How to Use Google Sheet Data in Chatbot Replies

Fetch data from Google Sheets and use it in chatbot replies on WhatsApp

Updated 25 June 2026

Google Sheet Data Fetch lets your chatbot pull information from a Google spreadsheet and use it in WhatsApp replies. A customer sends a message, the bot looks up their number in your spreadsheet, fetches the matching data (order details, pricing, status — anything), and replies with it automatically.

Video: https://www.youtube.com/watch?v=gmORCEzt0fM

Step 1: Connect Your Google Account

Go to Settings & Integration → Sign in with Google and connect your Google account.

Add your spreadsheet — click Add Existing Sheet, paste the spreadsheet ID (the long string in the Google Sheets URL between /d/ and /edit), select your Google account, and save.

Step 2: Create Custom Fields

You need custom fields to store the data your chatbot fetches from the spreadsheet. Create one custom field for each column you want to use.

Go to Manage Subscribers → Manage → Manage Custom Fields and create fields that match your spreadsheet columns (e.g., "order_id", "order_name", "price").

Tip: See Managing Customer Data with Custom Fields for details on creating custom fields.

Step 3: Create a Data Fetch Campaign

Go to Settings & Integration → Google Sheet Data Fetch and click Create.

Campaign Name — Give it a recognizable name (e.g., "Fetch Order Details").

Select Spreadsheet — Choose the Google Sheet you connected in Step 1.

Search By — Pick how to find the customer in your spreadsheet. Selecting Number means the bot matches the customer's WhatsApp number against the number column in your sheet. This is the most common option since the number is available automatically.

Map Data — Click Map Data to link spreadsheet columns to your custom fields. For each column you want to fetch, select the column header and the matching custom field. Add as many mappings as you need.

Click Verify Connection to confirm the data is being fetched correctly, then Save.

Step 4: Use It in a Bot Flow

Go to Bot Manager → Bot Reply → Create. Name your chatbot and assign a keyword trigger (e.g., "order details").

Add a Google Sheet Data Fetch component to the flow and select the campaign you just created. Then add a text block that uses your custom fields in the reply — e.g., "Your order ID is {{order_id}}, item: {{order_name}}, price: {{price}}."

Save the bot and test it by sending the keyword on WhatsApp. The bot fetches the data from your spreadsheet and replies with the custom field values — and updates in real time when you change the spreadsheet.

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