How to Convert WhatsApp to a Business Account in Minutes

You’ve let AI take over your inbox, plan your meetings, and maybe even choose your outfit—because why not? But you're still using personal WhatsApp to run a business.

That’s like using a flip phone to run Instagram ads. If you're aiming to create a cleaner, faster, and more credible customer experience without racking up costs, it’s time to convert WhatsApp to WhatsApp Business.

Switching from WhatsApp to WhatsApp Business can significantly streamline your communication, helping you manage customer interactions professionally. 

Switching to WhatsApp Business is like upgrading from a home office to a sleek storefront. You get a professional profile with key details—address, website, and hours—making it easy for customers to find you.

The best part? Automated tools! Quick replies, away messages, and greetings ensure customers always get a response, even when you're offline. Plus, the app provides analytics to help you track messages and improve engagement.

By switching, you'll boost credibility, enhance customer service, and organize communication. Whether you're a solo entrepreneur or scaling up, WhatsApp Business keeps personal and professional chats separate, making your business communication effective and scalable.

This guide provides detailed insights into how to switch from WhatsApp to WhatsApp Business without losing data or contacts. 

Why use WhatsApp Business

Over 200 million people are already using WhatsApp Business every month—and no, they’re not just big brands. Small businesses, freelancers, consultants, creators—they're all making the switch.

WhatsApp Business is a free app built for small to mid-sized businesses that want to connect with customers faster and more professionally. Here’s why brands should switch:

1. Click-to-WhatsApp ads = Higher ROAS

Click-to-WhatsApp ads paired with Conversions API are delivering unmatched return on ad spend. Unlike traditional lead forms, this lets customers engage instantly without extra steps.

With tracking enabled, you know what’s working, which ads convert, and where to scale. This results in more qualified conversations and less wasted budget.

2. Personalized sales funnels on autopilot

WhatsApp Business lets you automate welcome messages, quick replies, and even lead follow-ups. It’s not just about saving time—it’s about catching leads when they’re hot. Set it once, and let the flow nurture leads for you, creating a frictionless sales experience without sounding robotic.

3. Product catalogs that actually convert

Forget links that die in DMs. WhatsApp lets you showcase your products right inside the chat. Customers can browse, ask questions, and order without leaving the app.

With 75% of users making purchases after viewing a catalog, casual interest can be converted into checkouts in a few taps.

4. Smart labels for smarter pipelines

No more scrolling through endless chats trying to remember who’s ready to buy. WhatsApp Business lets you tag chats with labels like "New Lead," "Payment Pending," or "VIP." It’s simple CRM functionality without the bloat—just enough to stay on top of every conversation.

5. It’s where the customers are

Over 175 million people message a business on WhatsApp daily. So, you're not trying to force people to adopt a new platform—they're already there.

Being available where your audience hangs out boosts trust and reduces friction. No extra logins, no learning curves—just replies that drive revenue.

Eligibility criteria to set up a WhatsApp Business account

Before you convert WhatsApp to WhatsApp Business, make sure your phone number and setup meet WhatsApp's basic eligibility. Not every number qualifies, and certain conditions must be met for smooth registration. Here's what you need to have in place:

1. You need an eligible phone number

To register on WhatsApp Business, you must use a number you own and can verify. WhatsApp supports:

• Mobile phone numbers
• Fixed landline numbers

Unsupported numbers include:

• VoIP (internet-based calling) numbers
• Toll-free numbers
• Paid premium service numbers
• Universal access numbers (UAN)
• Temporary or disposable numbers

Note: Personal WhatsApp numbers cannot be used as-is unless you're converting them directly.

2. You must be able to receive calls or SMS

The number you're registering must be capable of receiving either:

• An SMS (for mobile numbers)
• A phone call (for landlines, using the “Call me” option)

This is how WhatsApp sends your 6-digit verification code. If your number can't receive messages or calls, you won’t be able to register.

3. Stable internet connection is mandatory

If you're registering on mobile, make sure:

• Your phone has working mobile data or Wi-Fi
• You’re not roaming or on a poor network
• You can open business.whatsapp.com/ on your browser (basic test to confirm connection)

Without a reliable connection, you won’t receive the code or complete the setup.

4. Turn off call blockers or app killers

Your phone shouldn’t have:

• Call-blocking apps or settings enabled
• Task-killer apps that interfere with background processes

These can prevent WhatsApp from detecting or receiving your registration code or verifying your number.

