How to use WhatsApp Business: a step-by-step guide to set up your business in one afternoon
WhatsApp Business is WhatsApp's free app for businesses: it adds a business profile, a catalog, automatic greeting and away messages, quick replies, lists to organize customers and a short link with a QR code. This guide walks you through each tool in order, with simulators that show how it looks on the phone and a checklist that saves your progress.
Updated: October 9, 2026
What is WhatsApp Business?
It's a free WhatsApp app built for small businesses. On top of chatting, it gives you a business profile with address, hours and website, a product catalog, automatic greeting and away messages, quick replies, lists (labels) and a short link with a QR code.
What's the difference between WhatsApp and WhatsApp Business?
They're two different apps. WhatsApp Business adds tools to sell and serve: business profile, catalog, cart, automatic messages and quick replies. You can't use the same number on both apps at the same time, but you can move your account from one to the other.
What should I set up first in WhatsApp Business?
In this order: business profile, catalog, greeting message, away message, quick replies and lists. That alone makes you reply faster, look more professional and stop losing customers after hours.
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Before you start
WhatsApp and WhatsApp Business are different apps and you can't use the same number on both at once. If you serve customers from regular WhatsApp today, you can move your account to WhatsApp Business. If you ever go back, business-only features such as the catalog and collections don't transfer.
Your checklist: get WhatsApp Business ready today
Tick each step when you finish it: your progress is saved in this browser. Each item links to its tutorial with a simulator.
A tour of the Tools tab
Tap the steps or the highlighted row on the phone to move forward.
A tour of the Tools tab
Illustrative recreation based on the WhatsApp Help Center (checked October 9, 2026). Menus can vary by app version and country.
What's free and what costs money
| Feature | Cost | Detail |
|---|---|---|
| App, profile, catalog, cart | Free | The cart sends the order as a message; you arrange payment. |
| Greeting, away, quick replies, lists | Free | Set up under Tools. |
| Short link and QR code | Free | The link is created with your account; the QR comes from it. |
| Broadcast lists | Free | Only reach people who saved your number. |
| Business broadcasts (marketing messages) | Paid per delivered message | Also reach people who didn't save you; some countries only. |
| Ads that open WhatsApp | Your budget | Created from the app or Meta. |
| Meta Verified | Subscription | Badge, support and more devices; price shown in the app. |
| Official API (teams and automation) | Meta per-message rate + your platform | For several agents, AI and integrations. |
Limits worth knowing
- Up to 50 quick replies saved.
- Up to 20 labels (which WhatsApp is turning into lists).
- Up to 4 linked devices besides the phone; they log out if the phone isn't used for more than 14 days.
- Broadcast lists only reach people who saved your number.
- Your QR code default message allows 140 characters.
- If you connect Meta's AI agent, greeting and away messages are turned off.
When the app isn't enough
The app works very well for one person on one phone. These are the signs your business needs more:
- More than 4 people need to answer the same number, or you need to know who owns each chat.
- You lose sales at night or on weekends because nobody answers.
- You want to measure how many chats turn into sales and which ad they came from.
- You need WhatsApp connected to your store, payments or CRM.
That's what the official API is for. With ChatSales you connect your same number with coexistence (you keep using the app on your phone), your whole team works from one shared inbox, every deal moves through your pipeline and an AI assistant answers from your information.
Ideas to sell more on WhatsApp, in your inbox
What's new in WhatsApp and Meta, AI for business, sales and marketing, with verified data and ready-made templates. Free, no spam, unsubscribe in one click.
We'll email you to confirm. Read our privacy notice.
Sources
WhatsApp Help Center: business profile · quick replies · greeting messages · away messages · labels · linked devices · broadcast lists · QR code · WhatsApp and WhatsApp Business · AI and automatic messages. Checked October 9, 2026.
Frequently asked questions
Is WhatsApp Business free?
Yes, the app is free. Some features cost money, such as business broadcasts (marketing messages), ads and Meta Verified.
Can I use WhatsApp Business on my computer?
Yes. You link WhatsApp Web or the desktop app from your phone; you can have up to 4 linked devices besides the phone.
Can I have WhatsApp and WhatsApp Business on the same phone?
With different numbers, yes. With the same number you can't use both apps at the same time.
Do I lose my chats when I switch to WhatsApp Business?
WhatsApp lets you move your account information from WhatsApp to WhatsApp Business. Back up before you start.
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