WhatsApp Business Set Up - 2023 Guide

WhatsApp is the world's most widely used messenger app and is not only used privately, but also increasingly by companies. With WhatsApp Business, companies have access to a version of the app that is specifically tailored to the needs of businesses.

In this article, you'll learn how to set up and make the most of WhatsApp Business to improve your customer communications. You will also find the instructions for setting up the WhatsApp desktop app in this article. This will allow you to use WhatsApp Business on your desktop PC or laptop.

‍

Instructions: Set up WhatsApp Business

‍

Step 1: Download the WhatsApp Business App

To use WhatsApp Business, you first need to download the app and install it on your smartphone. You can do this either from the Google Play Store (for Android users) or the Apple App Store (for iPhone users).

‍

Step 2: Register your company

After you install the app, you need to accept the terms of use and then register your business by providing your business phone number. Make sure you use the number that is available to the public so that your customers can reach you via WhatsApp Business. By the way, you can also use a landline number for this purpose.

‍

Step 3: Configure your WhatsApp company profile

Once you have registered your business, it's time to configure your WhatsApp business profile. Add a profile picture, enter a description of your business and make sure to include all the important information like your opening hours and contact information. You can also select the business category and add a WhatsApp status.

Tip: For legal reasons, do not forget to link the imprint of your website in the description of your WhatsApp Business account. Even if this does not make the use of WhatsApp Business GDPR-compliant you can save yourself some legal problems by having an imprint.

‍

Step 4: Receive and send the first messages

The basic setup is now complete. You can now use WhatsApp to streamline your customer communications and deliver world-class service to your customers.

‍

Step 5 (optional): Automate your messages

WhatsApp Business offers a variety of tools to help you better reach and engage your customers. One of these features is the ability to send automated messages, such as welcome messages or out-of-office notes. But beware: If you use the regular WhatsApp business app for marketing purposes, you are not only violating the GDPR, but also WhatsApp's terms of use. For this form of marketing, which is far superior to the email newsletter, it is better to use the WhatsApp API, which complies with the GDPR.

‍

Additional guide: Set up WhatsApp Business with the desktop app

WhatsApp Business is accessible via the desktop app in addition to the smartphone. This is available for both Windows and iOS devices. A separate desktop app for WhatsApp Business is not available, so it is the same WhatsApp app as for private users. WhatsApp Desktop is very similar to the web app, both visually and functionally, and has to be downloaded from the Microsoft Store or the App Store.

‍

Setup with Windows operating system

The Windows Desktop application is downloaded from the Microsoft Store. The desktop application works only with Windows 8.1 operating system or higher.

After the application has been downloaded, it has to be started and the setup process has to be performed. After a while, a QR code will appear here as well. The following steps must then be taken:
‍

● Open WhatsApp business app on smartphone

● Open the menu (Android) or the settings (iOS).

● Select "Add device" to open the QR code scanner

● Scan the QR code on the computer screen

‍

Setup with macOS operating system

WhatsApp Desktop can also be installed on Apple computers. The application can be downloaded from the App Store, and the setup is identical to the Windows app.

Download the application, launch it and perform the setup process. After a while, a QR code will appear. The following steps must then be taken:
‍

● Open WhatsApp business app on smartphone

● Open the menu (Android) or the settings (iOS).

● Select "Add device" to open the QR code scanner

● Scan the QR code on the computer screen
‍

This way WhatsApp Desktop is usable for enterprise customers on both Windows and macOS devices

‍

Reading tip: In our article "WhatsApp Business Desktop & Web Browser - How-to" you can learn how to set up WhatsApp Web in your browser.

