WhatsApp Business API Guide: How to Get Started Step by Step

WhatsApp Business API is the ultimate tool for businesses that need to scale their customer communications. Unlike the regular WhatsApp Business application, the API allows for automations, CRM integrations, intelligent chatbots and the management of thousands of simultaneous conversations. However, the setup process can be confusing for first-time users.

In this complete guide we explain step by step how to set up the WhatsApp Business API, from the prerequisites to sending your first message. Whether you choose Meta's direct Cloud API or work with a BSP (Business Solution Provider) like Aurora Inbox, here you will find everything you need to know.

What is WhatsApp Business API and why do you need it?

WhatsApp Business API is a programming interface that allows medium and large companies to integrate WhatsApp into their communication systems. Unlike the free WhatsApp Business app, the API offers:

• Multiagent: Several agents can attend conversations from the same number.
• Advanced automationChatbots, automated responses and conversational flows.
• IntegrationsCRM, ERP, e-commerce platforms and more.
• Massive messagesSending notifications and bells to contact lists with approved templates.
• ScalabilityHandling of thousands of simultaneous conversations without limitations.
• Metrics and analyticsDetailed delivery, reading and response reports.

If your business receives more than 50 messages per day, needs to automate responses or requires multiple agents to answer from a single number, the API is the right solution.

Prerequisites for setting up the WhatsApp Business API

Before starting the configuration process, make sure you meet these requirements:

Checklist

• Facebook Business Account (Meta Business Suite)You need a verified business account in Meta.
• Verified businessYour company must pass the Meta verification process with legal documentation.
• Dedicated phone numberA number that is NOT currently registered on WhatsApp or WhatsApp Business.
• Active websiteA functional website that represents your business.
• Legal documentationCommercial Registry, RUT, NIT or equivalent document of your country that proves the legal existence of your company.
• Business emailPreferably with your own domain (not Gmail or Hotmail).
• Privacy PolicyA privacy policy posted on your website.
• Compliance with Meta's policiesYour business must not belong to restricted categories (weapons, tobacco, adult content, etc.).

About the phone number

This is a critical point that many overlook. The number you use for the API:

• Cannot be linked to any personal WhatsApp account or WhatsApp Business App.
• Must be able to receive calls or SMS for verification.
• It can be a landline number (verification will be done by call) or a mobile number.
• Once registered in the API, you will not be able to use that number in the regular WhatsApp app.

We recommend that you purchase a new number dedicated exclusively to the API. This avoids conflicts and loss of conversation history.

Step 1: Create an account in Meta Business Suite

The first step is to have a business account on Meta (formerly Facebook Business Manager).

1. Enter to business.facebook.com.
2. Click on Create an account.
3. Enter your company name, your name and business email address.
4. Fill in your business information: address, website and contact phone number.
5. Confirm your email address.

If you already have a Facebook Business Manager account, you can use it directly. Make sure you have administrator permissions.

Important tips

• Use the legal name of your company, not an informal name.
• Make sure the information matches your legal documents.
• Do not use personal accounts to manage the business account.

Step 2: Verify your business in Meta

Business verification is mandatory to access the WhatsApp API. This process confirms that your company is a real legal entity.

1. In Meta Business Suite, go to Configuration > Security Center > Business verification.
2. Enter your company's legal data: registered name, fiscal address and registration number.
3. Upload the required documentation:
   • Certificate of commercial registration or incorporation of a company.
   • Utility bill in the company's name.
   • Corporate bank statement.
   • Recent tax returns.
4. Meta will review your application within 1 to 5 business days.
5. You will receive a notification by mail with the result.

Documents accepted by country

• MexicoArticles of Incorporation, tax status certificate from SAT.
• ColombiaChamber of Commerce, RUT.
• ArgentinaProof of CUIT, corporate bylaws.
• ChileCertificate of incorporation, certificate of the SII.
• PeruRUC file, public deed.
• SpainArticles of Incorporation, Tax Identification Number (CIF).

Step 3: Choose between Cloud API direct or a BSP

Here you have an important decision to make. There are two ways to access the WhatsApp Business API:

Option A: Cloud API direct from Meta

Meta offers direct access through its Cloud API. This option is free in terms of infrastructure (you only pay per conversation).

Advantages:

• No additional infrastructure costs.
• Direct access to the latest features.
• Official Meta documentation.

Disadvantages:

• Requires advanced technical knowledge.
• You must develop your own user interface.
• Limited Meta support for configuration.
• You need a dedicated development team.

