How to Create a WhatsApp Business Chatbot (Step-by-Step Guide)

WhatsApp is one of the most popular messaging platforms in the world, with over 2 billion active users. With its easy-to-use interface, real-time communication, and cross-platform capability, WhatsApp is popular not just with family and friends but also between businesses and customers. In an ever-evolving digital communication realm, businesses are also turning to WhatsApp to offer a more personalized, responsive, and convenient experience for their users.

As customers are becoming more accustomed to the now digital world, instant replies and 24/7 contact are expected. This is where automation plays a significant role. The WhatsApp business chatbot is designed to help businesses automate customer interaction, in order to provide customer support and also push information to users with an interactive approach, all while staying on the app and within the medium that users are already using every day.

Here are the details on how to create a WhatsApp business chatbot. Let’s get started 🚀.

What is a WhatsApp Business Chatbot?

A chatbot is an automated software program that performs automated human-like conversations in WhatsApp. Whether answering FAQs, scheduling a meeting, gathering leads, or acting as a sales assistant, the chatbot can perform all these tasks automatically without human support. A chatbot behaves like a “super assistant” as it rests on the WhatsApp Business platform, and particularly integrates with WhatsApp Business API, so it empowers businesses to provide better customer support, sales, and engagement all on one of the world’s most popular messaging apps.

How is a WhatsApp Chatbot Different from Regular Chatbots?

Traditional chatbots tend to operate through websites, Facebook Messenger, or mobile apps, but WhatsApp Bots are created to operate within the WhatsApp interface. WhatsApp provides more structure than traditional social channels with its message delivery policy and requires businesses to get pre-approved for messaging and sending at scale. This adds security, personalization, and trust with customers.

The other major difference is the style of user engagement. WhatsApp users demand short, in-the-moment responses and highly personalized conversations. This suggests that WhatsApp chatbots should be inherently more intuitive and more suited for mobile than their conventional web-based counterpart.

Requirements Before You Start

Before getting started with creating your WhatsApp Business chatbot, it is important to have all of your preparations in place to make the configuration and integration more efficient. Regardless of whether you use a no-code chatbot builder or build a custom solution using the WhatsApp Business API, the following prerequisites will establish the foundation for successful chatbot deployment.

1. WhatsApp Business Account

To create a chatbot for WhatsApp, you’ll need an active WhatsApp Business Account. This account acts as the foundation for all your interactions and automations. It differs from the regular WhatsApp app and is designed specifically for businesses to communicate with their customers.

✅ Tip: If you’re aiming to scale or access more features (like automation, message templates, and integration capabilities), consider registering for the WhatsApp Business API through an official provider.

2. Verified Facebook Business Manager Account

Since WhatsApp is owned by Meta, integrating with the WhatsApp Business API requires a Facebook Business Manager account. You’ll need to verify your business and connect your WhatsApp number through Meta’s Business Settings. This verification step is crucial for establishing your business identity and unlocking full chatbot capabilities.

3. Dedicated Business Phone Number

You must have a dedicated phone number that hasn’t been previously linked to a personal WhatsApp or WhatsApp Business App. This number will be associated with your chatbot and should ideally be used only for business-related messaging.

4. Clear Customer Communication Goals

What do you want your chatbot to do? Before building, define your chatbot’s main objectives:

• Do you want it to handle common customer questions?
• Will it assist in sales and lead generation?
• Is it meant to provide 24/7 customer support?

Knowing this will help you design an effective chatbot flow and choose the right platform.

5. Chatbot Platform or Development Resources

Depending on the method you choose:

• If you prefer no-code tools, select a WhatsApp chatbot platform like Twilio, WATI, or Zoko that supports drag-and-drop design.
• If you’re going the custom development route using the WhatsApp Business API, you’ll need access to developers or a software team familiar with chatbot frameworks, API integrations, and possibly Shopify or CRM tools.

6. Message Templates (for Business API Users)

If you plan to use the WhatsApp Business API, you’ll need pre-approved message templates to initiate conversations. These templates must follow WhatsApp’s messaging policies and are typically used for sending notifications, order confirmations, reminders, or customer service prompts.

7. Compliance with WhatsApp Policies

WhatsApp has strict guidelines to protect users from spam and poor experiences. Ensure your chatbot:

• Clearly informs users they’re interacting with a bot
• Offers a human agent fallback when necessary
• Allows users to opt-out or stop messages easily

8. Integration-Ready CRM or E-commerce Tools

To get the most out of your WhatsApp chatbot, it should integrate with your existing tools, such as:

• CRMs (like HubSpot, Zoho, or Salesforce)
• E-commerce platforms (like Shopify or WooCommerce)
• Lead capture systems or marketing automation tools

Step-by-Step Guide: Building a WhatsApp Business Chatbot (No-Code Tool Example)

Building a WhatsApp Business chatbot is easier than ever because of the emergence of no-code platforms. With these tools, you no longer have to deal with complicated code. You can build, test, and deploy your chatbot with just a few clicks. Here is a step-by-step guide on how to build a WhatsApp chatbot for your business – no developer necessary.

