WhatsApp Automation: For Business & Free Tools Use Cases

August 7, 2023

WhatsApp automation, with its immense popularity and widespread adoption, has revolutionized the way people communicate globally. Apart from its traditional use as a messaging app, WhatsApp has also become a powerful platform for automation, enabling businesses and individuals to streamline their processes and enhance productivity.

In this article, we will explore the fascinating world of WhatsApp automation, covering its definition, benefits, tools, and practical applications.

Table of Contents

What is WhatsApp Automation?

WhatsApp Business automation refers to the process of automating various tasks and interactions within the WhatsApp Business platform. WhatsApp Business is a specialized version of WhatsApp designed for businesses to communicate with their customers more efficiently. By leveraging automation tools and techniques, businesses can streamline their operations, save time, and provide better customer experiences.

what is whatsapp automation

Why Use WhatsApp Business automation?

Automated Messages

Businesses can set up automated messages to be sent to customers at specific times or in response to certain triggers. These messages can include greetings, order confirmations, shipping updates, appointment reminders, and more. Automated messages can help businesses deliver timely information and provide instant responses, even when human resources may not be available.

Quick Replies

WhatsApp Business allows the creation of predefined quick replies to frequently asked questions. This feature enables businesses to respond promptly to common queries without having to type out the same response repeatedly. Quick replies can significantly reduce response time and enhance customer satisfaction.


Integrating chatbots into WhatsApp Business enables businesses to handle a wide range of customer interactions automatically. Chatbots can be programmed to understand and respond to customer queries, provide product information, assist with order tracking, and even facilitate transactions. They offer personalized and interactive experiences, simulating human-like conversations while handling multiple conversations simultaneously.

CRM Integration

WhatsApp Business can be integrated with Customer Relationship Management (CRM) systems, allowing businesses to automate the management of customer data and interactions. This integration enables businesses to maintain a comprehensive view of customer interactions, track customer preferences and behavior, and deliver personalized experiences based on the gathered data.

Notifications and Alerts

Automation in WhatsApp Business allows businesses to send notifications and alerts to customers regarding important updates, offers, or events. For example, businesses can send notifications about flash sales, product launches, or changes in operating hours. These automated notifications keep customers informed and engaged.

Order Management

Automation in WhatsApp Business can be used to streamline order management processes. From receiving orders to sending order confirmations, tracking shipment status, and collecting feedback, businesses can automate various stages of the order fulfillment process. This automation enhances efficiency, reduces errors, and improves customer satisfaction.

Also Read: How To Integrate Your HubSpot CRM With WhatsApp


whatsapp automation business

How to Create WhatsApp Automation with WhatsApp Business App

WhatsApp Business automation provides businesses with the ability to scale their operations, handle customer inquiries more effectively, and provide a seamless experience to their customers. By automating routine tasks and leveraging chatbots, businesses can focus on building relationships, delivering personalized experiences, and driving growth.

Creating WhatsApp automation using the WhatsApp Business App involves a few steps. Here's a general guide to get you started:

  • Install WhatsApp Business App: Download and install the WhatsApp Business App on your smartphone from the Google Play Store (for Android) or the App Store (for iOS). The WhatsApp Business App is specifically designed for small businesses and is separate from the regular WhatsApp Messenger.
  • Set Up Your Business Profile: Launch the WhatsApp Business App and follow the on-screen prompts to set up your business profile. Enter your business name, add a profile picture, and provide relevant information such as your address, website, and business description. This information will help customers understand your business and contact you easily.
  • Enable Automated Messages: In the WhatsApp Business App, go to Settings and select Business Settings. Here, you will find the option for Automated Messages. Tap on it to configure automated messages. You can create predefined messages that will be sent automatically in response to specific triggers, such as greetings, absence messages, and quick replies to common questions.
  • Create Quick Replies: Quick replies allow you to save frequently used messages as shortcuts. To set up quick replies, navigate to Settings > Business Settings > Quick Replies in the WhatsApp Business App. Here, you can create shortcuts for commonly asked questions or messages. Whenever you type the shortcut keyword, the full message associated with it will appear, saving you time and effort.
  • Utilize Labels: Labels are useful for organizing and categorizing your conversations. You can create custom labels to sort chats based on different criteria, such as new customers, pending orders, or support inquiries. To apply labels, open a chat and tap on the three-dot menu in the top right corner, then select "Add Label" or create a new label directly.
  • Consider Using Third-Party Tools: While the WhatsApp Business App provides some basic automation features, you may also explore third-party tools and platforms that offer advanced automation capabilities like Eazybe Chrome Extension. These tools often provide features like chatbot integration, CRM integration, analytics, and more. Research and choose a reputable tool that aligns with your business needs.
  • Comply with WhatsApp's Policies: It's essential to adhere to WhatsApp's policies and guidelines when implementing automation. WhatsApp has specific rules to prevent spamming and ensure a positive user experience. Make sure you review and follow their policies to avoid any violations that could result in restrictions or penalties.

Remember, automation should be used judiciously and in a way that enhances customer experience. Balancing automation with human interaction is crucial to maintain personalized and authentic conversations with your customers.

