How to Migrate from WhatsApp Business App to API Without Losing Data

You started your WhatsApp business journey with the free WhatsApp Business App. It worked great when you were handling 10-20 conversations a day. But now your business has grown. You are juggling dozens of conversations, missing messages, struggling with limited automation, and wishing you could have your team help without sharing a single phone. It is time to upgrade to the WhatsApp Business API.

The good news: you can keep your phone number. The challenging part: the migration process has specific steps that, if done wrong, can cause downtime or confusion. This guide walks you through every step, addresses your biggest concerns, and ensures a smooth transition from the WhatsApp Business App to the API.

Signs You Have Outgrown the WhatsApp Business App

Not sure if you are ready for the API? Here are the telltale signs that the free app is holding your business back:

• You are handling 50+ conversations per day — The Business App was designed for one person managing a moderate volume. Beyond 50 daily conversations, response times suffer and messages get lost.
• Multiple team members need access — The Business App runs on one phone. While WhatsApp Web adds a second screen, there is no way for 3, 5, or 10 agents to manage conversations simultaneously with proper assignment and tracking.
• You need real automation — Quick replies and away messages are not automation. If you want multi-step workflows, conditional responses, or intelligent chatbots, you need the API.
• Broadcast limitations frustrate you — The Business App limits broadcasts to 256 contacts who must have your number saved. The API lets you send broadcasts to thousands of opted-in contacts regardless of whether they saved your number.
• You want CRM integration — Without API access, there is no way to connect WhatsApp to a proper CRM system for contact management, pipeline tracking, and data-driven decisions.
• You need analytics — The Business App provides minimal data. The API (through a platform like Aduela) gives you detailed analytics on message delivery, response times, campaign performance, and agent productivity.
• Customers expect faster, more professional responses — Long response times and inconsistent service quality are costing you business.

What You Keep and What You Lose

Before migrating, understand exactly what transfers and what does not. This is where most confusion and anxiety comes from:

What You Keep

Item	Status	Notes
Phone number	Keeps	Same number, same identity
Business name	Keeps	Displayed to customers as before
Display name verification	Keeps	Green tick (if approved) transfers
Customer contacts	Keeps (with preparation)	Export from app, import to CRM
Phone number quality rating	Keeps	Your reputation follows the number

What You Lose

Item	Status	Workaround
Chat history	Lost on migration	Export chats before migrating (WhatsApp has a built-in export feature)
Group memberships	Lost	You will need to rejoin or recreate groups
Status/Stories	Not available	Use Instagram/Facebook Stories instead
WhatsApp Business App access	Disabled	You manage everything through the API platform (e.g., Aduela)
Quick replies and labels	Lost	Recreate in your new platform (usually more powerful versions)
Catalog	Needs recreation	Set up catalog through the API platform

The most common fear: "I will lose my phone number." This is unfounded. Your phone number absolutely migrates to the API. Customers will message the same number they always have, and it will look exactly the same on their end. The only change is behind the scenes — how your business manages those conversations.

Pre-Migration Checklist

Complete these steps before starting the migration to ensure nothing falls through the cracks:

1. Export Your Contacts

The WhatsApp Business App does not have a bulk contact export. You will need to:

• Export contacts from your phone's contact app (as a .vcf or .csv file)
• If you have been maintaining contacts in a spreadsheet, make sure it is up to date
• Note any labels, tags, or categories you have assigned to contacts in the Business App — you will recreate these in your new CRM

2. Export Chat History

For important conversations, use WhatsApp's built-in export feature:

• Open each important chat → tap the three dots → More → Export chat
• Choose "Include media" if needed
• Save to Google Drive, email, or your preferred cloud storage
• Prioritize exporting chats with VIP customers, ongoing deals, and any conversations you may need for reference

Note: This is a manual process. If you have hundreds of important chats, prioritize the most critical ones.

3. Inform Key Customers

For your most important customers and active conversations, consider sending a brief heads-up message:

"Hi [Name], we are upgrading our WhatsApp system to serve you better. You may not see our chat history on our end, but do not worry — your number will remain the same and we will continue the same great service. If you have any ongoing requests, please let us know!"