5. Landlines shouldn’t have any extensions

While trying to register with a landline number, make sure it:

• Does not include an extension
• Can directly receive automated voice calls

The system will not send codes to extension numbers or redirect internally. You’ll only get the code on the main number.

Benefits of changing your WhatsApp number to a WhatsApp Business account

Switching to a WhatsApp Business account helps you tap into a smarter communication engine that actually drives sales, improves support, and scales with you. Here’s what most people miss:

1. Your messages actually get read

While email open rates hover at 20%, WhatsApp messages get opened 98% of the time. That’s not a small bump—it’s a complete shift in user attention.

If you're spending on Click-to-WhatsApp ads, this makes your post-click experience instantly stronger, leading to higher engagement and better conversion follow-through.

2. Everything from product discovery to checkout happens inside WhatsApp

Not just a gallery—product catalogs on WhatsApp act like mini landing pages. 75% of users who browse them end up making a purchase.

Therefore, instead of redirecting traffic to a slow-loading site, you can let customers browse, ask questions, and buy—all within one chat.

3. You can bring back lost sales instantly

Retargeting on WhatsApp isn’t just cheaper than email—it’s faster and more personal. If a customer drops off mid-purchase or halfway through signup, a WhatsApp nudge often brings them back. In fact, recovery rates range from 45% to 60%, depending on timing and message quality.

4. Business API + conversions API = Better ROAS tracking

The WhatsApp Business API lets you connect directly with Meta's Conversions API. This gives you pixel-level campaign attribution without relying on third-party cookies. In short, you know which ad, message, and click actually led to a sale—vital for serious ad spenders.

5. You look legit from the first ping

Getting your number verified and marked with the green tick builds instant credibility. Especially in markets like India and LATAM, where scams are common, the green tick increases open rates, reply rates, and buyer confidence—all without spending extra.

Step-by-step guide to convert WhatsApp to a Business account

Switching to a business account isn’t complicated, but doing it right ensures you keep your data intact and get access to all the features instantly. Here's how to convert WhatsApp to WhatsApp Business step by step:

Step 1: Take a complete chat backup from WhatsApp Messenger

Before you make the switch, back up everything—chats, media, and contacts. 

• Open WhatsApp Messenger, go to Settings > Chats > Chat Backup, and hit Back Up Now.

This ensures your business account keeps all your previous customer conversations and files. Skip this step, and you risk losing your history, especially if you're reusing the same number.

Step 2: Download the WhatsApp Business app from the Play Store or App Store

• Go to the Google Play Store (Android) or App Store (iPhone), search for WhatsApp Business, and download the official app published by WhatsApp Inc.

This version is built specifically for small businesses and comes with features like catalogs, business profiles, and automation tools.

• Once installed, open the app. You’ll be asked to agree to the Terms of Service—tap “Agree and Continue” to proceed.
• If you’re using the same number from WhatsApp Messenger, the app will detect it and prompt you to restore your chat history.
• Follow the prompt to restore your backup. If you're using a new number, you'll just go through standard verification.

Once you’re in, the app will guide you in creating your business profile.

Step 3: Set up your Business profile

Your WhatsApp Business profile is your business card, storefront, and intro pitch. If you're planning to drive traffic from click-to-WhatsApp ads, this profile is what people see first, so you want to get it right.

1. Start with your business name 

Enter your business name. Go with your actual brand name or the name by which your customers already know you. Remember, WhatsApp doesn’t allow you to change it later unless you delete your account and start over.

2. Choose the right business category

Next, you’ll be prompted to select your business category. WhatsApp lets you choose up to three categories—use this to your advantage.

Most people don’t know this: your selected categories influence discoverability when WhatsApp’s search or metadata systems sort businesses. So, pick categories that describe what you actually do, not just what sounds good.

Example: A bakery that also does custom wedding cakes might choose:

• Bakery
• Food & Beverage
• Event Planning Service

3. Create a profile that looks legit

Here’s what you’ll need to fill in:

I. Logo/profile photo

Upload your brand logo or a professional-looking image. Avoid blurry, cropped, or unrelated pictures. 