Please note that WhatsApp's features and settings may vary over time, so it's recommended to refer to the official WhatsApp Business documentation and stay updated with the latest app versions for the most accurate instructions.

Also Read: 15 WhatsApp Business Description Templates


How to Create WhatsApp Automation with WhatsApp API?

Creating WhatsApp automation using the WhatsApp API involves a more advanced process and requires integration with the WhatsApp Business API. Here's a general guide on how to create WhatsApp API automation:

  • Understand WhatsApp Business API: Familiarize yourself with the WhatsApp Business API and its capabilities. The WhatsApp Business API allows businesses to programmatically send and receive messages, automate responses, and manage interactions with customers at scale.
  • Choose a WhatsApp Business Solution Provider: WhatsApp requires businesses to work with official WhatsApp Business Solution Providers (BSPs) to access and use the WhatsApp Business API. Research and choose a BSP that fits your requirements. Examples of BSPs include Twilio, MessageBird, and Infobip.
  • Set up an Account with a BSP: Sign up for an account with your chosen WhatsApp BSP. The BSP will guide you through the registration process, which often involves providing business information, verifying your identity, and agreeing to the terms and conditions.
  • Configure Your WhatsApp Business Profile: Once your account is set up, you will need to configure your WhatsApp Business profile. This includes providing details such as your business name, logo, description, and contact information. The BSP will guide you through the configuration process.
  • Integrate WhatsApp API with Your Systems: Work with your BSP to integrate the WhatsApp Business API with your existing systems or customer relationship management (CRM) software. This integration allows you to synchronize customer data, automate message sending, and manage conversations efficiently.
  • Develop Automation Flows: With the WhatsApp API integrated, you can create automation flows tailored to your business needs. For example, you can define automated responses to specific keywords, set up chatbots to handle common inquiries, or trigger messages based on certain events or actions.
  • Leverage Templates: WhatsApp requires pre-approved message templates for outbound notifications and alerts. You'll need to design and submit templates to WhatsApp for review and approval. These templates ensure compliance with WhatsApp's policies and maintain a high-quality user experience.
  • Monitor and Optimize: Regularly monitor your automated interactions and analyze performance metrics provided by your BSP or through your integrated systems. This allows you to refine your automation flows, improve response rates, and deliver better customer experiences.
  • Comply with WhatsApp Policies: Ensure that your automation practices comply with WhatsApp's policies and guidelines. This includes obtaining proper user consent, preventing spam, and adhering to message template rules. Violations can lead to restrictions or account suspension.

It's important to note that implementing WhatsApp API automation requires technical expertise and development resources. If you don't have in-house capabilities, consider working with developers or consulting professionals experienced in WhatsApp API integration.

Keep in mind that the exact steps and requirements may vary depending on your chosen BSP and WhatsApp's policies, so it's recommended to refer to official documentation and resources provided by your BSP for specific instructions and guidelines.

Also Read: How to Use One WhatsApp in Two Mobile with Same Number?


whatsapp automation with API

WhatsApp Automation: Message Templates For Businesses

Certainly! Here are a few example WhatsApp automated message templates for different industries:

  • E-commerce: Hello [Customer's Name], thank you for your purchase! Your order #[Order Number] has been received. We will notify you once it's shipped. If you have any questions, feel free to ask.
  • Hospitality/Hotel: Dear [Guest's Name], welcome to [Hotel Name]! We hope you have a pleasant stay. If you need any assistance or have any requests, please let us know.
  • Restaurant/Food Delivery: Hi [Customer's Name], thanks for choosing [Restaurant Name]! Your order #[Order Number] has been received. It will be ready for pickup/delivery in approximately [Estimated Time]. We appreciate your patience!
  • Healthcare: Dear [Patient's Name], this is a reminder for your upcoming appointment with Dr. [Doctor's Name] on [Date] at [Time]. Please arrive a few minutes early. If you need to reschedule, kindly let us know.
  • Travel/Tourism: Hello [Traveler's Name], your booking for the [Tour/Package Name] is confirmed! Get ready for an amazing adventure. We will send you further details and itinerary soon.
  • Fitness/Gym: Hi [Member's Name], we noticed you haven't visited the gym in a while. We miss you! Don't forget, regular exercise keeps you healthy and energized. Let us know if you need any assistance in resuming your fitness routine.

Remember to customize these templates to suit your specific business needs and brand voice. Ensure that the messages comply with WhatsApp's policies and guidelines, and make sure to follow any regulatory requirements specific to your industry or region.

Additionally, when implementing these templates, it's essential to consider integrating them with your automation system or chatbot platform to enable seamless and timely delivery of these messages to your customers.

Also Read: WhatsApp Chatbot For Business: Everything You Need To Know


 WhatsApp Automation tools

Free WhatsApp Automation Tool For WhatsApp Businesses

In the era of advanced communication tools, WhatsApp has emerged as a powerful platform for businesses to connect with customers. To unlock its full potential and streamline your WhatsApp interactions, let me introduce you to an incredible tool called Eazybe Chrome Extension. This tool offers a range of features designed to enhance your WhatsApp automation experience, making it a game-changer for businesses of all sizes.

