How to set up WhatsApp Business from scratch, step by step

Setting up WhatsApp Business does not require technical knowledge. For a small business, the usual starting point is the WhatsApp Business app on a phone. It looks much like personal WhatsApp, but adds a business profile and tools for handling inquiries, staying organized, and displaying products or services.

First, choose the App or Platform/API

This guide covers the App. You do not need to sign up for the Platform/API to get started. If you later need chat assignments, agent permissions, automation, or CRM integration, you can evaluate the Platform based on its current requirements and pricing.

What you need before you start

• A compatible phone with an internet connection and enough space to install the app.
• A number that can receive a verification text message or phone call. It can be a mobile number or a compatible landline; a landline extension cannot be used for registration.
• Long-term access to that number. You may need to verify it again in the future.
• Your public business name, category, hours, and a recognizable photo or logo.
• Your address, website, email address, and a short description, if they apply to your business.

Choose: a new number or your personal number

To keep personal WhatsApp and WhatsApp Business on the same phone, use a different number in each app. If your current number already receives many business inquiries, migrating it may make the change easier for customers. If you are just starting out, a new number usually provides a clearer separation.

If you are migrating, create a backup

1. 1

   Update WhatsApp Messenger

   Install the latest version from Google Play or the App Store before moving the account.

2. 2

   Open the backup settings

   In WhatsApp Messenger, go to Settings → Chats → Chat backup.

3. 3

   Create a new backup

   Start the backup and wait for it to finish. Check the date and time of the last backup before continuing.

4. 4

   Save contacts to your phone

   Make sure important contacts are stored in your phone's address book, not only inside WhatsApp.

How to set up WhatsApp Business step by step

1. 1

   Download the official app

   Search for "WhatsApp Business" in Google Play or the App Store. Use the official store or the download link on WhatsApp's website, and avoid unofficial files or app stores.

2. 2

   Open it and accept the terms

   Read the Terms of Service and the policy shown in your region. Tap Agree and continue only if you accept them.

3. 3

   Enter the number

   Select the country to add its code, then enter the number you will use for the business. Check it carefully before continuing.

4. 4

   Verify the number

   Enter the six-digit code sent by text message. If you are registering a landline or the text does not arrive, wait for the app to enable the call option and listen for the automated code.

5. 5

   Restore the backup if prompted

   If you are migrating your account and WhatsApp finds an associated backup, grant the required access and select Restore. Wait for it to finish before checking your chats and files.

6. 6

   Create the initial profile

   Enter the name your business actually uses, choose the best-fitting category, and add an easy-to-recognize photo or logo.

Menu names may differ between Android, iPhone, and app versions. If a screen does not look exactly the same, look for Settings or Business tools. Do not download a different app to complete the process.

Complete a profile that answers the basics

• Name: use the name people recognize your business by.
• Category: choose the option closest to what you do; you do not need to force an exact match.
• Hours: state when you respond. This also helps you configure the away message.
• Photo: use a readable logo or a clear image without tiny text.
• Address: add it only if you serve or receive customers there.
• Website and email: include channels you check and keep current.
• Description: explain in one or two sentences what you offer, who it is for, and the area you serve.

Example: "Bicycle repair and maintenance in Mexico City. Open Monday through Saturday by appointment."

Set up only five tools at first

Do not try to configure everything in one day. At first, visitors only need to know who you are, when you reply, and what to do next. After a week of real conversations, create replies and labels for questions that keep coming up.

Create your first WhatsApp link

A link lets someone open a chat without saving your number. Enter your number in international format and write a message in the customer's voice, such as: "Hi, I saw your products on Instagram and would like to ask about..." You can generate it here and use a short taap.at version to track opens.

Your first funnel: from a post to a sale

1. 1

   Post or profile

   Make a clear offer and add a specific action, such as "Check availability on WhatsApp." Use a dedicated link for that channel.

2. 2

   Link

   The person taps the link and opens a chat with context. A pre-filled message reduces uncertainty, although they can edit it before sending.

3. 3

   Chat and inquiry

   Reply, confirm what the person needs, and apply the New inquiry label. Ask only for the information needed to guide the purchase.

4. 4

   Follow-up

   If the person needs time, change the label to Follow-up and agree on when to resume the conversation instead of sending unexpected messages.

5. 5

   Sale

   Once the sale is complete, record it as Sale closed. Compare opens, inquiries, and sales separately to see where people drop out of the process.

When the app is no longer enough

The App may fall short when several people reply without knowing who owns each chat, when you need permissions and assignments, or when conversations must connect to a CRM or support system. Advanced automation and an operational audit trail may also call for the WhatsApp Business Platform/API or a connected inbox. A small increase in message volume alone is not a reason to switch.

• First document who replies, during which hours, and what makes an inquiry complete.
• Calculate your volume and required features before requesting proposals.
• Check the Platform's current official documentation and pricing; avoid estimates based on old figures.
• Ask how your number, required history, and customer experience will be preserved during any migration.