How to Create a WhatsApp Business Account: A Step-by-Step Guide
Setting up a WhatsApp Business account should be simple, but many businesses get stuck. What app to use, how to configure the settings, etc. Small mistakes can lead to missed messages, lost customers, and wasted time.
This guide will walk you through everything, step by step. By the end, you’ll have a fully set-up WhatsApp Business account, ready to connect with customers professionally.
Why use a WhatsApp Business account
A WhatsApp Business account lets businesses communicate with customers. Unlike the regular WhatsApp app, it comes with tools designed for business use, such as automated messages, product catalogs, and labels.
Here’s why you need it:
- Professional communication – Customers see a verified business profile, not a random phone number.
- Better organization – Labels, quick replies, and automation make managing conversations easier.
- Higher customer engagement – WhatsApp is the most popular messaging app in the world. It’s where your customers are. Messaging is faster and more personal than email.
What are the types of WhatsApp Business accounts?
Two types of WhatsApp business accounts serve different types of use cases:
- WhatsApp Business app
- Free to use
- Available on Android and iOS
- Best for individual sellers, small shops, and local businesses
- WhatsApp Business Platform
- Access via Meta Business Partners
- Used by big companies for large-scale customer communication and sales
In this article, we’ll help you set up your account on the WhatsApp Business app.
3 steps to create a WhatsApp Business account
Creating a WhatsApp Business account is straightforward, but there are a few key steps to get it right. Follow these steps to set it up:
1. Download the WhatsApp Business app
Get the WhatsApp Business app from the Google Play Store or App Store. Once installed, tap the WhatsApp Business icon on your home screen to open the app.
2. Register your phone number
If you already have a personal WhatsApp account, the app will ask if you wish to migrate that account to the WhatsApp Business app.
Select Use +XXXXX if you want to migrate your existing account or Use a Different Number if you’d prefer to use another number, keeping your personal and WhatsApp business accounts separate.
In this example, we’ll select Use a Different Number:
On the following screen, select your Country, and then enter the phone number you’d like to use. Click Next to verify the phone number and enter the 6-digit code you’ll receive via SMS.
3. Allow access to contacts and media
WhatsApp will ask for permissions to access your contacts, photos, videos, and files.
- Tap Continue to allow access.
- If you prefer to skip this step, tap Not Now (you can enable these permissions later).
If you have a backup on Google Drive, WhatsApp will also ask if you’d like to restore it. Tap Continue to restore or Skip if you don’t have one.
That’s it. You have created a WhatsApp Business account, and now you can set up your profile.
Setting up a WhatsApp Business profile
Now, you can create your business profile. Start by choosing a name. Choose it carefully, as if you decide to change it later, you might lose your “Official business account" status.
Follow WhatsApp’s naming guidelines to avoid verification issues.
Your WhatsApp Business profile is the first thing your customers will see when you contact them, so it needs to look professional. You can add your logo, address, description, and business category.
Next, you can set up automated greeting messages to welcome customers and away messages to manage customer expectations outside business hours. Tap the Tools icon at the bottom left corner of your screen and then select Greeting Message.
Set the Send greeting message toggle to On. Then, click on the pencil icon to change the message to whatever you like.
You can customize the greeting message further by clicking on Recipients. For instance, you can choose to send this message only to people you don’t know or add specific exceptions.
Now that you’re done with the greeting message, you can set up the away message. Set the Send away message toggle to On, and edit the message as needed.
Next, go to Schedule to set up specific hours for your away messages.
Next, you can customize your opening hours. You can choose to be always open, select specific opening hours, or limit your schedule to appointments only.
If you go with selected hours, you can set up a lunch break by adding two sets of hours instead of one. Also, you can choose different opening times for each day.
When you’re done adding these details, click on Save.
Next, set up quick replies - pre-written messages that you can send by typing a shortcut. For example, if your shortcut is “price”, you’d need to type “/price” and the full message will automatically appear in the chat. This saves time when answering common questions.
How to customize your WhatsApp Business profile
A complete and professional profile makes your business look trustworthy. Here’s what to customize:
- Upload a logo or an image that represents your brand.
- Choose a display name that matches your business identity.
- Add a short, clear description of what you offer.
