WhatsApp Business Number: Setup, Types & Best Practices (2025)

One of the best things about WhatsApp Business — besides all the no-fuss ways to connect with customers — is that you get to pick the phone number that best fits your business. 

And while most businesses stick with the regular mobile SIM, that’s not your only option. You have a few other (sometimes, even better) choices. In this article, we break down what those are so you can figure out which one’s right for you.

The different types of numbers to use for WhatsApp Business 

Let’s start with a breakdown of the different types of phone numbers you can use with WhatsApp Business, who they’re best for, their pros and cons, and whether they require the standard app or the WhatsApp Business API.

And like always, here’s a quick TL;DR to get you started:

Mobile SIM number

Cost: Low — typically just a mobile data or WiFi plan.

This is the simplest way to get started. Simply pop in a SIM card, verify your account via SMS or call, and you're in. You can even convert a personal WhatsApp number into a WhatsApp Business number.

Moreover, it’s compatible with both the standard WhatsApp Business app and WhatsApp Business API, making it great for solo entrepreneurs and small businesses. 

Pros of using a mobile SIM WhatsApp Business number

• Easy to set up with a regular smartphone
• Supports SMS and voice verification
• Affordable 

Cons of using a mobile SIM WhatsApp Business number

• Tied to a physical SIM, so you’ll need a phone
• Not ideal for large teams

Landline phone numbers

Cost: Medium — monthly landline charges and mobile data or WiFi fees.

Another option — especially if you’re a brick-and-mortar store — is connecting your landline number to your WhatsApp Business app or API. However, as landlines can’t receive SMS, you’ll need to choose the “Call me” option during setup to get your 6-digit verification code via voice call. 

Another point to note — WhatsApp Business doesn’t support extensions (they state security as the reason). Similarly, landline numbers with call-blocking or VoIP routing will also not pass registration. 

Pros of using a landline WhatsApp Business number

• Establishes trust with local customers
• Doesn’t require a mobile SIM

Cons of using a landline WhatsApp Business number

• Not portable
• No SMS verification

Toll-free numbers

Cost: Medium to high — depends on provider and usage volume.

If you’re a brand with a nationwide (or global) footprint, you’re probably already using the WhatsApp Business API making toll-free numbers the perfect fit. It adds instant credibility and makes it easy for customers across the country to reach you without paying a cent.

Just remember to:

• Include your full country code when registering your number
• Temporarily disable or adjust your Interactive Voice Response System (IVR) to allow the WhatsApp verification call through.

Pros of using a toll-free WhatsApp Business number

• Gives you a professional and trustworthy appearance
• Free for customers to call you — no matter where they are
• Can connect with CRM tools, automation platforms, and more via the API

Cons of using a toll-free WhatsApp Business number

• Not supported in the WhatsApp Business app
• Setup can be a bit technical — you’ll need a Business Solution Provider (BSP) and may have to reconfigure your phone system to allow the verification call past IVRs

Virtual phone numbers

Cost: Low to medium — varies based on provider and capabilities (SMS/call).

If you’re a remote business or you’d rather not go the traditional way — you have a fourth option: a virtual phone number.  This is a “WhatsApp Business number” that is not tied to a physical SIM card or phone line. Instead, it works over the internet using VoIP, letting you make calls, send messages, and use your WhatsApp Business account on any device — smartphone, tablet, or computer.

Just double-check that your number can receive SMS or voice calls if you’re trying to use it with the free WhatsApp Business app — because most of the basic ones don’t.

Pros of using a virtual WhatsApp Business number

• Allows for “number-masking” — you can keep your phone number private 
• You can choose numbers from different countries to build a local presence
• Many virtual phone numbers integrate with CRMs, help desks, and other business management tools

Cons of using a virtual WhatsApp Business number

• There have been cases where some virtual phone numbers do not receive the verification code.
• Virtual phone number providers don’t provide WhatsApp-specific support.

Setting up a WhatsApp Business number

Now that we’ve explored your number options — mobile SIMs, virtual numbers, landlines, and toll-free lines — let’s break down how to get your WhatsApp Business number up and running. We’ll cover both the WhatsApp Business App and the WhatsApp Business API (using Gallabox as an example, though the steps are pretty similar across the board).

Setting up with the standard WhatsApp Business app

This is pretty basic — you can do it yourself in minutes as long as you have the phone number on hand. Here’s how this works:

1. Download the WhatsApp Business App from the App Store or the Play Store.
2. Enter your phone number (mobile SIM or landline).
3. Verify the number via SMS or call.
4. Set up your business profile (name, hours, description).
5. Start chatting with customers.

