WhatsApp API Send Message Explained: Step-by-Step Guide for 2025

With over 3 billion users, WhatsApp is one of the most powerful communication tools available today. But for businesses, handling customer interactions manually through the WhatsApp Business App can quickly become unmanageable. That’s where the WhatsApp Business API comes in. 

More than 5 million businesses have adopted the WhatsApp Business API to manage customer communication at scale. It helps growing businesses and enterprises streamline communication, automate responses, and enhance customer support. You can use it to deliver real-time, scalable, and personal messages—whether you're confirming orders, sending appointment reminders, or sharing personalized promotions. 

This guide will walk you through how the WhatsApp API works, why it matters, and how to leverage it for better customer engagement and operational efficiency. 

Overview of WhatsApp API send message   

Customers today communicate instantly and effortlessly—and they expect businesses to do the same. According to HubSpot, 90% of consumers rate an "immediate" response as essential or very important when they have a customer service question, with 60% defining "immediate" as 10 minutes or less. ​ 

So, modern-day consumers don’t want to wait on hold or sift through emails; they want quick responses, real-time updates, and seamless support at their fingertips. 

The WhatsApp Business API makes this possible by automating responses, reducing wait times, and enhancing engagement. Businesses can handle high volumes of messages effortlessly while delivering timely, personalized communication that keeps customers satisfied. 

WhatsApp API connects your business systems (like CRMs, chatbots, and customer service platforms) directly to WhatsApp. This connection lets you:  

✅ Send messages automatically – There is no need to type the same response repeatedly; you can send messages automatically based on customer actions like purchases, sign-ups, or support requests.     

✅ Connect with WhatsApp chatbots and CRM solutions – You can integrate the API with CRMs and other ERP systems, and it can use AI-enabled chatbots to respond intelligently to user queries.  For example, by integrating with your CRM, the chatbot can understand whether or not a user is already an existing customer. The chatbot’s response can be personalized based on this information.  

✅ Use rich, interactive messaging – Go beyond text with buttons, lists, images, videos, and documents to make conversations more engaging.    

✅ Ensure secure and private communication – WhatsApp encrypts messages end-to-end to protect your customers’ data. 

Why does it matter?    

Customers today expect instant, seamless communication—waiting on hold or refreshing their inbox is no longer an option. The WhatsApp Business API empowers businesses to meet these expectations by automating responses, managing high volumes of inquiries, and effortlessly delivering real-time updates.  

Whether you're looking to improve customer satisfaction, streamline operations, or boost engagement, WhatsApp API offers the tools to make communication faster, smarter, and more personalized. In the next section, we’ll dive deep into how businesses can leverage the API’s capabilities to transform customer interactions. 

Importance of WhatsApp API for businesses   

According to Vogue Business, Reliance Brands Limited used the WhatsApp API to overcome the challenges of physical store closures during the COVID-19 pandemic by enabling "distance selling" through video calls and interactive catalogs, resulting in over 20,000 transactions. This solution allowed them to maintain customer engagement and sales, even during periods of restricted in-store activity, highlighting WhatsApp's role in driving revenue and customer interactions. 

The WhatsApp Business API enables businesses to manage communication at scale while maintaining the human touch. Whether you are a tiny startup or a multinational company, using WhatsApp API can help build a loyal customer base by ensuring you respond to their queries instantly. Let us now look at the key benefits of WhatsApp API for businesses.   

Difference between WhatsApp Business App and WhatsApp Business API   

If you're a business looking to use WhatsApp for customer communication, you would have come across two options: WhatsApp Business App and WhatsApp Business API. While both help companies connect with customers, they serve very different needs.    

The WhatsApp Business App is great for small businesses or solo entrepreneurs who want a simple, free way to chat with customers. Meanwhile, growing companies and large enterprises use the WhatsApp Business API to automate messages, integrate with CRM systems, and manage customer interactions at scale.   

Here’s a detailed comparison to help you decide: 

Also Read: WhatsApp Business vs WhatsApp Business API: When to Switch

Choosing the right solution   

If you're a small business owner who mainly communicates with customers one-on-one, the WhatsApp Business App is a great (and free!) choice. It lets you set up your WhatsApp business profile, send quick replies, and label your chats from a single device.  

