WhatsApp Business API — Guide for Businesses [2025]

‍

‍

For good reason, the presence of companies on WhatsApp is becoming increasingly popular: The Opening rate 98% of promotional WhatsApp messages is clear higher than emails (approx. 20%) (Source: Aisensy.com). In an increasingly competitive market environment, companies must increasingly position themselves on platforms where consumers are already located. As can be seen in the diagram above, WhatsApp is one of them in particular - 87% of Germans use WhatsApp regularly. Since many users want to communicate with companies via WhatsApp, there are now over 50 million companies Told this route and available on WhatsApp (Source: Manager magazine). Which differentials It is there between the WhatsApp Messenger, WhatsApp Business, and the WhatsApp Business API There and what companies should choose, is explained in this article.

‍

‍

Summary: The most important information in brief:

• Die WhatsApp Business API Since 2018, has been offering companies a scalable, secure and GDPR-compliant way to use WhatsApp for customer communication and marketing — in contrast to the limited WhatsApp business app.
  ‍
• functions: Integration with CRM systems, automated messages, newsletter marketing, message templates, opt-in procedures, 24-hour service windows and full scalability.
  ‍
• expenses: Meta charges up to 11.31 cents per conversation in Germany, depending on the category (service, administration, authentication, marketing); there are also provider fees.
  ‍
• Data protection: Only the WhatsApp Business API meets GDPR requirements, as no private contact lists are read and metadata access is minimized. Make sure that your business solution provider is also GDPR-compliant.
  ‍
• furnishings: Access is via official business solution providers (e.g. hellomateo). Direct access to the API without a third party provider is reserved for very few large corporations.

‍

‍

What is the WhatsApp Business API?

For larger companies a secure, scalable and GDPR-compliant solution In August 2018, Facebook launched the WhatsApp Business API introduced. This application programming interface (API) allows companies to receive and respond to WhatsApp messages from their customers without being satisfied with the limited features of the WhatsApp Business app.

In contrast to the WhatsApp business app, the API itself comes without a user interface off. The API connects WhatsApp to a professional messaging tool, as offered by Hellomateo, for example. undertakings integrating the WhatsApp API endpoint in the softwares An official WhatsApp business solution provider. With its in-house software, Hellomateo offers corporate customers the appropriate integration into a clear user interface and also provides a variety of useful and value-adding functions:

• Integrations: Connect WhatsApp to via 6,000 software applications, such as your CRM system
• Automated messages: Order confirmations, shipping information, evaluation requests, reminders, etc. fully automated via WhatsApp to your customers
• WhatsApp newsletter: Highly effective marketing via WhatsApp, that is only possible with the API interface
• GDPR-compliant: In contrast to the traditional WhatsApp business app, the use of the WhatsApp API for companies is GDPR-compliant
• scalability: Unlimited number of users and devices with the WhatsApp API

‍

‍

What are the key features of the WhatsApp Business API?

To keep WhatsApp free from excessive advertising and spam, there are some restrictions that companies must consider when contacting users. Otherwise, messages via the API interface would be due to WhatsApp separate user interface completely unregulated. Since users should not be bombarded with promotional spam messages in the same way as with emails, Meta set some important rules.

‍

‍

Marketing with WhatsApp newsletters

Companies may promotional messages and marketing messages only as so-called”Promotional Messages“send. These are individually customizable Message templates, which must be approved in advance by WhatsApp. For example, customers can receive product suggestions based on their last order. Cold call messages and certain words or phrases that make the message sound too promotional are officially prohibited. In practice, companies have a relatively large amount of leeway when it comes to formulating their newsletter. Important customer information For example, order confirmations can of course anytime be shipped.
‍

‍

Consent (opt-in)

Messages can only be sent to users if they are a reply to a message from users acts or the person through a so-called Opt-In Actively agreed has received WhatsApp messages (for example, by entering a phone number and checking a box).

‍

‍

Service window for answers

When a user sends a request to the company via WhatsApp, the Response within 24 hours take place (“Customer Care Window”). As a result of customer inquiries therefore being answered quickly Become, does the increase user experience by WhatsApp users and contact (without opt-in) by the company is prevented.

Within the service windows does it work communications with WhatsApp Business The same How with the WhatsApp Messenger for private individuals. Messages with text, web links and emojis can be sent and, of course, images, videos and attachments such as PDF files can be shared in the chat.

Die automation In the form of chatbots, is within the service window permitted. However, the option of referring the user to a customer service representative must be available.

When that Service window closed is, users can only use a message template be contacted, not with an individual free text.

‍

‍

‍

Message templates

Message templates — including”Template Messages“called — make customer communication more efficient and faster. They enable companies to send standardized messages in seconds while still incorporating personalized content. For example, you can Order confirmations, payment requests, marketing newsletters and shipping information to ship. If your WhatsApp API provider diverse integrations provided for other software programs, this can even be done fully automatically.
‍

Key features of WhatsApp message templates:

• Dispatch from Order confirmations, marketing newsletters, payment requests, and shipping information
  ‍
• Opportunity to full automation with existing Software integrations (e.g. via your WhatsApp API provider)
  ‍
• Technical: Predefined Text strings with placeholders for personalized data (e.g. order numbers, prices, dates)
  ‍
• Obligation to permission own templates through WhatsApp (duration: up to 24 hours)
  ‍
• testing by WhatsApp, to prevent spam or unwanted content
  ‍
• Message template must be one of the three categories To be allocated: authentication, marketing, administration‍

‍

‍

Comparison table: These are the differences between WhatsApp, WhatsApp Business and the WhatsApp Business API

To keep track of these three variants of WhatsApp, all important information is summarized in the following table.
‍

‍

‍

How much does the WhatsApp Business API cost?