‍

WhatsApp Business features

WhatsApp Business offers a wide range of features that are specifically tailored to the needs of businesses. Here are some of the most important functions at a glance:
‍

Automated messages: WhatsApp Business lets you set up automated messages to send out-of-office notes or welcome messages, for example.
‍
Quick answers: The "Quick answers" function allows you to answer frequently asked questions quickly and easily by storing predefined answers.
‍
Labels: Labels allow you to categorize your messages and thus keep track of them. Labels can be sorted by order type, payment status or priority, for example.
‍
WhatsApp Web and Desktop: With WhatsApp Web and the WhatsApp Desktop app, you can also use WhatsApp Business on your desktop for a more convenient way to reply to messages.
‍

These features make WhatsApp Business a powerful tool for customer communication. Not only will it save you time, but it will also help you increase customer satisfaction by responding to requests quickly and effectively.

‍

Fix the disadvantages of WhatsApp Business with the WhatsApp API interface

Even though WhatsApp Business may be a practical solution for many companies, there are unfortunately still some problems.

Neither the app nor the desktop or web application of WhatsApp Business comply with the applicable European General Data Protection Regulation (GDPR) without the use of an API interface.

Reading tip: In our article "WhatsApp Business GDPR" we have summarized all background information and explain why WhatsApp Business is not compatible with the GDPR.

Furthermore, the use of the WhatsApp Business App is currently limited to a maximum of 4 devices and 1 smartphone and the integration of automated solutions such as chatbots and the sending of newsletters is technically not feasible or violates the T&Cs and the GDPR.

The desktop app cannot be used by multiple accounts at the same time. This means that it is not possible to use a business WhatsApp account and a private WhatsApp account on one computer at the same time.

The WhatsApp Business versions on mobile, browser and desktop are generally much less powerful in terms of customer communication than WhatsApp via API solutions. If companies want to make their customer communication highly efficient and also GDPR-compliant through chatbots, ticketing systems, pre-formulated text modules, unlimited number of users and devices, integration of other communication channels, WhatsApp newsletter marketing and many other functions, there is no way around an API connection of WhatsApp Business.
‍

At Mateo, we are your messaging experts when it comes to customer communication. A few hundred of our customers already use Mateo and are enthusiastic about it. Our customers particularly appreciate the following advantages of Mateo:

‍

‍
Central user interface

In addition to WhatsApp Business API, Mateo bundles many other communication channels such as email, Instagram, SMS or Facebook Messenger in a central inbox. On the intuitive and clear user interface, you will find various helpful tools for particularly efficient customer communication. A web widget with the messaging channels you support is available for your customers for particularly easy contact.

‍

Custom Message Templates

Thanks to various message templates that can be created individually, the amount of paperwork is minimized and the efficiency of customer communication is increased. This means that personnel resources in the service area can be deployed elsewhere.

‍

With Mateo's WhatsApp API solution, newsletters can be sent in a GDPR-compliant manner. Due to the first-class open rate of 98% for WhatsApp messages, marketing can thus be carried out significantly better than via email or other channels.

‍

More positive Google reviews

With Mateo, you create an outstanding customer experience. Mateo can automatically request online reviews from your customers. The more reviews you have, the better you will be found on Google, for example. Reviews also create trust in your company.

‍

Privacy

Mateo's messaging tool is compatible with all German and European legally binding data protection requirements. If necessary, the software will be revised accordingly in the event of any changes to the law. For absolutely secure customer communication, all WhatsApp messages are encrypted end-to-end. All info on the GDPR when using WhatsApp can be read in this article.

‍

Scalability for all company sizes

The scalability of the messaging tool has been confirmed by the large number of companies already using Mateo with a high level of satisfaction. Whether customers have just a few employees or many hundreds, the software works smoothly and, depending on the package, with an unlimited number of end devices, users and phone numbers. The fact that Mateo significantly reduces the workload in the customer service area opens up new growth opportunities for many companies.

‍

Low cost provider for WhatsApp Business API

With an entry-level price of just 79 euros per month, Mateo is a cost-effective provider for WhatsApp Business API solutions on the German market. Combined with the integration of additional communication channels and various helpful tools, Mateo offers excellent value for money. Mateo's personal customer support assists companies with every step of the integration, ensuring very low barriers to entry.

WhatsApp Business setup - detailed instructions

Instructions: Set up WhatsApp Business