/VEHICLE_CHECKLISTS/
└── {VEHICLE_PLATE}/
└── {YEAR}-{ISO_WEEK}/
├── Checklist_{VEHICLE_PLATE}_{YEAR}-{WEEK}.pdf
├── FOTOS/
│ ├── 01_EXTERIOR_FRONT.jpg
│ ├── 02_EXTERIOR_REAR.jpg
│ ├── 03_EXTERIOR_LEFT.jpg
│ ├── 04_EXTERIOR_RIGHT.jpg
│ ├── 05_INTERIOR_1.jpg
│ ├── 06_INTERIOR_2.jpg
│ └── 07_ODOMETER.jpg
└── EXTRAS/ (only if defects are reported)
Photo names are system-generated
The PDF is generated automatically from questionnaire + metadata + links to photos
7. Generated checklist document
The generated PDF must include:
Vehicle plate
Driver name and phone
Week number
Date/time started and completed
Odometer (typed value)
All questionnaire answers
Notes / defects / upcoming maintenance
Checklist result:
OK
COMPLETED WITH ISSUES
Reference to stored photos
8. Reminder and enforcement logic (VERY IMPORTANT)
Reminder schedule (Friday)
08:00 → Checklist created + first WhatsApp message
13:00 → Reminder if checklist not completed
17:00 → Reminder if checklist not completed
19:00 → Final warning message if checklist not completed
Final message at 19:00:
“⚠️ You have NOT completed the mandatory vehicle checklist. Please complete it immediately.”
The system must check status before sending each reminder.
9. Excel tracking (auto-filled by system)
Sheet: WEEKLY_CONTROL
Rows = vehicles (plate + driver + phone)
Columns = ISO weeks (2026-W05, 2026-W06, etc.)
Each cell:
✅ Green = checklist completed
❌ Red = not completed
Optional:
Cell contains a link to the checklist folder or PDF
⚠️ Yellow if completed with issues
This sheet is updated automatically when a checklist status changes.
10. Completion rules
A checklist is marked as COMPLETED only when:
Questionnaire is fully answered
Notes field completed if required
All required photos are received and validated
PDF is generated successfully
Otherwise, status remains PENDING and reminders continue.
11. Technical notes
WhatsApp Business API (or provider)
Webhook-based message handling
State machine per checklist
Configurable reminder times
Cloud storage (Drive / OneDrive / S3)
Excel update via API (Google Sheets or Microsoft Graph)
Develop a mandatory weekly vehicle checklist system fully operated via WhatsApp, with automated reminders, photo validation, cloud storage, and Excel tracking.
Drivers must complete the checklist every Friday.
The checklist is not considered completed until:
All questionnaire fields are answered
All required photos are uploaded
The system validates everything
2. Input data (Excel – provided by client)
An Excel file will be provided as the source of truth for vehicles and drivers.
Sheet: VEHICLES_MASTER
Each row = one vehicle
Mandatory columns:
VEHICLE_PLATE
VEHICLE_TYPE → TRUCK or VAN
DRIVER_NAME
DRIVER_PHONE (WhatsApp number, international format)
INTERNAL_ID (optional)
DELEGATION (optional)
This file determines:
Who receives the WhatsApp messages
Which vehicle is assigned
Which photo rules apply
3. WhatsApp checklist flow (state-based)
Each weekly checklist runs as a state machine and resumes where the driver stopped.
Trigger (every Friday)
At 08:00, the system creates a new checklist for each vehicle and sends:
“Weekly mandatory vehicle checklist for {VEHICLE_PLATE}. Please complete it today.”
4. Questionnaire (mandatory)
The questionnaire is completed directly in WhatsApp.
Mandatory fields:
Current odometer (km) – numeric
General condition – OK / Issues
Tyres – OK / Not OK
Lights – OK / Not OK
Brakes – OK / Not OK
Dashboard warning lights – Yes / No
Notes / defects / upcoming maintenance (free text field)
⚠️ If any item is “Not OK”, the Notes field becomes mandatory.
5. Mandatory photos (validated by system)
Additional mandatory photo
1 photo of the odometer (km)
→ This photo is always required, regardless of vehicle type.
Photo rules by vehicle type
TRUCK
Total required photos: 7
4 exterior photos:
Front
Rear
Left side
Right side
2 interior photos:
5. Cabin – dashboard
6. Cabin – general interior
1 odometer photo:
7. Km / dashboard showing mileage
VAN
Total required photos: 5
2 exterior photos:
Front
Rear
2 interior photos:
3. Cabin – dashboard
4. Cabin – general interior
1 odometer photo:
5. Km / dashboard showing mileage
The checklist cannot be completed unless all required photos are received.
6. Cloud folder structure (automatic)
Photos and documents must be stored automatically using this structure:
/VEHICLE_CHECKLISTS/
└── {VEHICLE_PLATE}/
└── {YEAR}-{ISO_WEEK}/
├── Checklist_{VEHICLE_PLATE}_{YEAR}-{WEEK}.pdf
├── FOTOS/
│ ├── 01_EXTERIOR_FRONT.jpg
│ ├── 02_EXTERIOR_REAR.jpg
│ ├── 03_EXTERIOR_LEFT.jpg
│ ├── 04_EXTERIOR_RIGHT.jpg
│ ├── 05_INTERIOR_1.jpg
│ ├── 06_INTERIOR_2.jpg
│ └── 07_ODOMETER.jpg
└── EXTRAS/ (only if defects are reported)
Photo names are system-generated
The PDF is generated automatically from questionnaire + metadata + links to photos
7. Generated checklist document
The generated PDF must include:
Vehicle plate
Driver name and phone
Week number
Date/time started and completed
Odometer (typed value)
All questionnaire answers
Notes / defects / upcoming maintenance
Checklist result:
OK
COMPLETED WITH ISSUES
Reference to stored photos
8. Reminder and enforcement logic (VERY IMPORTANT)
Reminder schedule (Friday)
08:00 → Checklist created + first WhatsApp message
13:00 → Reminder if checklist not completed
17:00 → Reminder if checklist not completed
19:00 → Final warning message if checklist not completed
Final message at 19:00:
“⚠️ You have NOT completed the mandatory vehicle checklist. Please complete it immediately.”
The system must check status before sending each reminder.
9. Excel tracking (auto-filled by system)
Sheet: WEEKLY_CONTROL
Rows = vehicles (plate + driver + phone)
Columns = ISO weeks (2026-W05, 2026-W06, etc.)
Each cell:
✅ Green = checklist completed
❌ Red = not completed
Optional:
Cell contains a link to the checklist folder or PDF
⚠️ Yellow if completed with issues
This sheet is updated automatically when a checklist status changes.
10. Completion rules
A checklist is marked as COMPLETED only when:
Questionnaire is fully answered
Notes field completed if required
All required photos are received and validated
PDF is generated successfully
Otherwise, status remains PENDING and reminders continue.
11. Technical notes
WhatsApp Business API (or provider)
Webhook-based message handling
State machine per checklist
Configurable reminder times
Cloud storage (Drive / OneDrive / S3)
Excel update via API (Google Sheets or Microsoft Graph)