5 must-have messaging apps for small business owners

Miodrag Magyar
Last updated October 5, 2023
5 must-have messaging apps for small business owners

In today’s fast-paced digital world, staying connected with customers is more important than ever. To keep up with the demands of the modern market, businesses must prioritize communication and maintain a strong presence with their clients.

Messaging apps allow businesses to streamline communication, boost productivity, and enhance customer satisfaction. By being present on messaging platforms, businesses can boost customer engagement, increase brand loyalty, and establish a direct line of communication with their audience.

With so many messaging options available, businesses need to choose the apps that best fit their needs and objectives. Brands can build stronger relationships with their customers by utilizing the right messaging apps and ultimately drive success.

In this article, we’ll discuss the top five messaging apps that can transform your business operations in 2023! Keep reading and find out which apps are a must-have for success.}

Benefits of using messaging apps

Messaging apps are essential for running a business, any business for that matter. With the ability to send real-time messages, share files, and conduct audio and video calls, messaging apps provide a centralized platform for all business-related communication.

Integrating messaging apps with other tools and services, such as project management software and file storage, allows for a seamless flow of information and helps keep everyone on the same page. Integrations power automation—essential for boosting productivity and streamlining communications.

The convenience of mobile apps means that business owners and their teams can stay connected and productive on the go. Overall, incorporating a messaging app into your operations can significantly improve communication, increase efficiency, and drive success. Here’s how:

Enhanced communication

In today’s fast-paced business world, having a reliable and efficient means of communication is crucial. Messaging apps provide instant and constant access to colleagues, clients, and customers, making staying in touch and being on top of things easier.

No more waiting hours (or even days) for an email response or playing phone tag with a client. With messaging apps, you can send a quick message and get an instant response.

Optimized workflow

One of the biggest benefits of messaging apps is how they streamline workflows. Instead of hopping between different apps and platforms to get things done, messaging apps bring everything into one place. You can chat with colleagues, share files, and even collaborate on projects within the same app. This not only saves time but also helps keep everyone on the same page.

Improved employee involvement

Messaging apps help increase employee engagement by fostering a sense of community and collaboration. With the ability to create private and public channels for specific projects or departments, team members can easily communicate and work together to get things done. And let’s be real, who doesn’t love a good group chat? It’s like having a virtual water cooler where everyone can chat and catch up. A great way to bond and build relationships with colleagues.


Another benefit of messaging apps is the increased accountability they provide. With the ability to keep track of conversations and see who’s responsible for what, it’s easier to hold team members accountable and ensure that everything is getting done.

Well-managed projects and efficient organization

Messaging apps can also serve as a project management tool. This helps keep projects organized and on track, saving time and reducing the risk of mistakes.

Some messaging apps offer task management features, allowing users to create and assign tasks to team members. This helps ensure that everyone knows their responsibilities and deadlines, leading to a more efficient and organized project.

Additionally, many messaging apps integrate with other project management tools. This helps teams keep track of their progress and stay organized by consolidating all project-related information in one place.

Seamless integration with third-party tools:

One of the best things about messaging apps is their ability to integrate with other tools and platforms. This means you can bring all of your favorite apps and services into one place, making it easier to get things done. For example, you can integrate a messaging app with project management tools like Google Forms or Pipedrive or even bring in bots for a little extra help.


By streamlining communication and workflow, messaging apps can save small business owners a significant amount of time. No more wasting time searching for files or tracking down team members; everything is right there at your fingertips. Plus, the ability to integrate with third-party tools means even more time saved.


Last but not least, messaging apps are incredibly easy to use. With simple and intuitive interfaces, it’s easy for small business owners (and their team members) to get up and running in no time. No need for a degree in computer science; just download the app and start chatting!

Top five messaging apps for small business owners in 2023

Now that we’ve covered the benefits of messaging apps, let’s look at what are the top five apps for small business owners today. These apps offer features like group chat, file sharing, video calls, integration, and many more, making communication more efficient and effective. So, without further ado, let’s discover which messaging apps can help small business owners thrive in today’s fast-paced business environment.


Slack is a powerful messaging app that will improve your communication and keep everything organized in one place. With Slack, you can create different channels for different topics or departments, making it easy to stay on top of what’s going on in your business. You can even set up private channels for sensitive topics to ensure that your information is secure.

