Althuraya Invitations – Automation System Project

Designed and implemented an automation system for Althuraya Invitations Store during my internship at Althuraya Venture Builder, using WhatsApp and Telegram bots with n8n to manage orders, automate pricing, and streamline workflow operations. Developed as an individual project.

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🚀 Overview

This project is a full automation system that manages the entire invitation ordering workflow:

• Collects customer requests via WhatsApp
• Processes and calculates pricing automatically
• Stores data in Google Sheets
• Sends orders to designers via Telegram
• Allows customers to track orders using a unique order ID

The system reduces manual work and creates a seamless flow between customers and designers.

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🧠 System Architecture

WhatsApp Bot (Customer Flow)

Handles:

• Customer interaction
• Data collection (event details)
• Pricing calculation
• Order confirmation
• Saving data to Google Sheets
• Sending order to Telegram
• Order tracking via order ID

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Telegram Bot (Designer Flow)

Handles:

• Designer authentication
• Viewing orders
• Updating order status
• Uploading final design
• Updating Google Sheets

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📂 Project Structure

Althuraya_Invitations/
│
├── workflows/        # n8n workflows (JSON files)
│   ├── customer-bot-workflow.json
│   └── designer-bot-workflow.json
│
├── scenarios/        # Detailed system scenarios (PDF)
│   ├── customer-bot-scenario.pdf
│   └── designer-bot-scenario.pdf
│
├── images/           # Workflow diagrams
│   ├── customer-bot-workflow-diagram.png
│   └── designer-bot-workflow-diagram.png
│
└── README.md

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⚙️ Technologies Used

• n8n (Automation engine)
• WhatsApp Business API
• Telegram Bot API
• Google Sheets (Database)
• Google Gemini AI (for smart responses)

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🔄 Workflow Explanation

1. Customer Side (WhatsApp)

• User sends a message
• Bot collects event details step-by-step
• System calculates price automatically
• Order is confirmed
• Data is stored in Google Sheets
• Order is sent to Telegram
• Customer can check order status using order ID

📄 Full scenario: Customer Bot Scenario

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2. Designer Side (Telegram)

• Designer is verified using Chat ID
• Views available orders
• Updates order status (Pending / In Progress / Completed)
• Uploads final design
• System updates Google Sheets

📄 Full scenario: Designer Bot Scenario

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🔍 Order Tracking

Customers can easily track their orders using a unique order ID:

• Enter order ID via WhatsApp
• System retrieves order data from Google Sheets
• Returns current status (Pending / In Progress / Completed)

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💡 Key Features

• Fully automated workflow
• No manual data entry
• Order tracking system via order ID
• Smart pricing system
• Integration between multiple platforms

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🔮 Future Improvements

• Continuous system optimization and performance improvements

• Advanced UX enhancements for a smoother user experience

• Strengthening AI agent prompt engineering for higher accuracy and controlled responses

• Real-time notification system:

  • Notify designers when a new order is received
  • Notify customers when their order is completed

• Integration of a secure payment system for full automation

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🏁 Conclusion

This system demonstrates how automation tools like n8n can transform a traditional service into a scalable, efficient digital workflow.