What is Water LLM?

Product Overview (2 min)

LOOM_OVERVIEW

Water LLM is a Google Sheets add-on that gives coaches, consultants, and solopreneurs a full client relationship manager — without leaving Google. It connects Gmail, Contacts, Calendar, and Drive and adds AI features powered by Google's Gemini model.

The most important thing to understand: your Google Sheet is the database. There is no separate server or app storing your data. Everything lives inside your own Google account.

What you can do

Contact CRM

One organized list synced with Google Contacts. Every email, meeting, and LinkedIn message tracked automatically.

Smart Outreach

AI-drafted personalized emails for contacts you haven't reached in a while — always as Gmail drafts, never auto-sent.

Invoices

Generate PDF invoices from a Google Doc template and send as Gmail drafts in seconds.

Client Tracker

Auto-counts meeting hours from your calendar. Flags ghosting, overuse, and renewal risk per client.

Sales Pipeline

Visual Kanban board for deals. Drag cards through stages and auto-invoice when you close.

Daily Briefing

Morning email with today's meetings, attendee context from your CRM, and AI conversation starters.

Meeting Prep

One-click AI briefing before important calls — company research, past touchpoints, and talking points.

Chat Assistant Beta

DM the Water LLM bot in Google Chat to look up contacts and update your CRM on the go.

Your data stays in your Google account

Water LLM doesn't run its own database. Your contacts, invoices, and CRM data live in your own Google Drive and Sheets. AI features use Google Cloud (Vertex AI) with Zero Data Retention — Google doesn't store your prompts or train models on your data. See Data & Privacy for full details.

Before You Start

Before running the setup wizard, make sure you have:

A Google account — personal Gmail or Google Workspace both work
The Water LLM spreadsheet open in Google Sheets (provided when you subscribe)
An active Water LLM subscription — the wizard verifies this automatically

Use a desktop browser for the initial setup

The setup wizard uses modals that need a full desktop window. Once you're set up, you can access many features from the mobile web app.

The Setup Wizard

Setup Walkthrough (5 min)

LOOM_SETUP_WIZARD

Open your Water LLM spreadsheet, then click Water LLM in the top menu bar and choose Water LLM › Settings › Start Onboarding.

Step	What Happens	What You Do
Welcome	Orientation screen	Read and continue
License Agreement	Displays the End User License Agreement	Review and accept to proceed
Settings & Triggers	Links the add-on to your spreadsheet, maps each tab by name, and installs the background automation trigger	Automatic — just confirm
Folder Setup	Creates a `Water LLM/` folder in your Drive with subfolders: `Invoices/`, `Templates/`, `LinkedIn Data/`	Automatic
Template Setup	Copies the invoice template into `Water LLM/Templates/`	Automatic (warns if it already exists)
Feature Modules	Optional features like ICF Hour Tracking for coaches	Toggle on/off as needed
LinkedIn & Email	Saves your LinkedIn profile URL and alternate email addresses	Enter your info
Shared Calendars	Pick any shared calendars you want scanned for meetings (team calendars, coaching calendars)	Select calendars
Gmail Labels	Creates a `Subscriptions` label in Gmail for the newsletter digest	Automatic
Date, Timezone & Currency	Sets your date format (`MM/DD` or `DD/MM`), timezone, and currency	Pick from dropdowns
Revenue Goal	Your annual revenue target — shown on the Dashboard	Enter a number
Row Display Style	CRM row styling: alternating color, plain, etc.	Choose a style
Done!	Setup complete — option to immediately sync Google Contacts	Click to sync or skip

Safe to re-run at any time

You can re-run onboarding from Water LLM › Settings › Start Onboarding whenever you need to change a setting, re-link your sheet, or reinstall triggers. It won't duplicate your data or reset your CRM.

Your First Sync — Importing Your Google Contacts

Your first action after setup: bring your existing Google Contacts into the CRM.

1

Run Sync to CRM
Go to Water LLM › Contacts & Sync › Sync to CRM.
2

Watch the progress toasts
You'll see a running count as contacts are imported. Large contact lists (500+) may take a few minutes to finish.
3

Check your CRM tab
Open the 👋 CRM tab — your contacts are now there, one row per person.

Running sync again is always safe

Each contact is matched by its Google Contact ID. Running sync a second time updates existing rows — it doesn't create duplicates.

Next recommended step after your first sync: run a Communication Refresh to pull in email dates and meeting history from Gmail and Google Calendar. See Communication Refresh in the CRM guide for what to expect on the first run.

The Water LLM Menu — Everything in One Place

Every feature is accessible from the Water LLM menu at the top of your spreadsheet. If you don't see it, refresh the page (Cmd+R / Ctrl+R) and wait a few seconds for the add-on to load.

Menu Group	What's In It
Create	New contact, invoice, deal, client tracker entry, or meeting prep brief
Contacts & Sync	Sync with Google Contacts, refresh communication data, parse calendar invites, find contacts
External Data Sources	Import LinkedIn archive, promote LinkedIn contacts to CRM, import CSV contacts
Outreach & Deals	Visual Kanban pipeline board, three independent email outreach campaigns
Invoicing	Generate a PDF invoice from any row in the Invoices sheet
AI & Automation	Daily briefing, calendar insights, monthly business snapshot, relationship manager, newsletter digest
Configure Tools	Settings for each AI feature — outreach templates, voice style, calendar keywords, health score thresholds
Settings	Onboarding, sheet mapping, date/currency/timezone preferences, shared calendars, Drive folders, subscription status

The menu loads when your spreadsheet opens. On slower connections it may take 5–10 seconds to appear after the sheet finishes loading. This is normal — the add-on is loading its configuration from your stored settings.

Accessing Water LLM on Mobile

Water LLM includes a standalone mobile web app for on-the-go access. You don't need to open the full spreadsheet.

Available mobile features:

Contact Composer — create or look up contacts
Invoice Composer — create and send invoices
Client Tracker — view client health and hours
Kanban Board — manage your sales pipeline
Biz Dev Composer — add new deals
Meeting Prep — generate a pre-meeting brief
Dashboard Quick Look — check your key metrics

Add to your home screen

Open the web app URL in your mobile browser, tap the share icon, and choose "Add to Home Screen." This gives you a one-tap shortcut that feels like a native app.

What to Do Next

Once you've completed setup and your first sync, here's a recommended order for getting comfortable:

Read Google Sheets Basics — especially the Watch-Outs section. A few simple habits prevent the most common data issues.
Explore your CRM — understand the column layout and run your first Communication Refresh to see email and meeting dates fill in.
Set up your Style Guide — Water LLM › Configure Tools › Voice & Writing Style. This makes all AI-generated content sound like you.
Turn on the Daily Briefing — Water LLM › ⚙️Automation, row 4. A morning email with your day's meetings and attendee context.
Configure your outreach pipelines once your CRM has a few months of communication data.

🏠 Getting Started

Getting Started