One of the biggest benefits of Slack is its integration with other apps you already use. Slack integrates with Google Drive, Pipedrive, Hubspot, Asana, and tons of other apps. This means you can switch between tasks seamlessly. You can even set up Slack bots to automate routine tasks, like sending a message when a new project is assigned or reminding your team about an upcoming deadline.

Slack seen on a mobile phone

Slack also offers video and audio calling, and with its screen-sharing feature, you can easily walk your team through a presentation or demo. Slack also allows you to send files and images, making it an excellent option for businesses that need to send marketing materials or product samples.

Slack takes security seriously and offers features like two-factor authentication and data encryption to protect user data. It also has compliance certifications like SOC 2 and GDPR, making it a trusted solution for businesses.


  • Real-time messaging
  • Channels
  • File sharing
  • Integrations
  • Video and audio calls
  • Search and archiving:
  • Customization
  • File syncing
  • Screen sharing
  • Edit other users’ screens

Microsoft Teams

Microsoft Teams is the perfect choice for small business owners who already use Microsoft Office. It integrates seamlessly with all your Microsoft products and is a great way to stay connected with your team, even when you’re on the go. Teams also offers video and audio calling.

Microsoft Teams on a mobile app

Teams is also great for project management, with its built-in planner and to-do list. You can create a plan for your project, assign tasks to your team, and track progress all in one place.

Another benefit of Teams is that it provides a platform for virtual meetings and webinars. It has a user-friendly interface and provides features such as screen sharing and virtual whiteboarding that make remote collaboration easier.

With Teams’ file sharing and collaboration features, you can work on documents together in real time, no matter where you are. You can also share files, presentations, and spreadsheets without sending email attachments.

Microsoft Teams provides advanced security features such as two-factor authentication, data encryption, and compliance with industry regulations like GDPR, HIPAA, and ISO 27001.


  • Video and audio calls
  • Screen sharing
  • Conversation channels
  • Integrations
  • Direct Access to Email, Skype, OneDrive, and SharePoint
  • Collaborate Live in Real Time
  • Meeting scheduling
  • File storage and sharing
  • Tasks and project management


WeChat is an all-in-one platform that offers messaging, social media, e-commerce, and mobile payment services. It allows users to do everything from chatting with friends, sharing moments, ordering food, shopping, booking a taxi, paying bills, and more, all in one app.

WeChat is an excellent choice for small business owners who want to expand their reach into international markets. It’s the most popular messaging app in China and has over 1 billion active users worldwide. This makes it an ideal option for businesses that want to connect with customers and clients in Asia.

An automated conversation with a customer using WeChat.

WeChat offers all of the standard messaging app features, such as video and audio calling, file sharing, and group chat. But it also has some unique features that set it apart from other messaging apps. For example, WeChat has a built-in payment system so that you can send and receive money from your contacts. If you sell products or services online, WeChat is a wonderful choice.

WeChat offers a range of business features, such as WeChat Official Accounts, which allow businesses to create an official account and interact with their customers, WeChat Pay, which enables businesses to accept payments via the app, and WeChat Mini Programs.

Mini-programs are like apps within the WeChat app, allowing you to do everything from booking a hotel to ordering food. This means you can use WeChat as a one-stop shop for all of your business needs.

WeChat has robust security features, such as end-to-end encryption for messages and facial recognition for payments, which helps to protect users’ personal and financial information.


  • Voice and video calls
  • Moments: a social feed where users can share updates, photos, and videos with their friends and followers
  • Group chat
  • Mobile payments
  • Official accounts
  • Location sharing
  • Mini-programs
  • Moments ads: provides a way for businesses to reach users through sponsored content in the Moments feed.

WhatsApp Business app

WhatsApp is an excellent option for small business owners who want to build and nurture meaningful customer relationships. It’s a quick and easy way to stay in touch with your clients and respond to their inquiries in real time.

One of the biggest benefits of WhatsApp is its reach. With over two billion active users, WhatsApp is the world’s most popular messaging app . That means you can easily connect with clients and customers in other countries and offer a more personalized customer experience.

