How to Get WhatsApp Business API: Step-by-Step Setup Guide
The WhatsApp Business API unlocks everything the free Business App cannot do: automation, CRM integration, multi-agent support, chatbots, and unlimited broadcast campaigns. But getting set up can feel overwhelming if you do not know the exact steps. This guide walks you through the entire process from zero to sending your first message.
Whether you are migrating from the free Business App or starting fresh, follow these steps carefully and you will be up and running within a few days. We cover every prerequisite, the Meta verification process, BSP selection, phone number configuration, and template approval.
Prerequisites: What You Need Before You Start
Before applying for WhatsApp Business API access, make sure you have the following ready:
1. A Legitimate Business
WhatsApp requires that API access is granted to real, registered businesses. You will need:
- A registered business name (sole proprietorship, LLC, or corporation)
- A business website with your company information, contact details, and privacy policy
- A physical business address (even for online-only businesses)
- Business registration documents (varies by country)
2. A Facebook (Meta) Business Account
If you do not already have one, create a Meta Business Account at business.facebook.com. This is the management layer that ties together your WhatsApp, Facebook, and Instagram business presence. You will need:
- A personal Facebook account (to serve as the admin)
- A Facebook Business Page for your company
- Admin access to the Meta Business Account
3. A Dedicated Phone Number
You will need a phone number that:
- Can receive SMS or voice calls (for one-time verification)
- Is not currently registered on WhatsApp or WhatsApp Business App
- Will be used exclusively for the API (you cannot use the same number on both the app and the API simultaneously)
Important: If your current business number is already on the WhatsApp Business App, you will need to delete the app account before migrating that number to the API. Make sure to back up your chat history first, as it will not transfer to the API.
4. A Clear Use Case
Meta wants to know how you plan to use the API. Having a clear use case prepared helps with the approval process. Common approved use cases include:
- Customer support and service
- Appointment reminders and booking confirmations
- Order updates and shipping notifications
- Marketing broadcasts and promotions (with opt-in)
- Lead qualification and nurturing
Step 1: Create a Meta App
The first technical step is creating a Meta App that will house your WhatsApp integration:
- Go to developers.facebook.com and log in with your Facebook account
- Click "My Apps" in the top right, then "Create App"
- Select the "Business" app type
- Enter your app name (e.g., "YourBusiness WhatsApp")
- Select your Meta Business Account
- Click "Create App"
Once created, you will land on the App Dashboard. From the left sidebar, find "WhatsApp" and click "Set Up". This adds the WhatsApp product to your app.
Step 2: Complete Business Verification
Business verification is a mandatory step that confirms your business identity to Meta. This is the step that takes the longest, so start it early.
How to Start Verification
- Go to Meta Business Suite > Settings > Business Info
- Click "Start Verification"
- Enter your legal business name, address, phone number, and website
- Upload verification documents
Accepted Documents
Meta accepts various documents depending on your country. Common accepted documents include:
- Business registration certificate
- Tax registration document
- Utility bill in the business name
- Bank statement showing business name and address
- Articles of incorporation
Verification Timeline
Business verification typically takes 2-7 business days, but it can take longer if Meta requests additional documents. Tips to speed up the process:
- Ensure your business name matches exactly across all documents and your website
- Make sure your website is live, has your business name, and includes a privacy policy
- Provide clear, high-quality scans of documents
- Respond promptly to any requests for additional information
Pro Tip: You can begin the technical setup while waiting for verification. You just will not be able to send messages to real users until verification is complete.