But if you're scaling, getting high volumes of customer requests, or want to automate user interactions, the WhatsApp Business API Software is right for you. It removes the manual labor involved in messaging, lets you deploy chatbots and CRM integrations, and empowers your teams to handle conversations at scale without bottlenecks.  

The choice between the two options largely depends on the size of your business, the volume of customers you serve, and the amount of automation you wish to implement. If customer communication is central to your business, integrating with WhatsApp API can significantly improve operations, reduce response times, and elevate customer satisfaction.     

How to send a message using WhatsApp API   

Sending messages via the WhatsApp API differs from pressing "send" on your phone. While you can start messaging directly with the WhatsApp Business App, the API requires some setup. While the process may initially seem complex, configuring the API will be straightforward once you become familiar with it. 

Step-by-step guide to sending messages  

Here's the step-by-step process to start sending messages using the WhatsApp API:    

1. Register with a WhatsApp Business Solution Provider (BSP)    

Since the WhatsApp API is not directly available to use like the regular app, businesses need to rely on an official WhatsApp Business Solution Provider (BSP) such as Gallabox. These BSPs bridge the gap, give businesses the appropriate access to the API, and assist in adhering to WhatsApp's message-sending guidelines.  

2. Get API credentials    

After businesses register with a BSP, they receive API credentials, including an authentication token and a unique business number linked to WhatsApp. Think of this as your key to accessing the API securely.    

3. Set up webhooks for real-time notifications    

You can configure webhooks to notify you instantly about customer interactions with your messages. Setting up webhooks helps businesses in tracking:   

• When a message is delivered   

• Whether a message is read and when  

• Reply and engagement    

This is important for responding automatically and having streamlined customer conversations.   

4. Create a message template (for business-initiated messages)    

If your business starts the conversation, WhatsApp requires you to use pre-approved message templates. These templates also prevent spam and help enterprises send relevant and high-quality messages. Examples include:    

• Order confirmations    

• Shipping updates    

• Appointment reminders    

But if an individual customer messages you first, you can respond with any message you like and without a template — just like in a regular chat!   

5. Send a message using the API    

The process is straightforward. Now, you can send messages with a simple HTTP request. It's like firing off a regular chat message, though obviously on a much larger scale. Once you send your request, WhatsApp immediately zips the message to the recipient, resembling your everyday chat but powered up for large-scale sending. 

6. Monitor delivery & responses    

You can monitor delivery and response rates after a message has been delivered through a WhatsApp API platform or via webhook notifications. This allows you to track client engagement and systematically improve your messaging strategies.  

Mastering the WhatsApp API involves an initial learning curve. But once set up, it revolutionizes business communication. Whether you're sending order status, customer service replies, or promotions, automation, efficiency, and scalability make it a vital tool for businesses today.  

Sample command for sending a WhatsApp message via API 

Now that you know the process, let's see what an actual WhatsApp API call (An API call is a request sent from one system to another, allowing businesses to send messages, retrieve data, or trigger actions automatically) looks like:     

Breaking it down: What each part means   

• messaging_product: "WhatsApp" → Specifies that this message is being sent via WhatsApp.    

• recipient_type: "individual" → This means the message is for a single user, not a group.    

• To: "1234567890" → The recipient's phone number (including country code but without the + sign).    

• Type: "text" → This tells WhatsApp the message format (in this case, a simple text message).    

• Text: {"body": "Hello, this... } → This is the actual message content that the user will receive.  

Sending rich media messages   

The WhatsApp API isn't limited to just text. You can send images, PDFs, videos, or even interactive buttons. According to ElectroIQ, around 65% of businesses using the WhatsApp Business API are sending marketing messages that include multimedia content such as images, videos, or documents. 

What’s next after sending?   

After Meta approves your API request:  

• The system sends the message to the receiver in real-time.  

• You will receive a delivery confirmation through your webhook.  

• When the customer responds, you can respond automatically or interact with them manually.  

