PROBLEM STATEMENT

As Chartered Accountants, we often need to send hundreds of reminders, festive messages, or notices to clients. Manually sending them through Gmail or WhatsApp Broadcast is time-consuming and error-prone. Even WhatsApp Broadcast lists fail when numbers aren’t saved or messages are repetitive. That’s where my project began — to build an intelligent, automated system that can handle both platforms with personalisation, control, and safety.

THE PROMPT AND GOAL

"Create a VBA tool in Excel that can send bulk emails and WhatsApp messages with personalised content, de-duplication, and live progress tracking — safely, professionally, and in one click."

From this, the system evolved through multiple tested versions — and today’s version, v2.4 Pro, includes controlled dry-run simulation, 24-hour resend logic, and full progress tracking.

HOW IT WORKS

a) Sheets Setup: • Contacts Sheet: Contains Name, Mobile, Email, Subject, Message, and optional Amount. • Settings Sheet: Default message in (B2), mode toggle (Dry/Live) (B7), and STOP control (B4). • Send Log Sheet: Records all messages sent with timestamps to prevent duplicates. b) How the Macro Works: 1. You press a single button or ribbon icon. 2. The macro reads each row in the Contacts sheet. 3. It personalises the message using placeholders like {Name} or {Amount}. The user can send a common message (from Settings sheet cell B2) or an individual message from the Contact sheet’s column. 4. It sends email via Gmail SMTP (limit: 500 mails/day) and WhatsApp via Desktop or Web link (limit: 256 per day, as per broadcast limit). 5. It logs every action — timestamp, success, or error — automatically. c) Smart Control: • Dry Run Mode lets you demo or test without sending any real message.

• Live Mode executes real-time sending. • The Status Bar shows live progress, ETA, and message count.

STRENGTHS AND INNOVATION

1. Dual Platform Integration: Works seamlessly for both Email and WhatsApp. 2. 24-Hour Re-send Logic: Avoids accidental repeats but allows legitimate follow-ups the next day. 3. Live Progress Tracker: Status bar displays percentage, elapsed time, and ETA. 4. De-duplication Log: Creates a Send Log to prevent duplicate sends. (If the user wants to resend for any reason, he/she can delete the data from the Send Log sheet — it acts like memory wiping, and the 24-hour cap can then be lifted.) 5. Error Management: Automatically logs every error with line number and timestamp. 6. Single-Click Operation: Just one button.

WAY FORWARD

1. To avoid delivery restrictions for repetitive content, VSK v2.4 Pro+1 will pace delivery with randomised delays and batch cool-offs, enforce a 24-hour re-send lock and daily caps, and support content variants — aligning with best-practice, user-friendly communication patterns. 2. The user can use multiple emails and numbers — VSK v2.4 Pro+1 will provide dedicated buttons for the same.

CONCLUSION

VSK v2.4 Pro combines professional communication, client safety, and time efficiency. It shows how Excel VBA, when combined with AI logic and structured thinking, can evolve into a complete business tool. This project demonstrates innovation not by complexity, but by practical automation that every CA and their staff can actually use