1. Set Up Your WhatsApp Business Account

Before anything else, you need to create and verify your WhatsApp Business Account. This is your official identity on WhatsApp and will be the base for your chatbot.

• Go to Meta Business Manager
• Verify your business details
• Link your business phone number (make sure it’s not already in use with the regular WhatsApp app)
• Connect your WhatsApp Business API via an official provider

💡 Pro Tip: If you’re using a cloud-based communication solution like Dialaxy, you can manage your business number more effectively and integrate VoIP features alongside WhatsApp chat, helping centralize your customer communications.

2. Choose a Chatbot Platform

Select a no-code chatbot builder that supports WhatsApp integration. Some of the top tools include:

• Dialaxy
• Twilio
• 360dialog
• Zoko

Look for features like:

• Drag-and-drop flow builder
• WhatsApp API support
• CRM or e-commerce integrations
• Multi-agent support

These platforms usually partner with WhatsApp-approved Business Solution Providers (BSPs), so you can directly set up and connect your account within the platform.

3. Design the Chatbot Flow

Once your platform is ready, it’s time to create your chatbot’s conversation flow. Start by mapping out what your chatbot will do:

• Answer frequently asked questions
• Collect customer queries
• Guide users through product catalogs
• Generate and qualify leads
• Transfer to a human agent when needed

Use the platform’s visual editor to build decision trees, quick replies, buttons, and automated responses. Make sure the tone of voice matches your brand and the conversations feel natural.

🎯 Bonus: Integrating your WhatsApp bot with Dialaxy’s IP phone system allows for seamless transitions from text to voice calls. If a complex query arises, your chatbot can offer a “Call Now” option and instantly redirect to a live agent—enhancing your customer experience.

4. Automate and Integrate

Now bring your chatbot to life with automation and backend integrations.

• Connect your CRM to capture lead data in real-time.
• Sync with your Shopify store to handle order status or returns.
• Integrate with tools like Google Sheets, Zapier, or email marketing platforms for follow-ups and workflows.

Platforms like Dialaxy can also be linked here to route incoming calls, store conversation logs, and manage contacts efficiently from a single dashboard.

5. Test the Chatbot

Before going live, thoroughly test your chatbot in a sandbox environment or with test numbers. Look for:

• Broken message flows or loops
• Delays in response time
• Issues with integrations or redirects
• Natural language understanding (NLP) quality

Make sure your chatbot complies with WhatsApp’s policies, especially regarding opt-in consent and message types.

6. Go Live

Once everything is tested and polished, it’s time to publish your WhatsApp Business chatbot! After going live:

• Monitor user interactions and chatbot performance
• Collect feedback and tweak conversation flows
• Use analytics to improve conversion rates and engagement

With the right platform and integrations—like pairing your WhatsApp chatbot with Dialaxy’s VoIP services—you can create a seamless, multichannel communication experience that supports sales, support, and engagement 24/7.

Why Your Business Needs a WhatsApp Chatbot

A WhatsApp chatbot allows your business to provide instant 24/7 customer support, automate marketing, increase sales, and anything else you need in real-time conversations. Utilizing WhatsApp as an automated platform boosts your operational efficiency, saves time by automating repetitive questions while providing a very personalized experience through the platform your customers are already using every day. It’s a smart way to grow your support team with net-zero additional resources.

Here are more details on why your business should seriously consider implementing a WhatsApp chatbot.

1. 24/7 Customer Support Without Extra Staff

Hiring a full-time support team can be expensive, especially for small to mid-sized businesses. A WhatsApp chatbot acts as a virtual support agent, ready to handle customer queries anytime, even outside business hours.

• Instantly answers FAQs
• Handles multiple conversations at once
• Reduces support ticket volume

🧠 Smart move: A chatbot built on platforms like Dialaxy can even redirect complex cases to live agents through integrated VoIP calling, offering a seamless transition from chat to call.

2. Instant Response Leads to Higher Engagement

In the age of instant gratification, a delayed response could mean a lost customer. WhatsApp chatbots respond immediately, keeping users engaged and informed.

• Increases conversion rates
• Reduces bounce and drop-off
• Builds trust through consistency

Whether it’s a product inquiry or service-related issue, instant replies help capture leads before they move to a competitor.