Step 3: Choose Your Access Path
There are two main paths to accessing the WhatsApp Business API:
Option A: Meta's Cloud API (Direct)
Meta hosts the API infrastructure for you. This is the simplest path:
- Pros: Free hosting, fastest setup, direct from Meta, always up to date
- Cons: You build your own dashboard/UI, no built-in CRM or automation tools
- Best for: Developer teams building custom solutions
Option B: Through a BSP (Business Solution Provider)
A BSP provides a ready-made platform with dashboard, CRM, automation, and support. This is the path most businesses take:
- Pros: Ready-to-use dashboard, built-in CRM, automation tools, dedicated support
- Cons: Additional monthly fees, some BSPs add per-message markups
- Best for: Businesses that want a turnkey solution without coding
For most small and mid-sized businesses, going through a BSP is the recommended path. It saves weeks of development time and provides tools you would otherwise need to build from scratch. For a full comparison, see our guide on WhatsApp Business API vs. Business App.
Step 4: Set Up Your Phone Number
Once you have chosen your access path, the next step is registering your phone number with the WhatsApp Business API:
Using Meta's Cloud API
- In the Meta App Dashboard, go to WhatsApp > Getting Started
- You will see a test phone number provided by Meta for sandbox testing
- To add your own number, go to WhatsApp > Configuration > "Add Phone Number"
- Enter your phone number and verify it via SMS or voice call
- Set your business profile (name, description, category, profile picture)
Through a BSP
- Your BSP will guide you through their specific onboarding flow
- Most BSPs handle the phone number registration process for you
- You will typically need to provide the number and complete a verification code
- The BSP will configure the webhook endpoints and API connections
Important Phone Number Rules
- The number must be able to receive SMS or calls during initial setup
- Once registered, all communication happens through the API (not the phone itself)
- You can use a landline number (verification via voice call)
- The same number cannot be on the WhatsApp Business App and API at the same time
- You can register multiple numbers under one Meta Business Account
Step 5: Create and Submit Your First Template
Before you can initiate conversations with customers, you need at least one approved message template. Templates are pre-approved message formats that you use to start business-initiated conversations.
How to Create a Template
- In Meta Business Suite, go to WhatsApp Manager > Message Templates
- Click "Create Template"
- Select the category: Marketing, Utility, or Authentication
- Name your template (lowercase, underscores only, e.g.,
appointment_reminder) - Select the language(s)
- Write the template body with optional variables:
{{1}},{{2}}, etc. - Add optional header (text, image, video, or document), footer, and buttons
- Submit for review
Template Approval Tips
Templates are reviewed by Meta (usually within 24-48 hours). To improve your approval rate:
- Be specific: "Your appointment at {{1}} is confirmed for {{2}}" is better than "You have an appointment"
- Match the category: Do not submit a promotional message as "utility" — it will be rejected
- Include opt-out instructions in marketing templates: "Reply STOP to unsubscribe"
- Avoid prohibited content: No threatening language, no misleading claims, no adult content
- Use proper formatting: Templates should be professional and grammatically correct
- Provide example values for all variables to help reviewers understand context
For 25+ ready-to-use template examples across every business category, see our WhatsApp Message Templates guide.
Step 6: Send Your First Message
With a verified business, registered phone number, and approved template, you are ready to send your first message:
Test in Sandbox First
Meta provides a sandbox environment where you can test sending messages without charges:
- Use the test number provided in the Meta App Dashboard
- Add up to 5 test recipient numbers
- Send template messages and verify delivery
- Test webhook configurations for incoming messages
Go Live
Once testing is complete:
- Switch from the test number to your registered business number
- Ensure your webhook URL is configured to receive incoming messages and status updates
- Send your first template message to a real contact (who has opted in)
- Verify that the message is delivered and that you can receive replies
Step 7: Understand Messaging Limits
New WhatsApp Business API accounts start with messaging limits that gradually increase as you demonstrate good sending behavior:
| Tier | Unique Customers / 24 Hours | How to Upgrade |
|---|---|---|
| Unverified | 250 | Complete business verification |
| Tier 1 | 1,000 | Maintain quality rating, verified business |
| Tier 2 | 10,000 | Send 2x current limit in 7 days, good quality |
| Tier 3 | 100,000 | Send 2x current limit in 7 days, good quality |
| Tier 4 | Unlimited | Send 2x current limit in 7 days, good quality |
Quality Rating
Your quality rating is based on how recipients interact with your messages. Factors include:
- Block rate: How many recipients block your number after receiving a message
- Report rate: How many recipients report your messages as spam
- Template pause rate: How often Meta pauses your templates due to quality concerns
Maintain a "High" or "Medium" quality rating to unlock higher tiers. If your rating drops to "Low," your tier may be downgraded. Read our guide on sending bulk WhatsApp messages without getting banned for detailed best practices.