WhatsApp Business API offers significantly more features compared to WhatsApp Business and is therefore only available for a fee. A distinction must be made between the costs estimated by Meta and the fees charged by your WhatsApp API provider.

‍

Costs estimated directly by Meta

When it comes to the costs of the WhatsApp API, it is particularly important to distinguish Metas between entertainments, the initiated by user were, and conversations that initiated by the company were to understand. Meta defines these categories as follows (Source: Meta Platforms):

• Service: Conversation started by a customer Complete since 01.11.2024 free of charge (previously 6.79 cents).

• Administration: Entertainment that was initiated by the company and contains important information for the customer. For example, information about orders, transactions and customer accounts. Costs in Germany: 4.56 cents

• Authentication: A conversation initiated by the company that includes verification codes to access the customer account. Costs in Germany: 4.56 cents

• marketing: Entertainment that was initiated by the company and includes promotional messages such as product announcements or discount campaigns. Costs in Germany: 11.31 cents

Since all conversations initiated by the company can only be started with a message template, the division into categories is based on this message template. Here you can find the latest prices directly from Meta.

‍

‍

‍

Fees from your WhatsApp API provider

Monthly fee: Die monthly fee varies between the different WhatsApp API providers. additional options: Software providers usually charge additional fees for options such as multiple phone numbers, additional users, analyses and other functions. Be sure to pay attentionthat the WhatsApp API provider of your choice no additional charges per message requires. You should only pay the official meta fees per message!

Reading tip: In our article “How much does the WhatsApp Business API cost in 2026?” We have described all costs in detail.

‍

‍

WhatsApp Business and WhatsApp Business API GDPR compliance

Die WhatsApp business app is designed for small businesses, but unfortunately in many aspects Not with the GDPR regulations compatible.

Reading tip: In our article”WhatsApp Business GDPR“We have summarized all the background information and explain why WhatsApp Business is not compatible with the GDPR.

‍

Entrepreneurs are responsible for both collecting and processing personal customer data. Communication via WhatsApp is end-to-end encrypted, but not GDPR-compliant in the foreseeable future, as WhatsApp Business is still Access to metadata and contact lists has what makes use questionable from a data protection perspective. Only the WhatsApp Business API can be used in companies in a GDPR-compliant manner.

The WhatsApp Business API has a simple opt-in and opt-out and does not access the user's private phone book. Contact details cannot be read by Facebook or other third parties. There is also a transparent privacy policy and order data processing agreement. Accordingly, enables only the API interface For companies a GDPR-compliant use from WhatsApp Business in Germany.

Both the WhatsApp Messenger for private individuals as well as WhatsApp Business On the other hand, meet the high data protection requirements of European legislators not and are for customer communication not recommended.

‍

‍

Which companies can use the WhatsApp Business API?

The WhatsApp API is the perfect solution for companies that see WhatsApp as an important communication channel, comply with the applicable GDPR and want to use the messenger with multiple employees.

However, all companies that use WhatsApp Business must WhatsApp Commerce Policy comply. According to the trade policy, the following are industries and services from the use of all WhatsApp business products precluded:

• Alcohol, tobacco products and accessories
• Drugs and medicines
• Illegal products and services
• Unsafe dietary supplements
• Weapons, ammunition, or explosives
• and much more

Accordingly, companies must check in advanceWhether it's according to the Trading Policy are entitled to use WhatsApp Business or WhatsApp Business API and whether they use the messenger Terms of use be able to comply. Otherwise, there is a risk of blocking the WhatsApp profile.

‍

‍

How does setting up the WhatsApp Business API for businesses work?

‍

WhatsApp only grants direct API access to a few large corporations. For all other companies, access is via so-called Business Solution Provider — official partners of Meta (Facebook). It works in four easy steps:
‍

1. Set up a Facebook business account
   • If not yet available, the required Facebook business account must be created (helloMateo customers are supported by our support team)
   • Company data is stored and verified
     ‍
2. Select WhatsApp API provider
   • Selection of an official business solution provider (e.g. hellomateo)
   • Select a suitable package for your company from
     ‍
3. Set up API interface
   • Request a company phone number (if not available)
   • Technical setup of the API and integration into the hellomateo software
     ‍
4. Use WhatsApp API
   • Access via the user-friendly HelloMateo interface
   • All channels such as email, Instagram, SMS, and Facebook Messenger in one place
   • automated Sending messages and, if applicable, integrations furnish
   • With WhatsApp marketing significantly increase sales

‍

We at hellomateo are your messaging experts when it comes to customer communication. Hundreds of companies are already using hellomateo and are impressed. Our customers particularly appreciate the following benefits:
‍

‍

• ‍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.
  ‍
• 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.
  ‍
• Newsletter marketing: Send GDPR-compliant Newsletter via WhatsApp or SMS and benefit from opening rates of over 95%.‍
  ‍
• Assessment management: hellomateo can Automatically request online reviews from your customers, which boosts your Google ranking and trust in your company.
  ‍
• ‍Data protection: hellomateo meets all German and European Data protection requirements and offers end-to-end encryption for secure customer communication.
  ‍
• scalability: Our software is suitable for Businesses of all sizes and can be extended indefinitely depending on the package.‍
  ‍
• ‍Diverse AI features: Our AI agent can automatically answer customer inquiries in chat, answer calls, help with the formulation of messages and much more.
  ‍

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.