Examples of sending a WhatsApp message via API

Beyond just order updates or customer support, the WhatsApp Business API unlocks a wide range of use cases that help businesses automate and personalize communication at scale. Here are a few powerful (yet often overlooked) applications:

1. Appointment reminders and rescheduling

Healthcare clinics, beauty salons, and service centres can use the API to auto-send reminders before appointments - and even allow customers to confirm, reschedule, or cancel through interactive buttons.

2. Billing and invoice alerts

Automatically notify customers when a new invoice is generated, a bill is due, or a payment has failed. This is especially valuable for fintech apps, subscription services, and B2B SaaS platforms. For example, SumUp, a UK-based fintech company, implemented the WhatsApp Business API to share payment links to ease the overall payment process.

Given below is an example of a WhatsApp message sent using the API, sharing the link to the invoice generated after a purchase:

3. Product back-in-stock and price drop alerts

Let customers know when a product they liked is back in stock or goes on sale. These highly personalized alerts boost return traffic and increase conversion rates without additional ad spend. E-commerce companies use this as a hack to bring users back to the platform to improve sales and reduce cart abandonment.

4. Internal alerts for field teams

You can use the API to send task updates, schedule changes, or customer visit details to internal teams, such as field service agents, delivery staff, or sales reps - all within WhatsApp.

5. Event RSVP confirmations and reminders

Planning a webinar, store launch, or workshop? Use WhatsApp to send invitations, collect RSVPs, and send countdown messages to maximize attendance and engagement. For example, payment gateway platform Razorpay actively uses WhatsApp to send out communications about events, as shown in the image below:

6. Post-service feedback and ratings

After a service or delivery, you can send a short message using the WhatsApp Business API asking for customer feedback or a quick CSAT rating. These timely nudges yield higher response rates than email surveys. Have a look at the screenshot below as an example:

These use cases show how flexible the WhatsApp API can be, not just for customer support, but for every stage of the customer and employee journey.

Benefits of using the WhatsApp API for messaging

• Customized Customer Engagement - Deliver personalized messages, such as order updates, reminders, and offers, ensuring each interaction feels relevant and meaningful. For example, LuxeHotels utilized WhatsApp chatbots and live support to manage customer inquiries and booking confirmations. This approach enhanced customer support efficiency and increased booking conversions by 20%. 

• Higher Open Rates - WhatsApp messages achieve a 98% open rate, so businesses can maximize visibility and customer response compared to emails or SMS. 

• Boosted Marketing & Sales – Run targeted promotions, recover abandoned carts, and send transactional notifications while maintaining a direct and engaging tone. For instance, Thread Bucket Studio, a women’s ethnic wear brand, used Gallabox’s WhatsApp API solution to enhance customer communication, leading to a 30% growth in the customer base (read the full story here).  

• No Need to Save Contacts – Unlike traditional messaging, businesses can reach customers without manually saving phone numbers, making outreach faster and more efficient. 

• Accessibility Across Devices – Manage conversations seamlessly on both desktop and mobile, allowing for flexible, real-time customer interactions anytime, anywhere. 

When you integrate the WhatsApp API with your CRM or support system, it automates responses, order updates, and reminders—ensuring instant communication without manual effort.  

For example, imagine you are a women’s beauty brand focused on the skincare segment. By leveraging customer data points in your CRM, like age, choice of products (based on past purchases), average order value, etc., you can promote select products that are more likely to result in a purchase.  

In short, you can improve your sales and increase revenue by implementing automation and personalization at scale using the WhatsApp Business API.  

Best practices for sending WhatsApp messages via API   

According to Meta, Argentina-based household appliance retail chain Frávega implemented a new approach to customer service on WhatsApp Business Platform, resulting in a reported 11X increase in revenue and 11.2X increase in average monthly visits. 

This shows the potential of the WhatsApp Business API to deliver real business results. However, to achieve similar outcomes, you need to implement API messaging the right way. Due to WhatsApp's heavy focus on user experience, companies must adhere to best practices to ensure their messages land in users’ inboxes. Here's how you can fine-tune your WhatsApp messaging strategy:  

1. Obtain a clear opt-in   

Before reaching out to customers, ensure you have their explicit consent. WhatsApp requires businesses to collect opt-ins clearly and transparently. This means:    

• Informing users that they agree to receive messages from your business via WhatsApp.    