3. Streamline Sales and Lead Generation

WhatsApp chatbots do more than just support—they can actively qualify leads, suggest products, and even complete transactions.

• Share product catalogs
• Collect lead data (email, phone, preferences)
• Schedule appointments or demos
• Send abandoned cart reminders

You can also integrate the chatbot with CRM tools and sales funnels. For instance, when integrated with Dialaxy, your chatbot can immediately assign qualified leads to your sales reps and trigger follow-up calls.

4. Personalized Conversations at Scale

With WhatsApp chatbots, you don’t have to sacrifice personalization for scale. These bots can:

• Address users by name
• Remember previous interactions
• Recommend products based on preferences

Using customer data smartly, your chatbot delivers conversational experiences that feel human, without needing a human behind every message.

🎯 Example: A customer who recently purchased a product can receive personalized care instructions or product recommendations via WhatsApp, increasing customer satisfaction and repeat purchases.

5. Integrates Seamlessly with Your Existing Tools

The real power of a WhatsApp chatbot lies in its ability to connect with your existing business systems:

• CRM software (like HubSpot or Zoho)
• E-commerce platforms (Shopify, WooCommerce)
• Payment gateways and marketing tools
• VoIP systems like Dialaxy for unified communication

This integration creates a centralized communication hub where all customer interactions—from voice to chat—can be tracked, managed, and optimized for better business decisions.

Best Practices for WhatsApp Business Chatbot

Introduce the Bot Clearly: Let users know they’re chatting with a bot and what it can help them with from the start.

• Enable Human Handoff: Always provide an option to talk to a human agent when needed, either through chat or call.

• Keep Messages Concise: Use short, clear responses with quick reply buttons or options to maintain smooth conversations.

• Personalize Responses: Address users by name and use previous interaction history to tailor the experience.

• Follow WhatsApp Policies: Use approved message templates and get user consent before sending proactive messages.

• Use for Support and Sales: Design chatbot flows for both answering queries and recommending products or services.

• Test and Improve Frequently: Monitor chatbot performance and make data-driven improvements regularly.

• Stay On-Brand: Maintain your brand’s tone and personality throughout all chatbot interactions.

• Use Rich Media: Add images, videos, PDFs, and buttons to enhance engagement and improve clarity.

• Make Opt-Out Easy: Always provide users a way to unsubscribe or stop receiving messages.

• Set Clear Expectations: Tell users what your chatbot can and cannot do at the beginning.

• Keep Language Conversational: Write like you’re chatting with a friend—natural and easy to understand.

• Use Automation Wisely: Avoid over-automation; balance with human interaction when necessary.

• Integrate with CRM or Tools: Sync chatbot data with CRMs or platforms like Dialaxy for unified customer insights.

• Respond Instantly: Ensure the bot replies quickly to prevent user drop-offs or frustration.

Conclusion

The ability to create a WhatsApp Business chatbot is no longer limited to tech behemoths or coding ninjas. With no-code platforms and robust APIs on the rise, small and mid-sized companies can take advantage of automation without tech expertise to enhance the customer experience, increase engagement, and streamline their operation.

Whether you want to provide 24/7 support, develop more leads, or give a simple, personalized conversational experience, a WhatsApp chatbot can be your powerful tool in the digital toolbox. Apps like Dialaxy make it a breeze with an integrated chatbot, VoIP capability, and CRM solutions that your company will already be using.

The time to get started is NOW. With the tools available today, a clear communication goal to reach, and a flow to plan, your WhatsApp chatbot could become the most trustworthy, high-performing team member your company has ever had.

FAQs

What is a WhatsApp Business chatbot?

A WhatsApp Business chatbot is an automated tool that interacts with customers via WhatsApp. It can answer FAQs, guide users through services or products, generate leads, and even connect them with live agents when necessary.

Do I need coding skills to build a WhatsApp chatbot?

Not at all. With no-code platforms like WATI, Twilio, or Zoko, you can build a WhatsApp chatbot using visual drag-and-drop tools—no programming required.

How much does it cost to set up a WhatsApp Business chatbot?

Costs vary depending on the platform and features. Some tools offer free trials, while others charge monthly based on message volume or user count. Integration with services like Dialaxy may add additional value with unified communication tools.

Can I use my personal WhatsApp number to create a chatbot?

No, you need a dedicated phone number that isn’t already linked to a personal or business WhatsApp account. This number will be registered with your WhatsApp Business API.

Is it possible to switch from a chatbot to a live agent?

Yes, and it’s a best practice. A good WhatsApp chatbot should offer the option to escalate to a human agent when needed. Platforms like Dialaxy even allow a smooth handoff to a live agent through VoIP or direct WhatsApp calls.