Step 8: Set Up Automation and CRM
With the basics in place, it is time to set up the tools that make the WhatsApp API truly powerful:
Connect Your CRM
A WhatsApp CRM centralizes all your customer conversations, contact data, and interaction history. Essential CRM features for WhatsApp include:
- Auto-capture of incoming contacts with phone number, name, and metadata
- Conversation assignment to team members
- Contact tagging and segmentation for targeted broadcasts
- Pipeline management for sales tracking
Build Automation Flows
Automation is what transforms WhatsApp from a manual chat tool into a scalable marketing and support channel. Start with these essential automations:
- Welcome message: Automatically greet new contacts and set expectations
- Away message: Respond outside business hours with availability info
- Keyword triggers: Route specific keywords to appropriate responses or agents
- Appointment reminders: Send automated reminders before scheduled bookings
For 10 detailed automation workflows, see our WhatsApp Automation guide.
Deploy a Chatbot
For businesses handling high message volumes, a WhatsApp chatbot handles common inquiries automatically, qualifies leads, and routes complex issues to human agents.
Common Setup Mistakes to Avoid
After helping hundreds of businesses get set up, here are the most common mistakes we see:
- Using a number already on WhatsApp: Delete the existing app account first, or use a different number
- Mismatched business names: Your Meta Business Account name, website, and documents must match exactly
- Submitting incorrect template categories: Marketing content labeled as "utility" gets rejected
- Ignoring messaging limits: Sending too many messages too fast before your tier allows it results in failures
- No opt-in process: Sending messages to people who have not opted in destroys your quality rating
- Skipping the sandbox: Always test thoroughly before going live with real customers
Frequently Asked Questions
How long does the entire WhatsApp API setup process take?
If you have all prerequisites ready, the technical setup can be done in a few hours. Business verification is the bottleneck, typically taking 2-7 business days. Template approval takes another 24-48 hours. In total, expect 3-10 business days from start to first message. Using a BSP like Aduela can streamline the process significantly.
Can I use my existing WhatsApp Business App number for the API?
Yes, but you must delete your WhatsApp Business App account for that number first. The same number cannot be on both the app and the API simultaneously. Before deleting, export your chat history. Once migrated, all communication will happen through the API and your BSP's dashboard, not through the app on your phone.
Do I need to be a developer to use the WhatsApp Business API?
No. If you go through a BSP like Aduela, you get a ready-to-use dashboard with no coding required. The BSP handles all the technical integration. You will manage conversations, create templates, build automations, and send broadcasts through a visual interface. Only if you use Meta's Cloud API directly do you need development skills.
How much does WhatsApp Business API access cost?
There is no fee to create a Meta App or register for the API. Costs include Meta's per-conversation charges (varies by category and region) and your BSP's platform fee. For a complete cost breakdown with examples, read our WhatsApp Business Pricing Guide.
What happens if my business verification gets rejected?
If rejected, Meta will tell you the reason. Common causes include mismatched business names, an incomplete website, or unclear documents. Fix the issues and resubmit. There is no limit on resubmission attempts. If you continue to have issues, consider reaching out to Meta Business Support or working with a BSP that can assist with the verification process.
Ready to set up WhatsApp Business API for your business? Aduela handles the entire setup process for you — from business verification support to phone number configuration and your first template. Start your free trial today and be live on WhatsApp API within days, not weeks.