• Clearly state your business name at the point of opt-in.   

• Global data privacy regulations (e.g., General Data Protection Regulation, California Consumer Privacy Act) should be followed to protect customer rights.    

Opt-in methods can include website sign-ups, in-app confirmations, or QR codes, but users should know exactly what they're signing up for.    

2. Use pre-approved message templates   

To avoid unsolicited messages, try WhatsApp-approved message templates to start conversations. These are great for transactional messages like:   

• Order confirmations and shipping updates.    

• Appointment reminders and booking confirmations.    

• Secure login experiences with payment alerts and One-time passwords (OTPs). 

3. Personalize your messages   

According to Shopify’s report ‘The Future of Personalization Is Here: The Trends to Look Out for in 2025,’ 81% of consumers say they are willing to spend more with businesses that offer better, more personalized experiences. Nobody enjoys chatting with a cold, robotic system. A little personalization goes a long way in building trust and keeping customers engaged. Here's how you can make your messages feel more human:  

• The customer's name is a slight touch that makes a big difference.  

• Take references from their past purchases to show that you remember them.  

• Go for tailored recommendations or exclusive deals based on their interests.  

The more relevant your message, the more likely customers will connect with your business.  

4. Respect the 24-hour rule   

WhatsApp has a 24-hour customer care window. When a customer messages your business, you can message back freely within this window. But if you want to send messages beyond this time frame, you must use an approved template.  

To maximize customer engagement:  

• Reply to customer queries quickly.  

• Use automation and chatbots for quick replies.  

• Transition to live agents when needed to keep it human.  

💡Interesting fact: Medium and large businesses are projected to spend $3.6 billion on WhatsApp Business services in 2024, indicating the platform's growing importance in corporate communication strategies - Analyzify 

5. Maintain a high-quality rating   

WhatsApp monitors how users respond to your messages, paying attention to negative feedback like blocks or reports.   

If your quality rating drops due to such feedback, your account might face restrictions or even suspension. To keep your rating high:  

• Avoid sending too many messages or spamming users.    

• Prioritize value-driven messages like order updates and support over frequent promotions.    

• Monitor engagement metrics and adjust messaging strategies accordingly.    

WhatsApp categorizes quality ratings into three levels:    

• Green (High quality) – No issues.    

• Yellow (Medium quality) – Some reports, but still acceptable.    

• Red (Low quality) – High negative feedback may lead to restrictions.    

6. Follow messaging limits and tiers   

WhatsApp has rules about how many people a business can send daily messages to. You can move up to a higher messaging level as you engage with more people successfully. Here are the levels:    

• Tier 1: 1,000 unique users per day.    

• Tier 2: 10,000 unique users per day.    

• Tier 3: 100,000 unique users per day.    

• Tier 4: Unlimited messaging.    

To expand your business reach, your WhatsApp messages need to be high-quality and engaging for your audience.    

7. Ensure compliance with WhatsApp's policies   

Several businesses have reported their WhatsApp Business accounts being blocked due to policy violations (please see an example here). Ignoring WhatsApp rules can result in permanent restrictions. Remember these critical points to keep things neat and positive on this platform.  

• Businesses should not send unsolicited promotional messages. 

• You should also not send misleading, fraudulent, or deceptive content. 

You should always review WhatsApp's latest business messaging policies to ensure compliance.      

8. Use automation and chatbots wisely   

According to Virtue Market Research, approximately 80% of users prefer interacting with businesses through chatbots on WhatsApp, citing convenience and speed as primary reasons. At the same time, chatbots should enhance—not replace—the human experience. Best practices include:    

• Using AI-driven bots for FAQs and simple queries.    

• Escalating complex issues to human agents.    

• Ensuring messages are conversational and user-friendly.    

9. Optimize timing and frequency   

Even if a customer has opted in, you will be blocked if you spam them with messages! Instead:    

• Customize the time of messages to the customer's current location.  

• Don't follow up aggressively.    

