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Send Webflow form leads to Google Sheets with email and WhatsApp alerts

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Created by: SpaGreen Creative || spagreen
SpaGreen Creative

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Last update a day ago

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Who it's for

This n8n workflow is designed for business owners, sales teams, and customer support managers who want to automate their lead capture and immediate acknowledgment process. The workflow creates an end-to-end multi-channel communication system that captures form submissions directly from Webflow, cleans and structures the data, saves it securely to a Google Sheet, and instantly sends personalized "Thank You" messages via both Email and WhatsApp.

Features

  • Captures Webflow form submissions in real time
  • Cleans and structures data into JSON using custom JavaScript
  • Automatically saves leads to Google Sheets (Name, Email, Phone, Message, Date)
  • Sends instant email confirmation to users
  • Verifies WhatsApp numbers via Rapiwa API
  • Sends WhatsApp messages only to valid numbers
  • Handles multiple submissions with delay to avoid API limits
  • Uses conditional routing for error-free automation flow

Requirements

  • Webflow OAuth2 API: To authenticate the trigger node and receive real-time form submission webhooks from your specific site.
  • Google Sheets OAuth2 API: For appending new lead data to your designated spreadsheet ("Sales - Save to Google Sheets").
  • Gmail OAuth2 API: To send the automated confirmation emails to your leads from your connected Gmail account.
  • Rapiwa API Credentials: For verifying the validity of WhatsApp numbers and sending out the WhatsApp text messages.

Configure Credentials

  • Webflow API: Ensure you select the correct Site ID in the trigger node settings to listen to the right website's forms.
  • Google Sheets: Configure with edit access to the target spreadsheet and ensure the sheet name ("Webflow") exactly matches your tab.
  • Gmail API: Connect the Google account you wish to use as the sender for the confirmation emails.
  • Rapiwa API: Add your Rapiwa API key to enable WhatsApp number verification and messaging capabilities.
  • Customize Messages: Update the default text in the "Send a message" (Email) and "Rapiwa" (WhatsApp) nodes, making sure to replace __add_your_brand_name__ with your actual brand name.

Important Notes

  • Ensure consistent field names between Code node and Google Sheets (e.g., email, name must match exactly with sheet headers like Email, Name) to avoid empty values
  • WhatsApp logic: $json.exists === false means the number is valid and exists on WhatsApp, so the True branch sends the message—don’t invert this
  • Loop Over Items has two outputs: top output goes back into the 5s wait loop, bottom output continues main processing flow
  • WhatsApp message uses cleaned sheet data ($('Store Data in Sheet').item.json.Name) to ensure accurate formatting
  • Replace __add_your_brand_name__ in all templates to avoid unprofessional messaging

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