How to Backup WhatsApp Chats: Complete Guide for Sales Teams

Burning question: What happens if you lose your chat history? Are you losing critical customer details? Are valuable insights irrevocably lost? WhatsApp helps you build relationships, close deals, and keep customers happy, but if you want your important customer interactions safe, you need to back up your chats. Luckily, it’s easy to do it.

In this guide, you’ll learn how to back up WhatsApp chats, why it’s important for sales teams, and how to restore conversations when needed.

How to backup chats on WhatsApp #

Backing up customer conversations on WhatsApp is quite straightforward. The process is different for the WhatsApp Business app and the API.

For WhatsApp Business app users #

Before you get started, make sure:

• A Google Account is activated on your device.
• Google Play services are installed on your device.
• You have enough free space on your device to create the backup and enough free space in your Google Account. You can see how much storage you’re currently using and review storage options here.
• A strong and stable internet connection.

Once these are out of the way, proceed with the following steps:

• Go to the app on your phone.
• Tap the three dots (Android) or the gear icon (iPhone) to open Settings.

• Scroll down and select Chats.

• Next, select Chat backup.

• Select how often you want backups to happen (e.g., daily, weekly).

• Set up Google Drive (Android) or iCloud (iPhone). Link your account for cloud storage.
• Tap Back Up.

For WhatsApp Business Platform users #

The WhatsApp Business Platform doesn’t have built-in backups. Still, you can store your data using an external CRM, or simply export your conversations from your WhatsApp team inbox and then store them on your Google account or locally on your servers.

If you’re using a CRM, you can set up automated workflows to sync chat history with your system.

On the other hand, if you’re using a team inbox solution like Rasayel, you can back up your chats as follows:

• Go to your dashboard and click Workspace on the left-side menu.
• Click Export all conversations.

• Next, choose the channel, the timeframe, and the file type.

Once the conversations are exported, the files will be sent to your email. From there, you can decide where to store them.

Why backing up your WhatsApp chat history is important #

Each conversation carries valuable details, and losing it can hurt your customer relationships. Here’s why:

Meet compliance requirements #

Are you dealing with sensitive customer data, such as contracts, pricing discussions, and personal information? Regulatory frameworks like GDPR or local data protection laws may require your business to store communication records securely. In the event of an audit or legal dispute, backed-up chat history serves as verifiable proof of interactions. It protects your team from non-compliance penalties.

Retain data for sales processes #

Sales processes with long-term clients often span months or years. They involve multiple conversations and negotiations. Losing these records can lead to misaligned expectations or broken deals.

For instance, without backups, you might forget specific client requirements discussed months earlier. This can lead to a subpar customer experience. A reliable backup ensures every detail is accessible and keeps your sales cycle running smoothly.

Knowledge preservation #

WhatsApp chats contain valuable insights, from customer preferences to details about past orders and negotiations. Losing this data means starting from scratch with clients or missing opportunities for personalization.

When a new sales rep handles an existing account, having access to previous conversations can give them the context they need to maintain continuity and close deals faster.

Avoid data loss during migration #

Switching from the WhatsApp Business app to the WhatsApp Business Platform or moving to a new number can be tricky. Without proper backups, important customer interactions can be lost and that can cause disruptions in service and trust.

For example, during a migration, losing data might result in missed follow-ups or broken client communication. Backups provide a seamless transition, ensuring your team doesn’t skip a beat.

How to restore your WhatsApp customer conversations #

Here’s how you can restore your chats for both the WhatsApp Business app and the WhatsApp Business API. Here’s how:

For WhatsApp Business app (Android): #

• Open the Google Drive app and sign into your Google account.
• Tap Menu > Backups.
• Look for a WhatsApp backup in the list.
• Uninstall and reinstall WhatsApp Business.
• Verify your phone number.
• Tap Restore Chat History when prompted.

For WhatsApp Business app (iOS): #

• Uninstall and reinstall WhatsApp Business.
• Verify your phone number and Apple ID.
• Tap Restore Chat History.

For WhatsApp Business Platform users: #

• Make sure your CRM or Team inbox has a restore feature.
• Follow the platform’s steps to bring conversations back.
• Work with your tech team to link restored chats to the right customer profiles for smooth access.

Final Thoughts #

Losing your WhatsApp chat history can disrupt your sales processes, cost you valuable customer insights, and create compliance risks. That’s why setting up a reliable backup system is important for any sales team. Whether you’re using the WhatsApp Business app or the WhatsApp Business Platform, backing up and restoring conversations is straightforward and you can do it in seconds.

Take the time to secure your chats today, so you’re always prepared for migrations, compliance checks, or unexpected data loss. It’s a simple step that ensures your customer relationships and sales cycles stay on track.

Visit our blog to learn more about WhatsApp Business features, use cases and and step-by-step guides.

Frequently Asked Questions #

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