Here are a few criteria:

• Image type: JPG and PNG formats
• Image size: 640x640 pixels (minimum) and 5MB (maximum)
• Aspect ratio: Square
• Resizing: Height and width of 640x640 

II. Description

You get 139 characters. Use them. Think of this as your brand’s elevator pitch. Briefly describe what you do and who you serve, and maybe drop in a USP (unique selling point).

Here's what you need to consider:

• Friendly tone: Use approachable language, avoiding jargon.
• Target audience: Tailor the description to resonate with your audience.
• Keywords: Include relevant keywords for discoverability.
• Engaging language: Use attention-grabbing language that encourages interaction.
• Consistency: Ensure the description aligns with your brand voice.
• Emojis: Use sparingly for personality and engagement.
• Call to action: Consider adding a subtle CTA (e.g., "Shop now").

Below are some tips for writing a great description:

• Start with key info, then refine for brevity.
• Focus on what sets your business apart.
• Use precise, impactful words.
• Proofread to avoid errors.

For instance:

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III. Business hours

Set your operating hours accurately. If you're running a 24/7 service, mention it. If you have weekend breaks or lunch hours, add those too. These small details reduce missed messages and increase trust.

IV. Website & address

Add a link to your website or landing page if you have one. This will make your business look more complete and give leads a place to explore further.

For physical businesses, entering your business address can boost your visibility on WhatsApp map integrations—especially when people search locally.

V. Email contact

This step is optional but recommended. Add a verified email address to your WhatsApp Business profile to give customers another point of contact and help recover accounts if anything goes wrong.

Setting up your business profile right might take 10 minutes, but it positions you as a brand people can trust—not just another contact in their phone.

Step 4: Customize messaging tools (auto-replies, greetings, quick replies)

This is where WhatsApp Business starts earning its name.

You’re no longer replying to every “Hi, is this still available?” manually. WhatsApp Business comes with built-in automation tools that help you respond faster, stay professional, and never leave a customer hanging—even when you're asleep, offline, or juggling 10 other things.

Here’s how to set them up—and some under-the-radar tricks to make them work smarter.

1. Greeting messages – Make the first ping count

These are auto-sent messages triggered when a customer messages you for the first time or after 14+ days of no activity.

Use this space to:

• Acknowledge their message
• Briefly introduce your business
• Set expectations for reply time

Example:

“Hey there! 👋 Thanks for reaching out to Swift Prints. One of our team members will get back to you within an hour. Meanwhile, you can check out our latest designs here: [website link]”

2. Away messages – Stay responsive 24/7

No one likes getting ghosted. If someone messages you after hours, they should still feel seen.

You can set up away messages to go out during:

• Non-working hours
• Holidays
• Weekends
• Or whenever you toggle yourself as “away”

Example:

“We're currently offline but still checking messages from time to time. Expect a reply by 10 AM tomorrow. Appreciate your patience!”

3. Quick replies – Save time, look sharp

This is your shortcut arsenal. Instead of typing the same answers repeatedly (like pricing, delivery timelines, or refund policies), set up quick replies using a keyword shortcut.

Here’s how it works:

• Type “/pricing” → Sends your full pricing info instantly
• Type “/thanks” → Sends a polite closing message with a CTA

To set up: Go to Business Tools > Quick Replies > Add.

You can save both text and media (like images or PDFs) with these replies.

Example:

Shortcut: /delivery

Message: “We typically deliver within 3–5 business days. Shipping is free for orders above ₹999.”

Step 5: Add a product catalog 

Think of the product catalog as your mini-storefront inside WhatsApp. This feature is non-negotiable if you sell physical products, services, or even digital goods.

To set it up:

• Go to Business Tools > Catalog > Add New Item
• Add a photo, name, price, description, and optional link
• Add up to 500 items (yes, really)

Real talk: 75% of users purchase browsing a WhatsApp catalog. With the right visuals and copy, your catalog does half the selling for you.

Step 6: Use labels to organize chats and leads

You don’t need a full CRM to stay organized. WhatsApp Business gives you chat labels, and they’re criminally underused by most businesses.

Labels help you sort conversations by type, like:

• 🔵 New Inquiry
• 🟡 Payment Pending
• 🟢 Order Completed
• 🔴 High-Value Customer
• 🟠 Follow-up Needed

You can even create custom labels and assign colors to them. This makes skimming through chats much faster—especially if you’re juggling 30+ messages a day.

Step 7: Start messaging customers from your new Business account

You're all set. Now, it’s time to go live.