Option B: Use a BSP (Business Solution Provider)

A BSP such as Aurora Inbox provides the infrastructure, user interface and technical support necessary to use the API without technical complications.

Advantages:

• Guided and quick configuration.
• Ready-to-use visual interface (shared inbox, chatbots, etc.).
• Specialized technical support.
• Additional functionalities such as integrated CRM, AI chatbots and advanced analytics.
• You don't need a development team.

Disadvantages:

• Monthly cost for the BSP platform.
• Dependence on the supplier for updates.

For most companies, especially those without a dedicated technical team, working with a BSP like Aurora Inbox is the most efficient and fastest way to be operational.

Step 4: Register your phone number

Once your business is verified, it is time to register the phone number on the WhatsApp Business platform.

If you use Cloud API direct:

1. In Meta Business Suite, go to the section of WhatsApp in the left panel.
2. Select Start and follow the configuration wizard.
3. Enter the phone number you wish to register.
4. Select the verification method: SMS or phone call.
5. Enter the verification code received.
6. Configure your business profile: display name, category, description and profile picture.

If you use Aurora Inbox as BSP:

1. Log in to your Aurora Inbox account.
2. Go to Configuration > Channels > WhatsApp.
3. Follow the integrated wizard that will guide you through the entire Meta process.
4. Aurora Inbox automatically manages the registration and technical configuration.
5. In minutes you will have your number ready to operate.

Step 5: Obtain API access

For Cloud API direct:

1. Access to developers.facebook.com.
2. Create a new application of type Business.
3. Add the product WhatsApp to your application.
4. Generate a permanent access token from the system configuration.
5. Write down your Phone Number ID and WhatsApp Business Account ID.
6. Configure the webhook to receive incoming messages.

For Aurora Inbox:

The process is transparent. Aurora Inbox handles all the technical configuration of the API in the background. Once your number is connected, the API is ready to use through the platform without the need to touch code.

Step 6: Send your first message

With the API set up, it's time to send your first message. It is important to understand that WhatsApp Business API has two types of messages:

• Session messages: Responses within a 24-hour window from the last message from the customer. They are free of charge in most cases.
• Template messagesMessages initiated by the company outside of the 24-hour window. They require prior approval from Meta and have a cost per conversation.

Send a test message with Cloud API:

curl -X POST "https://graph.facebook.com/v17.0/TU_PHONE_NUMBER_ID/messages" \
-H "Authorization: Bearer TU_ACCESS_TOKEN" \
-H "Content-Type: application/json" \
-d '{
  "messaging_product": "whatsapp",
  "to": 'NUMBER_DESTINATION',
  "type": 'template',
  "template": {
    "name": "hello_world",
    "language": { "code": "en" }
  }
}'

Send a message from Aurora Inbox:

Simply open the inbox, select a contact and type your message. The platform takes care of all communication with the API.

Step 7: Create message templates

Templates are essential for initiating conversations with customers. Each template must be approved by Meta before it can be used.

Template categories:

• MarketingPromotions, offers, product launches.
• UtilityOrder confirmations, shipping updates, appointment reminders.
• AuthenticationOTP codes, two-step verification.

Best practices for approval:

1. Specified: Clearly indicates the purpose of the message.
2. Use variables correctly: Brand with {{1}}, {{2}} dynamic fields.
3. Avoid ambiguous contentDo not use language that could be interpreted as spam.
4. Includes deregistration optionEspecially in marketing messages.
5. Do not mention other platformsAvoid references to Telegram, Signal or other competitors.

Example of a utility template:

Hello {{1}}, your order #{2}} has been shipped.
You can track it here: {{3}}
Estimated delivery time: {{4}}}

Thank you for your purchase.

Step 8: Connect to your management platform

The last step is to integrate the API with the tools you already use in your business.

Common integrations:

• CRMHubSpot, Salesforce, Zoho.
• E-commerce: Shopify, WooCommerce, Magento.
• Helpdesk: Zendesk, Freshdesk.
• AutomationZapier, Make (Integromat).
• All-in-one platformAurora Inbox (CRM + shared inbox + chatbots + API).

With Aurora Inbox, all of these features are natively integrated, eliminating the need for multiple tools and complex configurations.

WhatsApp Business API Cost Breakdown

Understanding the cost structure is critical to planning your budget.

Conversation pricing model (2024-2025):

Meta charges for 24-hour conversationnot by individual message:

Category	Approximate price (USD)
Marketing	$0.035 – $0.080
Utility	$0.020 – $0.050
Authentication	$0.030 – $0.060
Service (customer-initiated)	Free of charge

*The first 1,000 service conversations per month are free of charge.