Verifying a phone number; Source: WhatsApp Business (iOS)

Please note:

• For landline numbers, verify using the “Call me” option (SMS won’t work) and stay close to your phone to answer the call.

• For virtual phone numbers, choose a provider who supports calls or SMS.
• Toll-free numbers are not supported for use with the WhatsApp Business app.

Setting up with the WhatsApp Business API

Unlike the standard app, verifying your phone number with the WhatsApp Business API can take anywhere from two to five days. Connected — but unverified — phone numbers can only initiate 50 new customer conversations in a 24-hour rolling period.

Moving your phone number from the WhatsApp Business app to the API is pretty simple — just delete the app account and register the number through the API. But if you’re switching between BSPs, you’ll need to wait out a 7-day cooldown before you can use the number again.

Here’s how this works:

1. Choose a Business Solution Provider (BSP).
2. Register your business and complete Facebook Business Verification.
3. Submit your preferred number (virtual, toll-free, landline, or mobile) for approval.
4. Your BSP handles WhatsApp API activation and integration with your CRM or support tools.
5. Start managing customer chats through your platform, with multi-user access and automation.

Please note: For toll-free numbers, be sure to disable IVRs so the verification call isn’t blocked or diverted.

Verifying a phone number; Source: Gallabox

Best practices for using a WhatsApp Business number

Wrapping up, here are some final tips on getting the most out of your WhatsApp Business number.

• If you’re converting a personal number, make sure to back up your chats first — you’ll lose access to them once the number is moved to WhatsApp Business.
• Choose the right type of number based on your setup and goals. While mobile SIMs are easy to start with, virtual, landline, or toll-free numbers might be better for scaling.
• Use a fresh number that hasn’t been previously linked to WhatsApp to avoid spam (and deliverability) issues.
• For virtual numbers, pick a provider that supports WhatsApp Business registration — including SMS or voice verification.
• Use virtual numbers to establish a local presence in different countries and stick to one number per country or region to keep things organized.
• For landline or virtual numbers, set up call forwarding so customers who call your WhatsApp number still reach you.

Connect with customers better using WhatsApp Business API — and Gallabox

Picking the right WhatsApp Business number matters quite a bit, as each type works differently. Mobile SIMs are quick and easy to set up, toll-free numbers give customers a “free” way to reach you, and virtual numbers offer flexibility and help connect with your existing tech stack.

But a WhatsApp Business number is just one factor. The Business Solutions Provider (BSP) you choose will also influence your overall experience — especially when it comes to scaling. 

And for that, we recommend trying Gallabox. Trusted by over 10,000 businesses globally, Gallabox gives you everything you need to stay in touch with customers throughout their lifecycle — from lead to customer and beyond. 

• Lead capture: Use AI-powered chatbots to instantly engage (and qualify) prospects, answer FAQs, and collect contact info — so no lead slips through the cracks.
• Nurturing: Set up drip campaigns with personalized messages to guide leads through their buyer journey, building trust and interest over time.
• Customer support: Enable your team to collaborate seamlessly on queries, handle orders, and offer quick resolutions — all in one shared team inbox.
• Retention: Send automated updates, reminders, and follow-ups with WhatsApp flows so customers are engaged throughout.

But you don’t have to take our word for it. Sign up for a free 14-day trial and see for yourself how Gallabox can help transform WhatsApp into your customers’ most-frequented communication channel.

FAQs on WhatsApp Business number

1. How is a WhatsApp Business number different from a personal WhatsApp number?

A personal WhatsApp account can only be linked to a mobile SIM. A WhatsApp Business account, on the other hand, is way more flexible. 

If you’re using the standard WhatsApp Business app, you can connect a mobile SIM, virtual number, or even landline number. WhatsApp Business API also allows you to use toll-free numbers. 

2. Can multiple users access a WhatsApp Business number?

Yes, multiple users can access a WhatsApp Business number, but how it works depends on whether you're using the WhatsApp Business app or the WhatsApp Business API, and the type of number.

• WhatsApp Business: Supports one phone number, though up to five devices can be linked to the account.
• WhatsApp Business API: Allows multiple numbers (mobile, landline, toll-free, virtual) and supports multi-user access. And even though they’re part of the same account, each phone number will have its own Quality Rating and Messaging Limit.

3. Can I change my WhatsApp Business number later?

Yes, you can change your WhatsApp Business number at any time, but the process differs depending on whether you're using the WhatsApp Business app or the WhatsApp Business API.

Also, on the WhatsApp Business app, you can choose whether to notify individual customers about the change, but group chats will automatically be informed. And on WhatsApp Business API, you will need to notify your customers of the number change manually.

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