WhatsApp and Zapier Integration - How does it work?

Notifications about orders, shipping updates, and requests to verify data are common communication topics between companies and customers today. Typically, this information is sent via email. But in 2023, forward-thinking businesses will send these automated messages via WhatsApp - the most widely used communication channel in the world. But how is this possible when WhatsApp Business doesn't offer these features? The answer is Zapier.

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What is Zapier?

Zapier is a powerful software tool that lets you automate recurring tasks between different applications. With Zapier you'll be able to connect applications and create workflows without requiring extensive programming knowledge. This means that you can save time and resources by automating manual tasks and sharing data seamlessly between different platforms.

The way Zapier works is based on the concept of "Zaps". A Zap is an automated connection between two or more apps that uses a trigger and an action. The trigger is an event in one app that triggers the Zap, while the action is a task in another app that is executed in response to the trigger.

Zapier supports a wide range of apps and services, including e-commerce platforms like Shopify and WooCommerce, CRM systems like Salesforce and HubSpot, communication tools like Slack and Gmail, social media platforms like Facebook and Twitter, productivity tools like Trello and Google Sheets, and many more. With over 6,000 apps available, you can use Zapier to share data between your favorite tools and make your workflows more efficient.

Zapier's possibilities are almost limitless and depend on your creativity and the apps you want to integrate. For example, you can create Zaps to automatically send emails, enter data into spreadsheets, send notifications in messaging apps, schedule social media posts, and more. Zapier allows you to eliminate repetitive and time-consuming tasks so you can focus on more important tasks. Most interestingly, Zapier makes it possible to send automated WhatsApp messages when predefined events occur in other software applications.

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What are the advantages of a WhatsApp - Zapier integration?

Avoid manual and repetitive tasks

Companies that regularly have repetitive and time-consuming tasks can benefit from Zapier's features. For example, Zapier can automatically register contacts in Google Sheets and CRM platforms when your company receives a WhatsApp message. Any tech-savvy member of your team can set up triggers and actions on Zapier's user-friendly interface without any programming knowledge. Your business can focus on important tasks that drive results and avoid repetitive and time-consuming tasks!
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By automating the sending of WhatsApp messages on pre-defined events, you can deliver a customer experience that sets you apart from your competitors. You increase customer satisfaction and the likelihood of repeat purchases while reducing your workload.

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WhatsApp and Zapier use cases

Connect WhatsApp via Zapier to apps and business solutions your company uses every day and automate:

- Send order details: Automatically transfer order details from your e-commerce system to WhatsApp to inform customers about the current status of their orders.
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- Send order notifications: Notify customers about new orders received via WhatsApp to send them quick confirmation and important updates.
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- Inform customers about shipping updates: Automatically send shipping status and tracking information to customers to provide them with up-to-date information about the progress of their shipments.
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- Sending payment confirmations: Automatically send payment confirmations to customers via WhatsApp to immediately confirm receipt of payment.
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- Create support tickets: Capture incoming support requests via WhatsApp and automatically create support tickets in your help desk system to simplify the process and reduce response time.
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- Assign chats to sales reps: Route incoming WhatsApp messages to the appropriate sales reps to ensure customer inquiries are handled quickly and efficiently.
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- Register contacts in tables and CRM platforms: Automatically save new contacts generated via WhatsApp to spreadsheets or CRM platforms to collect information and support the sales process.
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- Requests for ratings and reviews: Automatically send requests to customers via WhatsApp to encourage them to submit positive ratings and reviews and collect the feedback.

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How do I link WhatsApp to Zapier and send automated messages?

Note: Direct linking of Zapier and WhatsApp is not possible at this time. The only way is to link Zapier with the software of a provider of the WhatsApp API interface, such as Mateo.

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Prerequisites:

There is an access to WhatsApp API interface, for example, through Mateo's professional messaging tool
You have access to a Zapier account with permission to edit zaps
You have formulated WhatsApp message templates for the intended use (e.g. an order confirmation), submitted them to Meta and got them approved

Requirements not met? We will be happy to support you! Simply write to us via our web widget or arrange a free consultation appointment.
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All requirements met? Then you can start linking WhatsApp, Mateo and Zapier:
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Log in to Zapier
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Create a new "Zap" with the button in the left corner
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Select the "trigger" (e.g. Shopify → with each new order)
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Select the "Action" (e.g. Mateo → Send WhatsApp message template)
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Confirm the new Zap and make it live
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Congratulations! Fully automated WhatsApp messages are now sent. For example, customers receive an order confirmation and shipping information via WhatsApp for each new order.

Thanks to Mateo, you can integrate WhatsApp with Zapier. Without the WhatsApp Business API interface, linking is not possible.

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Best practices for Zapier & WhatsApp integration

To realize the full potential of WhatsApp paper integration, there are some best practices you should consider. Below are some tips to help you use the integration effectively:

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1. Define clear goals: Before you set up your automations, define clear goals and purposes for WhatsApp paper integration. Identify the areas where you want to benefit from automation and communication with WhatsApp.

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Select appropriate triggers and actions: Choose the right trigger and action elements for your Zaps. Think carefully about which events in other apps should trigger automation in WhatsApp and which actions should be performed in WhatsApp.

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3. test and monitor: Take time to test and monitor your Zaps. Make sure the automations are running smoothly and delivering the desired results. Check regularly that all zaps are executing as expected.

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4. observe data and privacy protection: Make sure you comply with data privacy policies and legal requirements. Ensure that sensitive data is handled and transferred securely, especially when it comes to customer information or personal data.

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5. Consider scalability: Plan your automations with future growth and scalability in mind. Make sure your Zaps are flexible enough to handle increasing demands and usage of WhatsApp and other apps.

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6. use existing Zap templates: Zapier offers a variety of pre-built Zap templates to help you get started. Use these templates as a starting point and customize them to meet your specific needs.

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By following these best practices, you can realize the full potential of WhatsApp paper integration and streamline your workflow. Experiment with different Zaps to find the ones that best fit your unique needs.

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Use the WhatsApp API with Mateo and connect over 6,000 apps thanks to Zapier

With the WhatsApp Business API, Mateo offers a solution to connect WhatsApp to more than 6,000 applications via Zapier, without programming skills.

Zapier supports thousands of widely used business software and applications. With Zapier you can create automated workflows and connect your Mateo Inbox (including WhatsApp) with widely used applications, such as:

HubSpot, Salesforce and Pipedrive
Gmail, Outlook and Slack
Google Sheets and Excel
Shopify and WooCommerce

Here you can find an overview of all applications that can be linked to Mateo through Zapier. If you have any questions, please feel free to contact us or book a free consultation appointment directly.

Mateo has much more to offer. Our customers particularly appreciate the following advantages:

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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.

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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.

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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.

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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.

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Privacy

Mateo's messaging tool is compatible with all German and European legally binding data protection requirements. If the law changes, the software will be revised accordingly. For absolutely secure customer communication, all messages are encrypted end-to-end. You can read all the info about the GDPR when using WhatsApp in our article"WhatsApp Business and GDPR". This will help you avoid the warnings, severe penalties and expensive legal costs that often occur in the event of non-compliance with the GDPR (= use of the standard WhatsApp Business app).

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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.

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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.

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WhatsApp and Zapier integration - How does it work? [July 2023]