- Include your phone number, email, and website for easy customer access.
- Set working hours and, if applicable, a physical store location.
WhatsApp Business features that you need to know about
WhatsApp Business has several features that can help you manage customer interactions efficiently. Here are the key features you should know about:
- Catalog – Showcase your products or services directly in WhatsApp.
- Quick replies – Save and reuse common responses to speed up replies.
- Labels – Organize conversations by categories like “New Lead” or “Order Completed.”
- Broadcast lists – Send messages to multiple contacts without creating a group.
- Automated messages – Set up greetings, away messages, and quick responses.
For a full breakdown, check out this guide: 10 WhatsApp Business features that you should know about.
Limitations of the WhatsApp Business app
While the WhatsApp Business app is great for small businesses, it has some major limitations. If your business grows, you might find these restrictions frustrating. Here’s what you need to know.
Only one user per account
The WhatsApp Business app is designed for single-user access. You can link it to WhatsApp Web for 4 additional users, but if you have a team handling customer inquiries, this setup can quickly become inefficient.
Limited automation and no integrations
WhatsApp Business offers basic automation like greeting messages, away messages, and quick replies. However, it doesn’t support:
If you need to automate lead qualification and follow-ups, you’ll need the WhatsApp Business API.
No official business verification
Businesses using the WhatsApp Business API can apply for a blue checkmark, which boosts credibility. The WhatsApp Business app, however, does not offer this feature. Even if your business is legitimate, customers won’t see the verification badge.
Device limitations
The app can only be installed on one phone at a time. If you switch devices, you must manually transfer your account, which can disrupt operations. There’s also no way to give multiple employees access from different locations.
Not built for high-volume messaging
The WhatsApp Business app limits the broadcast lists to 256 contacts. If you need to run large-scale campaigns or send notifications to thousands of customers, you’ll run into restrictions. Broadcast messaging is also limited, as you can only message people who have saved your number.
No detailed analytics
While the app provides basic analytics like the number of messages sent, delivered, and read, it doesn’t provide detailed insights into individual agent performance, so you won’t know who to hold accountable if leads drop.
No collaboration features
The app isn’t built for teamwork. If more than one person needs to handle conversations, you’ll have to forward messages manually or constantly switch devices. Some teams try using labels to organize chats, but there’s no real way to assign conversations, leave notes, or track who’s handling what.
No multi-channel support
Unlike the API, which can be connected to CRM systems, sales platforms, and customer support tools, the WhatsApp Business app is standalone. This means no team inbox, no automated ticketing, and no customer data syncing.
Who should use the WhatsApp Business app?
If you’re a small business owner managing customer interactions alone, the WhatsApp Business app is a great starting point. However, if you have a growing team, need automation, or want official verification, the WhatsApp Business API is a better choice.
How to use WhatsApp Business App and API together (Coexistence)
If you’re planning to switch to the WhatsApp Business Platform later or use both the app and API for different purposes, Coexistence makes that possible.
With Coexistence, your sales team can keep using the WhatsApp Business app on their phone, while managers can use the API on a team inbox to manage conversations, monitor performance, and maintain visibility across all interactions.
Final thoughts
If you’re just getting started with WhatsApp for your business, the WhatsApp Business app is a great place to begin. It helps you separate work from personal chats, look more professional, and stay responsive with basic automation.
That said, as your team grows and your messaging volume increases, you might start to feel the limits, like the lack of automation, CRM integration, or advanced analytics. That’s when the WhatsApp Business API becomes more suitable.
And if you’re not ready to fully switch yet, Coexistence makes it possible to use both the app and the platform at the same time. Agents can keep using the app on their phone while managers oversee conversations through a shared inbox connected to the API.
This way, you don’t have to choose between flexibility and scalability. You can have both.
Miodrag is a seasoned WhatsApp marketing expert with over 15 years of experience in B2B sales and communication. Specializing in the use of WhatsApp Business API, he helps businesses use WhatsApp’s marketing features to grow their sales and improve customer engagement. As one of the early adopters of WhatsApp Business, Miodrag has a deep understanding of its tools and strategies, making him a trusted authority in the field. His insights have helped many businesses with their communication strategies to achieve measurable results.
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