Schedule a WhatsApp business message - these options are available for companies [2025]

What are the benefits of scheduled messages in WhatsApp Business?

Scheduling WhatsApp messages offers businesses a wide range of benefits. Well-thought-out message planning can make communication more efficient and professional, especially for marketing, customer service and sales. Here are the key benefits:
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1. Saving time and efficiency

Companies can create messages in advance and send them out at set times. This saves time and ensures that important information automatically reaches the customer at the right time — without manual effort.

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2. Improved customer communication

Scheduled messages enable proactive communication. Companies can send regular automated reminders, important customer information, or offers without typing and sending them in real time. The messages can be formulated at any time and the sending time can be scheduled in advance.

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3. Higher engagement rates

By sending messages at strategically favorable times — for example when the target group is most active — opening and response rates can be optimized.

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4. Consistency in customer care

Reliable and consistent communication is particularly important in customer service. Scheduled messages can help inform customers about service hours, status updates, or follow-ups. This ensures that your customer communication always remains at a high level of quality.

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5. Ideal use for marketing and campaigns

Companies that use WhatsApp for marketing purposes can prepare campaigns in the long term and automatically run them out. This is a decisive advantage, particularly for seasonal promotions, events or product launches.

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6. Reduce human error

Sending messages manually always involves the risk of delays or errors. With scheduled messages, companies can ensure that their communication is error-free and on time.

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All of these benefits show why scheduling WhatsApp messages makes sense for companies. But there is a catch: WhatsApp Business does not inherently offer an integrated function for this.

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WhatsApp Business doesn't have a feature to schedule messages by default

Many companies that use WhatsApp Business lack the native feature to schedule messages in advance. While other platforms, such as email marketing tools or social media apps, offer an integrated planning option, this option is not integrated at all in the WhatsApp Business app.

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Why is there no scheduling feature in WhatsApp Business?

WhatsApp has a very strict approach when it comes to using its platform. The app is primarily designed for real-time communication, which means that the focus is on direct interaction. WhatsApp also wants to prevent companies from sending spam messages or unsolicited mass communication.

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What are the alternatives?

Despite the lack of a native planning function, there are various ways to still plan messages in advance:

1. Third party tools: There are various external software solutions that enable a planning function for WhatsApp Business. These are usually user-friendly and are well suited for smaller companies.
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2. WhatsApp Business Platform: WhatsApp's official API offers significantly more options, including automated and scheduled messages. It is ideal for larger companies, but requires a technical connection via the WhatsApp API interface

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Option 1: Schedule WhatsApp business message with simple workarounds

Since WhatsApp Business does not offer an integrated scheduling function, there are a few simple workarounds to still send messages with a time delay. These solutions aren't perfect, but they can be a practical interim solution for smaller companies or individual entrepreneurs.

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1. Skedit (Android only)

Skedit is an app that allows you to pre-schedule messages for various platforms, including WhatsApp. It allows you to write a message, set a time and send it automatically or with manual confirmation.

‍advantages:

• Easy setup without previous technical knowledge
• Free to use with basic functions

Disadvantages:

• Only works on Android
• The app must remain active in the background so that messages are sent
• Can't use official business features (such as templates or labels)

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2. Blueticks (Chrome extension, desktop only)

Blueticks is an extension for the Google Chrome browser that allows you to schedule WhatsApp messages via WhatsApp Web. Users can write a message, choose a time and the extension takes care of sending it.

advantages:

• Works directly on WhatsApp Web, no additional app required
• Enables easy scheduling of messages

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‍Disadvantages:

• The computer and browser must remain switched on
• Only works in combination with WhatsApp Web
• Can't be used with official WhatsApp business features such as quick replies or labels

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3. Apple shortcuts (shortcuts, only for iOS)

iPhones have an automation feature called “shortcuts,” which can be used to automate certain processes, such as sending messages. Users can create a predefined message and set a time when it should be sent.

advantages:

• No additional app required, as the function is integrated directly into iOS
• Sure as it's an official iPhone feature

Disadvantages:

• Does not work completely automatically — users must confirm the shipment
• Restricted functions as complex automations are not possible

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Conclusion on workarounds

These methods are easy ways to send WhatsApp business messages with a time delay. However, they are intended more for occasional use and quickly reach their limits. Especially for companies that want to implement regularly planned messages or larger marketing campaigns, these workarounds are not a long-term solution.

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Option 2: Schedule and automate a WhatsApp business message with the WhatsApp Business Platform

While workarounds such as Skedit or Blueticks offer only limited options, the WhatsApp Business Platform (also WhatsApp Business API called) a professional, scalable solution for companies. With this official WhatsApp interface, messages can not only be planned, but also sent completely automatically — without manual confirmation or opened apps.

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How does the WhatsApp Business Platform work?

The WhatsApp Business Platform is designed for companies that need professional and automatable customer communication and marketing via WhatsApp. Access is exclusively via WhatsApp partners with access to the API interface, such as hellomateo. This allows messages to be sent automatically at specific times or based on customer interactions, and there are also countless other use cases for companies.