4. Choose Your BSP (Business Solution Provider)

The WhatsApp Business API is not a standalone product — you access it through a BSP. Your BSP provides:

• API access and hosting
• The platform you will use to manage conversations (inbox, CRM, automation)
• Message template submission and management
• Technical support for the migration process

Aduela is a BSP that includes everything you need: API access, full CRM, visual automation builder, multi-agent inbox, broadcasting, and analytics — all in a single platform.

5. Verify Your Facebook Business Manager

The WhatsApp Business API requires a verified Facebook Business Manager account. If you do not already have one:

• Go to business.facebook.com and create a Business Manager account
• Complete the business verification process (you will need your business registration documents)
• Verification typically takes 2-5 business days

Start this early — do not let verification be the bottleneck when you are ready to migrate.

6. Prepare Your Message Templates

Unlike the Business App where you can send any message at any time, the API requires approved message templates for initiating conversations outside the 24-hour window. Prepare drafts of your most-used messages:

• Welcome message for new customers
• Appointment reminders
• Order confirmations and shipping updates
• Follow-up messages
• Marketing promotions
• Review requests

Templates need Meta approval (usually 24-48 hours), so submit them early. Your BSP can help you write templates that are likely to be approved on the first try.

Step-by-Step Migration Process

Step 1: Set Up Your API Platform Account

Sign up with your chosen BSP (e.g., create an Aduela account). Complete your business profile and connect your Facebook Business Manager.

Step 2: Initiate the Number Migration

In your BSP's dashboard, start the phone number migration process. You will need to:

• Enter your WhatsApp Business phone number
• Confirm that you own the number
• The system will send a verification code to the number (via SMS or voice call)
• Enter the verification code to confirm ownership

Important: Once you enter the verification code, the WhatsApp Business App on your phone will be disconnected. This is normal and expected — your number is now registered with the API instead. This transition is typically instant.

Step 3: Complete Business Verification

If your Facebook Business Manager is not yet verified, complete the verification process. Meta will review your business documents. During verification, you may have limited messaging capabilities (lower daily limits).

Step 4: Set Up Your Business Profile

Configure your WhatsApp Business profile on the new platform:

• Business name and description
• Profile picture (use the same one for continuity)
• Business address and website
• Business category
• Business hours

Step 5: Submit Message Templates

Submit your prepared message templates for Meta approval. Start with the essentials:

1. A general welcome/greeting template
2. Appointment reminder template
3. Your most-used follow-up template

While waiting for template approval (usually 24-48 hours), you can still respond to incoming messages within the 24-hour window.

Step 6: Import Your Contacts

Upload your contact list to your new CRM platform:

• Import the .csv file you exported earlier
• Map fields (name, phone, email, tags, custom fields)
• Ensure phone numbers are in international format (+972 for Israel)
• Recreate your label/tag system in the new platform
• Only import contacts who have opted in to receive messages

Step 7: Set Up Automation

Recreate your essential automations on the new platform — but better:

• Replace basic quick replies with an intelligent chatbot flow
• Set up after-hours auto-responses with business hours awareness
• Create welcome sequences for new contacts
• Build follow-up workflows based on customer actions
• Configure appointment reminder automation

Step 8: Invite Your Team

One of the biggest benefits of the API is multi-agent access. Set up your team:

• Create accounts for each team member
• Assign roles and permissions
• Set up conversation routing rules (e.g., new customers go to sales, existing customers go to support)
• Train your team on the new platform

Step 9: Test Everything

Before going live with full operations:

• Send test messages from a personal number to your business number
• Verify automation flows trigger correctly
• Test that team members can see, claim, and respond to conversations
• Send a test broadcast to a small segment
• Verify template messages render correctly

Avoiding Downtime During Migration

The actual migration (disconnecting the Business App and connecting the API) happens in seconds. However, there are ways to minimize any disruption:

Timing Your Migration

• Migrate during low-traffic hours — If your business receives most messages during business hours, migrate in the evening or early morning
• Avoid migrating on your busiest day — Choose a traditionally slower day
• Have templates pre-approved — Submit templates 2-3 days before migration so they are ready when you need them
• Have your team ready — Brief your team on the new platform before migration day

What Happens to In-Flight Conversations

When you migrate:

• Any conversation that was active (within the 24-hour window) may need to be re-initiated by the customer
• Customers can message your number as usual — the message will arrive on your new API platform
• If a customer sends a message shortly after migration, it will appear in your new inbox, not the old Business App

Re-Engaging Contacts After Migration

Once your migration is complete and templates are approved, it is time to re-engage your contacts. This is a critical step that many businesses skip — resulting in a "silent period" that confuses customers.