The app allows you to segment your customers based on their behavior, demographics, and preferences. This helps you tailor your messaging and promotions to specific groups of customers. Plus, WhatsApp provides basic insights into customer engagement, response rates, and other metrics, helping you make informed decisions.

Purchasing from a product catalog on the WhatsApp Business app

The WhatsApp Business app was created with small businesses in mind. Besides direct messaging, it offers a range of tools and features to help you keep engagement rates high. Your business profile makes it easy for customers to see important information about your business, such as your business name, description, address, business hours, and category. You can even integrate a product catalog into your profile so that customers can easily browse your offerings without leaving the app.

Features like Quick replies, welcome and away messages will save you time while increasing customer engagement.

And finally, the most remarkable thing about WhatsApp is the availability of an API (Application Programming Interface), which allows you to integrate WhatsApp with other systems, such as your CRM or customer communication platform like Rasayel.

With WhatsApp’s end-to-end encryption, you can be sure that your messages are secure.


  • Business Profile
  • Quick replies
  • Welcome and Away messages
  • Broadcast messages
  • Group chat
  • Voice and video calls
  • End-to-end encryption
  • Status updates
  • Multi-device support
  • Media sharing


Rasayel is a newer player in the messaging app game, and is making a big splash. As a customer communication platform and mobile app designed specifically for WhatsApp, Rasayel is a cross-platform tool that can help you grow your business through collaboration, centralized messaging, and advanced features.

Although Rasayel mainly focuses on WhatsApp Business Platform, you can bring all of your messaging channels into one inbox where you can manage customer conversations, delegate tasks, send various message types, and access private notes. Besides WhatsApp, Rasayel supports SMS, Facebook Messenger, Instagram, Viber Business Messages, Google Business Messages, Telegram, LINE, and VK.

Rasayel mobile app.

With Rasayel, you can personalize customer communications by using message templates with placeholders that are automatically filled with customer data. Interactive messages are also available, and by using them, you can significantly increase customer engagement and conversion rates. These messages give recipients options to choose from or actions to take by tapping on their desired option in the message.

The app is designed with simplicity in mind, so you can get up and running in no time. And with its intuitive interface, you won’t waste time figuring out how to use it.

Additionally, Rasayel has its own easy-to-use bot builder where you can create a chatbot from scratch and customize it according to your needs.

WhatsApp chatbot builder in WhatsApp.

If you have been using the WhatsApp Business app, probably the most frustrating thing is that you are limited to only five devices. Even for a small business, a team of five members cannot manage customer communications efficiently.

On the other hand, in Rasayel, an unlimited number of team members can collaborate, assign conversations between each other, communicate with notes within customer conversations, and seamlessly manage thousands of customer messages. This can help streamline communication and increase productivity in a business setting.

As for security, Rasayel uses end-to-end encryption to secure all user communication. This ensures that messages and information exchanged on the app are protected and cannot be accessed by third parties.


  • Collaborative team inbox
  • Advanced broadcasts
  • Message templates
  • Proactive messages
  • WhatsApp chatbot
  • Trigger-based rules and responses
  • Real-time analytics
  • Shopify integration
  • HubSpot integration
  • Zapier integration
  • Customizable tags and contact information
  • Private notes


There you have it! The five must-have messaging apps for small business owners. Each of these apps offers a unique set of features and benefits, so you’re sure to find one that works for your business. Whether you’re looking to improve your communication, streamline your workflow, or engage with your employees, these apps will help you get there. So why not give one (or all) of them a try?

Learn more

If you’d like to learn more about how WhatsApp can help you grow your business, please reach out to us on WhatsApp at +13024070488.

We also offer a free consultation session where we review your use case, answer any questions about WhatsApp, and help you build a strategy to make the best out of the platform. Book a call with us here. We’d love to speak with you:

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About the author
Miodrag Magyar

Miodrag brings over 15 years of hands-on experience in content writing and marketing, with a talent for making even the trickiest topics clear and interesting. His passion lies in guiding businesses to effectively utilize WhatsApp to build stronger customer relationships and drive results. With an eye for detail and a heart for storytelling, he’s here to show how effective WhatsApp communication can boost sales and enhance customer engagement.

@Miodrag Magyar on LinkedIn