This automation results in numerous application options. We'll look at the two most important scenarios below:

• Schedule WhatsApp marketing newsletters
• Plan customer information in advance in a targeted manner and send it automatically

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Schedule WhatsApp marketing newsletters

Companies that regularly communicate with their customers via WhatsApp are increasingly using WhatsApp newsletters as an alternative to classic email newsletters. Especially in marketing, targeted messages are crucial to reach the right target group at the optimal time.

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How does scheduling WhatsApp newsletters work?

With the WhatsApp Business Platform companies can create newsletters in advance and automatically send them out at a specific point in time. The planning process consists of three steps:
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1. Recipient segmentation
   
   • Customers can be segmented into groups based on interests, buying behavior, or previous interactions.
   • For example, only customers who are interested in certain products receive targeted offers.

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2. Creating the message
   
   • Companies can send their messages with Images, videos, buttons, and links design attractively.
   • The messages can be personalized, for example with the recipient's name or individual discount codes.

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3. Set the delivery time
   
   • Dispatch can be scheduled at a specific time or on specific days.
   • It is possible to run tests to find the best shipping time for maximum open rates.

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Benefits of newsletter planning with the WhatsApp Business Platform

• Automated and reliable shipping — Messages are sent exactly at the desired time.
• Personalization & targeting — Content can be customized.
• Higher open rates than emails — WhatsApp messages have a significantly higher read rate than classic newsletters.
• Legally compliant shipping — Opt-in processes can be used to ensure that only customers who have actively agreed to this receive messages.

The planned dispatch ensures that customers are informed at the right time without an employee having to send the message manually.

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Plan and automatically send customer information

In addition to marketing newsletters, the scheduled sending of customer-related information one of the most important functions of WhatsApp Business Platform. Companies can prepare personalized messages and send them automatically at the right time.
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‍What types of customer information can be planned?

Scheduled messages are particularly useful for:
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1. Appointment reminders & confirmations
   
   • Medical practices, hair salons, or auto repair shops can send automatic reminders of appointments.
   • example: “Hi Max, your hairdressing appointment is tomorrow at 15:00. If you need to cancel, reply with “cancellation” . ”

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2. Status updates & shipping notifications
   
   • Online shops can automatically inform customers about the shipping status of their order.
   • example: “Your order has just been shipped! 📦 Track your package here: [link]”

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3. Payment reminders & invoices
   
   • Companies can send customers a reminder of outstanding invoices.
   • example: “Reminder: The invoice for your order (#12345) is still pending. Please pay them by 10.03., to avoid reminder fees. ”

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4. Loyalty programs & customer loyalty
   
   • Automatic messages can invite customers to join a loyalty program or offer discounts after a purchase.
   • example: “Thank you for your purchase! 🎉 As a thank you, we'll give you a 10% discount on your next purchase. Redeem now: [link]”

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Benefits of planned customer communication

• Fewer missed appointments & payment delays
• Better customer experience through quick & personal updates
• Increasing efficiency through fully automated processes

The planned sending of customer-related information not only ensures smooth communication, but also usually results in direct sales increases: through better customer loyalty, increased customer satisfaction, Upselling and cross-selling and through targeted follow-up offers and reminders.

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Plan WhatsApp business messages in advance and use many other benefits with the WhatsApp Business Platform from hellomateo

With hellomateo and the WhatsApp Business Platform companies can inspire their customers with customer communication and marketing, maximize their sales and minimize internal workload. The VScheduling messages, integrations with thousands of other software applications, WhatsApp newsletter marketing, unlimited scalability and flexibility, automatic responses, GDPR compliance, etc. — the WhatsApp Business Platform has so much to offer. Just arrange a free consultationto find out all the details Our customers know the following benefits particularly appreciated:

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• ‍Central user interface: hellomateo combines WhatsApp Business Platform, email, Instagram, SMS and Facebook Messenger in one central inbox. The intuitive user interface includes various tools for efficient customer communication and saves you valuable working time.
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• integrations: With hellomateo, you can use WhatsApp in integrate over 6,000 software programs and fully automated Customer trips create with invitations, order confirmations, shipping information, invoices, and reminders.
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• Newsletter marketing: Send GDPR-compliant Newsletter via WhatsApp or SMS and benefit from opening rates of over 95%.‍
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• Assessment management: hellomateo can Automatically request online reviews from your customers, which boosts your Google ranking and trust in your company.
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• ‍Data protection: hellomateo meets all German and European Data protection requirements and offers end-to-end encryption for secure customer communication.
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• scalability: Our software is suitable for Businesses of all sizes and can be extended indefinitely depending on the package.‍
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• ‍Diverse AI features: Our AI agent can automatically answer customer inquiries in chat, answer calls, help with the formulation of messages and much more.
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Arrange a non-binding and free consultation and we'll show you how hellomateo covers your communication needs! Simply book an appointment here or write to us via our web widget.

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