• Track engagement rates to discover the most effective dispatch times.    

10. Leverage rich media and interactive messages   

WhatsApp allows businesses to send images, videos, and interactive buttons. This can enhance the user experience by:    

• Providing visual product catalogs.    

• Leveraging quick-reply buttons for faster engagement.    

• Using list messages to offer multiple options without overwhelming the user.    

Interactive messages make communication more straightforward and can lead to higher conversion rates.  

WhatsApp API is a powerful tool for customer engagement, but only when used strategically. By following these best practices—gaining opt-ins, personalizing messages, maintaining quality ratings, and respecting WhatsApp's policies—you can maximize the effectiveness of your business communications.   

WhatsApp Business API – pricing structure  

Businesses should work with a trusted BSP (Business Solutions Provider) like Gallabox to use the WhatsApp Business API. While the BSP will charge for its solutions, businesses must also pay Meta for the conversations/messages they send using the API.  

The exact price per conversation depends on the market you are in and the category of the message. For example, in India, a conversation in the authentication category will cost INR 0.115. On the other hand, a marketing conversation in North America would cost $0.025. To check the pricing of the WhatsApp Business API for your business, please visit the WhatsApp Business API pricing calculator. 

Final thoughts on the future of communication through WhatsApp API  

Business communication is changing rapidly, and WhatsApp API is at the forefront of this change. It can send rich and interactive messages, automate replies, and even connect with CRMs to make conversations simpler and more productive.  

It can only improve from here. We’ll likely see smarter AI-powered chatbots, deeper insights through analytics, and stronger security—all making WhatsApp an even more powerful tool for businesses. As customers continue to expect fast, personalized interactions, knowing how to send messages using WhatsApp API the right way will be a game-changer.  

Brands that adapt now will not just keep up—they’ll stand out, building stronger relationships and delivering better experiences at every touchpoint.  

Conclusion   

The WhatsApp API has completely changed the way businesses connect with their customers. It enables quick, direct interactions, but using it effectively requires a strategic approach.  Several factors contribute to WhatsApp's effectiveness as a business tool, from keeping messages personal and engaging to staying compliant and using automation without spamming your audience.    

That's where Gallabox comes in. Our no-code platform makes it easy to set up, automate, and manage WhatsApp conversations without the hassle of complex coding or manual messaging. Whether it's faster responses, higher engagement, or seamless scalability, our solution helps you achieve your marketing and customer support goals more effectively. Start a free trial today to discover how our platform can scale WhatsApp communication for your business.   

FAQs on WhatsApp API send message 

1. Can I send messages without saving numbers?   

Yes, businesses can send messages via the WhatsApp Business API without saving numbers. This makes customer interactions more scalable, with the ability to reach thousands of users at once.  

 2. Can I send interactive messages?   

One of the key differentiators of the WhatsApp Business API is its ability to send messages in interactive formats such as lists, buttons, and rich media (like videos, PDFs, and images). This improves the overall chat experience and ensures users stay engaged throughout.  

 3. Can messages be sent in different languages?   

Yes, businesses can send multilingual messages through the API. Since WhatsApp is present in over 180 countries, it is very much a global application. This has encouraged the platform to build capabilities in multiple languages, ensuring that cultural and linguistic diversity is considered.  

 4. Does the API support media files? 

As mentioned above, you can send images, videos, PDFs, and other attachments to enhance the effectiveness of your communication efforts. This eases information sharing by giving users access to all the details they need within the app instead of visiting external links or resources. This enhances trust since users do not have to click on untrustworthy links.  

 5. Can I integrate WhatsApp API with my CRM?  

Absolutely. The API allows seamless integration with CRM systems, chatbots, and automation tools. Data can be transferred between WhatsApp, CRMs, and any business applications in real time to ensure users get a personalized experience. Integrations also help businesses create a single pane of view of all their customer interactions.  

 6. How secure is WhatsApp API messaging? 

WhatsApp encrypts all messages end-to-end, ensuring private and secure communication. In addition, WhatsApp requires you to use pre-approved message templates if you are initiating the communication. This step ensures businesses don’t bombard users with unnecessary and irrelevant messages.