Here’s what changes from your personal account:

• Your messages will now show a “Business Account” badge.
• Customers can view your full business profile before they even say "Hi".
• You can use broadcast lists (to message up to 256 people at once).
• Messages can be automated, tracked, and organized.

But most importantly—you're no longer “just a WhatsApp number.” You’re a business.

How to customize WhatsApp Business API with Gallabox

Now, while WhatsApp Business API gives you enterprise-level power, it’s not plug-and-play. You need to connect it, configure it, set message templates, build workflows, and more.

Technically, you could do all of that manually—write scripts, maintain server uptime, handle compliance, and even design bot flows from scratch. But unless you're running a full-fledged dev team in-house, it’s going to be time-consuming, chaotic, and probably buggy.

That’s where Gallabox steps in. It makes WhatsApp API usable—and more importantly—customizable for real business needs.

Gallabox is a no-code WhatsApp Business API platform designed for growing businesses that need more than just replies. It helps you automate, personalize, and scale customer communication—without burning your team out.

Whether you're running eCommerce, real estate, healthcare, or education, Gallabox connects WhatsApp to your entire tech stack: CRMs, payment gateways, lead systems, and more. Think of it as the middleman between your business and WhatsApp’s raw API—only smarter and easier to handle.

Here’s how you can customize the WhatsApp Business API with Gallabox:

1. Set up personalized message templates

Gallabox helps you create and send pre-approved templates for promotions, order updates, abandoned cart reminders, appointment confirmations, and more. These are WhatsApp-compliant, so no guesswork. You get to build them visually, not in code.

2. Automate conversations with AI chatbots

Create rule-based or AI-powered chat flows using Gallabox’s drag-and-drop chatbot builder. Route chats to your team based on keyword triggers, lead status, or customer intent.

3. Integrate with your tools in seconds

Gallabox integrates with Shopify, Razorpay, Zoho, Hubspot, LeadSquared, Google Sheets, and 10+ more. So your leads, orders, payments, and chats all stay in sync. No messy CSV uploads. No API wrangling.

4. Run campaigns with WhatsApp broadcast

Target up to 100k users with a single click using WhatsApp-approved broadcast lists. Gallabox lets you track opens, clicks, and replies—just like email marketing, but with 98% open rates.

5. Translate and rewrite messages on the fly

Use built-in AI tools to rewrite or localize your replies mid-chat. No more jumping to Google Translate or retyping canned responses manually. This is especially helpful for multilingual markets or support teams.

Make your WhatsApp work smarter with Gallabox

From product catalogs and automation to professional messaging tools, with WhatsApp Business account you can unlock a system built to help you sell, support, and scale faster.

And once you're ready to move beyond basic tools, the WhatsApp Business API becomes essential—especially if you’re dealing with high message volume, multiple agents, or want advanced integrations.

But while the API gives you power, platforms like Gallabox make that power usable. No coding. No confusion. Just clean workflows, real-time automation, and everything you need in one place.

💬 Ready to turn WhatsApp into your highest-performing channel?

Skip the messy setups and get started with Gallabox for free—no credit card, no tech team required.

👉 Try Gallabox for free

FAQs about convert WhatsApp to WhatsApp Business

1. Will I lose my chats when switching to WhatsApp Business?

No, you won’t lose your chats if you back them up before switching. WhatsApp Business will automatically detect and restore your chat history during setup, as long as you’re using the same phone number and restoring from the latest backup.

2. Can I revert from WhatsApp Business back to the personal version without losing my messages?

Yes, you can switch back to WhatsApp, but the process is not automatic. You’ll need to back up your WhatsApp Business data, uninstall the Business app, install WhatsApp Messenger, and then restore the backup. Just like switching to Business, taking a backup first is non-negotiable.

3. Are there any limitations or issues I should be aware of before converting to WhatsApp Business?

Yes—once you switch, you can’t use the same number on both the personal and business apps at the same time. Also, your business name becomes permanent, so choose wisely. Lastly, some features, like auto-replies and labels, are only available on the Business app.

4. How do I back up my WhatsApp chats before switching?

Go to WhatsApp Messenger > Settings > Chats > Chat Backup, then tap “Back Up Now.” Make sure it finishes syncing before you uninstall or switch apps. If you’re using Google Drive (Android) or iCloud (iOS), confirm that the backup is linked to the correct account.

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