Prices vary according to the recipient's country. See Meta's official table for exact prices in your region.

Additional costs to be considered:

• BSP (if applicable)Monthly plans that vary according to the provider and functionalities.
• Development (if using direct Cloud API)Technical equipment costs for development and maintenance.
• Phone number: Cost of the dedicated number if you purchase a new one.

Common reasons for rejection and how to avoid them

Many companies face rejections in the template verification or approval process. Here are the most frequent causes:

Rejection of business verification:

1. Inconsistent information: The data in Meta does not match the documents. Solution: Verify that the name, address and numbers match exactly.
2. Illegible documentation: Blurred images or incomplete documents. Solution: upload high resolution and complete documents.
3. Non-functional website: The website does not load or has no company information. Solution: Make sure you have an active website with visible contact details.
4. Restricted categoryYour business belongs to a non-permitted industry. Solution: review Meta's business policies before applying.

Rejection of message templates:

1. Generic contentToo vague templates like "Hello, we have an offer for you". Solution: be specific about the offer or information.
2. Lack of variables: Use completely static texts without customization. Solution: include at least one variable.
3. Hook contentExaggerated promises or false information. Solution: be honest and transparent.
4. Excessive pressureArtificial urgency language such as "LAST CHANCE". Solution: use a professional and respectful tone.

How Aurora Inbox simplifies the whole process

Aurora Inbox is an official WhatsApp BSP that takes the technical complexity out of the setup process. With Aurora Inbox you get:

• Guided configuration in minutesA step-by-step wizard that takes you from verification to sending your first message.
• Shared inboxMultiple agents attending from the same number with intelligent assignment.
• Chatbots with artificial intelligenceAutomates frequent responses and qualifies leads without human intervention.
• Integrated CRMManage contacts, sales funnels and follow-ups from the same platform.
• Pre-approved templatesAccess to a library of optimized templates for higher approval rates.
• Advanced analyticsPerformance metrics, response times and customer satisfaction.
• Support in EnglishSupport team that accompanies you throughout the configuration process.

Instead of spending weeks on technical setup, with Aurora Inbox you can be up and running in less than 24 hours.

Frequently Asked Questions (FAQ)

1. How long does the whole process of setting up WhatsApp Business API take?

The total time depends on the chosen method. With Cloud API direct, the process can take 1-3 weeks considering business verification (1-5 days), technical development (1-2 weeks) and template approval (24-48 hours). With a BSP like Aurora Inbox, you can be up and running in 24-72 hours, as the verification process is streamlined and the technical setup is immediate.

2. Can I migrate my current WhatsApp Business App number to the API?

Yes, it is possible to migrate your number, but you must keep in mind that you will lose your conversation history from the app. The process requires deleting the WhatsApp Business App account first and then registering the number in the API. We recommend you to inform your contacts before the migration and consider using a new number to avoid service interruptions.

3. What happens if my business verification is rejected?

If your verification is rejected, Meta will notify you why. You can correct the information and resubmit the application. The most common reasons are inconsistent or illegible documentation. There is no limit to the number of attempts, but each review can take between 1 and 5 business days. With Aurora Inbox, our team advises you on the correct documentation before submitting the application, significantly reducing the chances of rejection.

4. How many messages can I send per day with WhatsApp Business API?

WhatsApp Business API has tiered messaging limits. New accounts start with a limit of 250 company-initiated conversations in 24 hours. As you maintain good quality (no spam reports), your limit increases progressively: 1,000, 10,000 and finally unlimited. Response messages within the 24-hour window are unlimited. It is important to maintain a high quality rating in order not to see your limits reduced.

Does the WhatsApp Business API work for small businesses or only for large companies?

WhatsApp Business API is viable for businesses of all sizes. Thanks to providers like Aurora Inbox that offer affordable plans, even small businesses can take advantage of API benefits: multiple agents, basic automations, integration with sales tools and bulk messaging. The key is to evaluate whether your message volume justifies the investment. If you receive more than 50 messages per day or need multiple team members to handle WhatsApp simultaneously, the API is the right choice no matter the size of your company.

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Setting up the WhatsApp Business API doesn't have to be a complicated process. With the right guidance and the right tools, any business can harness the power of the API to transform their customer communication. If you prefer a quick and uncomplicated technical path, Aurora Inbox is ready to help you take the first step.