Day 1: Send a Welcome Back Broadcast

Send a template message to your most active contacts:

"Hi [Name]! We have upgraded our WhatsApp to serve you even better. Same number, better experience. Reply to this message to reconnect, or let us know if there is anything we can help with!"

Week 1: Segment and Target

Use your CRM to segment contacts and send targeted messages:

• Customers with upcoming appointments: Send updated appointment reminders
• Recent buyers: Send a satisfaction check-in or review request
• Active leads: Continue the conversation from where you left off
• VIP customers: Personal message from their usual contact person

Week 2-4: Build New Automations

Now that you have the power of the API, set up the automations you could not do before:

• Lead capture and qualification flows
• Post-purchase follow-up sequences
• Birthday greeting campaigns
• Abandoned inquiry re-engagement

Post-Migration Setup: Unlocking the Full Power of the API

Migration is just the beginning. Here is what to set up in your first month to maximize the value of the API:

1. Custom Fields and Contact Enrichment

Create custom fields in your CRM that match your business needs. A dental clinic might add "Treatment Plan," "Insurance Provider," and "Next Checkup Date." A real estate agent might add "Budget Range," "Preferred Area," and "Purchase Timeline."

2. Pipeline Management

Set up sales pipelines to track leads from first contact to closed deal. The visual pipeline view gives you and your team instant clarity on where every deal stands.

3. Broadcast Campaigns

Plan your first WhatsApp marketing campaign. Start with a re-engagement broadcast to your existing contacts, then build toward regular campaign cadence (2-4 per month).

4. Analytics and Reporting

Set up your dashboard to track the metrics that matter: response times, conversion rates, campaign performance, and agent productivity. Use data to continuously improve your WhatsApp operations.

5. Integration with Existing Tools

Connect your WhatsApp API platform with your other business tools: website booking forms, e-commerce platform, Google Calendar, email marketing, and any other systems your team uses daily.

Common Migration Fears — Debunked

"I will lose my phone number"

No. Your phone number migrates to the API. Customers see the same number. The only thing that changes is how you manage conversations on your end.

"My customers will not be able to reach me"

Customers can message your number at any time during and after migration. The transition is seamless from their perspective. The only brief window of potential delay is during the few minutes of the actual number registration transfer.

"I will lose all my messages"

You will lose chat history in the new platform (it starts fresh). However, you can export important chats from the Business App before migrating. The exported chats serve as a reference archive.

"It is too technical for me"

With a good BSP like Aduela, the migration process is guided step by step. You do not need technical knowledge. The platform handles the API connection, hosting, and infrastructure — you just manage your business conversations.

"What if something goes wrong?"

If you follow the steps in this guide and work with a reliable BSP, the risk is minimal. The migration itself takes minutes. If any issues arise, your BSP's support team will help resolve them. Most problems (like template rejections) are minor and easily fixed.

Migration Timeline: What to Expect

Phase	Duration	Key Activities
Preparation	3-7 days	Export contacts, export chats, start FB Business verification, prepare templates
Platform setup	1-2 days	Create account, configure profile, invite team
Migration	5-30 minutes	Transfer number from App to API
Template approval	1-2 days	Submit templates, wait for Meta approval
Contact import and setup	1-2 days	Import contacts, set up tags, create automation
Team training	1-3 days	Train team on new platform, practice workflows
Re-engagement	1-2 weeks	Send re-engagement broadcasts, set up ongoing campaigns

Total time from start to fully operational: 1-3 weeks, with most of that being preparation and optimization rather than actual downtime.

Frequently Asked Questions

Ready to unlock the full power of WhatsApp for your business? Aduela makes migration simple with guided setup, automatic API configuration, and full support throughout the process. No technical knowledge required — just sign up and follow the steps. Start your free trial today and experience the difference the WhatsApp API makes.