  • Schedule Messages with Ease: Eazybe Chrome Extension simplifies the process of scheduling messages on WhatsApp. With just a few clicks, you can schedule messages to be sent at a specific date and time. This feature is incredibly useful for sending timely reminders, greetings, or promotional messages to your contacts without the hassle of manual sending.
  • Seamless CRM Integration: Efficiently managing your customer data is essential for effective communication. Eazybe Chrome Extension seamlessly integrates with popular CRM systems, allowing you to sync your WhatsApp contacts, conversations, and important details directly with your CRM. This integration ensures that your customer information stays up to date and easily accessible, enabling you to provide personalized experiences.
  • Empower Automation with ChatGPT: One of the standout features of Eazybe Chrome Extension is its integration with ChatGPT, a powerful language model. With ChatGPT, you can create intelligent and interactive automated messages that engage customers in natural and meaningful conversations. The tool leverages ChatGPT's advanced capabilities to handle complex queries, provide personalized responses, and automate various customer interactions.
  • Streamline Workflows with Message Templates: Eazybe Chrome Extension offers a simple and intuitive interface for creating and managing message templates. You can save frequently used messages as templates, enabling quick and consistent responses to common inquiries. These templates help you save time, maintain professionalism, and deliver prompt customer support.
  • Create Workspaces for Collaboration: Collaboration is key to successful business operations. Eazybe Chrome Extension allows you to create workspaces within WhatsApp, enabling teams to collaborate seamlessly. You can share conversations, assign tasks, and discuss strategies within these workspaces, streamlining teamwork and ensuring a unified approach to customer communication.
  • Real-time Analytics and Insights: Understanding the impact of your WhatsApp automation efforts is crucial. Eazybe Chrome Extension provides real-time analytics and insights, allowing you to track message delivery, response rates, and customer engagement. These metrics help you measure the effectiveness of your automated campaigns, identify areas for improvement, and make data-driven decisions.

Eazybe Chrome Extension is an amazing tool that revolutionizes WhatsApp automation. Its ability to schedule messages, integrate with CRMs, leverage ChatGPT for intelligent conversations, create message templates, and facilitate collaboration through workspaces makes it a must-have tool for businesses looking to enhance their WhatsApp interactions. Experience the power of Eazybe Chrome Extension and take your WhatsApp automation to new heights.

Also Read: How To Install Eazybe Chrome Extension


WhatsApp Automation FAQs

Q. What is WhatsApp automation?

A. WhatsApp automation refers to the process of using software tools and techniques to automate tasks and interactions on the WhatsApp platform. It involves leveraging features such as automated messages, chatbots, and integrations to streamline communication and enhance efficiency.

Q. What are the benefits of WhatsApp automation?

A. WhatsApp automation offers several benefits, including improved customer service, increased efficiency, enhanced lead generation, personalized messaging, streamlined sales processes, and the ability to handle large volumes of inquiries simultaneously.

Q. How can I automate messages on WhatsApp?

A. You can automate messages on WhatsApp by using tools and platforms specifically designed for WhatsApp automation. These tools allow you to schedule messages, set up automated responses, create chatbots, and integrate with customer relationship management (CRM) systems to streamline messaging processes.

Q. Can I use WhatsApp automation for my business?

A. Yes, WhatsApp automation is highly beneficial for businesses of all sizes. It helps optimize customer interactions, automate routine tasks, provide faster responses, and scale communication efforts. WhatsApp automation can be utilized in various industries, including e-commerce, customer support, sales and marketing, healthcare, and more.

Q. Are there any restrictions or guidelines for WhatsApp automation?

A. Yes, WhatsApp has guidelines and policies to prevent spamming and ensure a positive user experience. It is important to adhere to these guidelines when implementing WhatsApp automation. For example, you need user consent for sending messages, and there are restrictions on the types of content that can be sent using automated messages.

Q. Can I integrate WhatsApp automation with my CRM system?

A. Yes, many WhatsApp automation tools and platforms offer integration with popular CRM systems. Integrating WhatsApp with your CRM allows you to sync customer data, automate lead capture, track interactions, and provide a holistic view of customer interactions across different channels.

Q. How can I measure the effectiveness of my WhatsApp automation efforts?

A.  To measure the effectiveness of your WhatsApp automation, you can track metrics such as message delivery rates, response rates, engagement levels, conversion rates, and customer feedback. Many automation tools provide analytics and reporting features to help you evaluate and optimize your automation strategies.

Q. Is it possible to create custom chatbots for WhatsApp automation?

A. Yes, you can create custom chatbots for WhatsApp automation using platforms and tools that offer chatbot building capabilities. These chatbots can be programmed to understand and respond to customer queries, provide product information, facilitate transactions, and more.

Q. Is Whatsapp Worth It ?

A. There are several other messaging apps available, such as Telegram, Signal, and iMessage (for Apple devices). These alternatives may offer different features or privacy policies that align better with your preferences. Whether WhatsApp worth it's depends on your personal needs and preferences. Consider factors such as the user base, features, platform compatibility, cost, and privacy policies when making your decision.