Best Tools to Manage WhatsApp for Business in 2025

Are you concerned about being overwhelmed by the many messages flooding your WhatsApp?

You’re not the only one.

WhatsApp is one of the most popular ways for businesses to talk to their customers. With over 3 billion users worldwide, it’s a powerful platform.

That’s why Tools to Manage WhatsApp for Business is a smart choice to keep up with customers. These tools do more than just send messages. It helps in replying faster, sets up auto-replies, and even works better as a team. Curious about the best tools to manage WhatsApp for business in 2025?

Let’s take a look at the Best WhatsApp business tools for 2025, which make a big difference in running your business using WhatsApp.

What is the WhatsApp Business tool?

WhatsApp Business tools are special applications designed to enhance how businesses utilize WhatsApp chats. They help you to manage chats, connect with your CRM integrations, and much more.

These business tools go beyond what the basic WhatsApp Business App can provide to small enterprises. They provide automation, intelligent messaging, and features for larger teams.

What is WhatsApp marketing software?

WhatsApp marketing software helps you run marketing campaigns on WhatsApp. You can send messages to many people at once, organize your audience, and track results.

This type of software is among the most valuable tools for WhatsApp Business. It also offers scalability, tracking, segmentation, and multi-agent use of WhatsApp.

What makes it so powerful? Most of these tools are built on the WhatsApp Business API or the more advanced WhatsApp Marketing Business API. This means you can use auto-replies and chatbots, and track performance in real-time. It also helps to connect your customer information with CRM.

Why Should You Use a WhatsApp Business Tool?

Still wondering if it’s worth investing in a WhatsApp Business Tool? Let’s be honest, managing many chats and customer conversations on your phone alone is not easy. But using a WhatsApp tool can save time, improve support, and grow your business. There are many reasons to use WhatsApp as a marketing and business tool.

1. Faster Response Times

In the modern world, customers dislike waiting. They want quick answers to their questions, like details about a product or their delivery. With these tools, your team can respond more quickly, even outside of work hours.

Additionally, it offers features such as quick answer templates and automated responses. This increases customer satisfaction and makes your company seem more dependable.

2. Build Stronger Engagement with Smart Messaging

The days of monotonous, one-way messages are over. With WhatsApp’s modern business features, you can have real conversations with your audience.

This makes your business communication more genuine and helpful, exactly what your customers want.

3. Collaborate as a Team and Multi-Agent Access

Suppose multiple people on your team are trying to manage WhatsApp from a single phone. In that case, you know how messy things can get. Important messages might be missed, and customers could receive the same reply multiple times. This leads your team to end up with more frustration than productivity.

That’s why the best WhatsApp business tools let more than one person use the account. They also have features to assign chats and add notes, so your team can stay on the same page.

This means that your support and marketing teams can work together smoothly, which in turn boost sales. Everyone can handle the right chats at the right time, without any overlaps.

4. Automate the Routine Tasks

Answering the same questions repeatedly can become exhausting. But WhatsApp business tools can help you automate all of this with chatbots, auto-greetings, and workflow automation.

You can address common questions automatically, and when a real person is needed, the chat can be easily passed to an agent.

5. Smarter with WhatsApp Marketing Business API

You can create marketing campaigns that really connect with your audience using tools from the WhatsApp Business API.

These tools help you plan everything at the right time, send messages that fit your audience’s needs, and organize them into groups.

6. Easy CRM and App Integrations

Many of the best tools for businesses on WhatsApp offer seamless integrations. It comes with plug-and-play integrations for CRMs, help desk systems, and e-commerce.

This means that all your customer data, orders, and chats are linked, making it easy to follow up and make every conversation personal.

Top best WhatsApp business tool in 2025

Now that you know the benefits of using WhatsApp Marketing Tools, it’s time to choose the best platform for growing your company.

The top best WhatsApp business tools for instant messaging have been compiled for your company’s use. Let’s take a look.

Dialaxy: Best for Customer Calls and Messages

Dialaxy is one of the top WhatsApp business tools in 2025. Mainly, if you’re seeking a unified platform to manage both customer voice calls and chats. It’s perfect for businesses that want to go beyond text and other real-time communication with a personal touch.

Dialaxy combines powerful messaging tools and helpful features, providing businesses with everything they need in one place, eliminating the need to switch between different apps.

Key Features:

• Voice calls and WhatsApp messages in a single inbox
• Reminders and scheduling of calls
• Setting up chatbots and auto-replies for FAQs
• Comprehensive client profiles and history of interactions
• Connectivity with well-known CRMs and help desk applications
• Analytics to monitor team effectiveness and response time

Pros:

• It is simple to utilise, even by small groups
• It combines messages and calls in one location
• Excellent for follow-ups and customer service
• It allows for automation without being overcomplex

Ideal for:

Dialaxy is perfect for small to medium-sized businesses that need a simple way to manage both WhatsApp chats and voice calls.

It helps customer support teams and service-based businesses, such as clinics and consultants, that rely on quick and personal communication. Suppose your company requires a solid, one-stop shop. The WhatsApp business solution can simplify dialogue and scheduling.

Gallabox: Best for growing teams

Gallabox is an all-in-one platform that combines automation, collaboration, and customer engagement. It is designed to simplify and scale communication, making it one of the key WhatsApp business tools for businesses that want more than just messaging.

Gallabox helps you build meaningful connections, streamline your workflow, and drive better results through organized and automated communication.

Key Features:

• Multiple agents can manage customer conversations
• Organized contacts by behavior, custom tags, and activity
• Seamless connection with platforms to sync customer data
• Track key metrics like open rates, team performance, and response times in real-time.

Pros:

• Provides support staff with round-the-clock automation to effectively address routine client inquiries.
• WhatsApp solutions are explicitly designed for specific industries, including banking, financial services, and insurance (BFSI), healthcare, and travel.
• Businesses can enhance their communication strategy and gain a better understanding of customer behaviour by utilising advanced analytics.
• Personalised messages made possible by segmented broadcasting increase engagement and conversions.
• Streamlined business processes through smooth connections with Google Sheets, Facebook, HubSpot, Razorpay, Shopify, and more.

Cons:

• A feature-rich platform could be too much for beginners or small teams just getting started.
• Although support is prompt, some features may require assistance to be implemented appropriately.

Best for:

Gallabox is perfect for growing businesses that want to simplify and scale their customer communication. It’s beneficial for e-commerce brands, support teams, and industries such as travel or healthcare that require tailored WhatsApp workflows. If you’re looking for a tool that combines automation, personalization, and easy integrations, Gallabox is the solution.

Wati: Best for Customer Engagement

WATI is one of the top WhatsApp business solutions in 2025, featuring a powerful built-in CRM that helps businesses track customer conversations and provide customized support.

Click-to-WhatsApp advertisements enable businesses to drive traffic directly to their WhatsApp accounts, improving lead generation and customer engagement. Additional features include automated replies, message templates, and integration support for popular CRMs to streamline communication and sales processes.

Key Features:

• CRM Integration: For improved relationship management, keep track of sales, support tickets, and customer chats all in one location.
• Click-to-WhatsApp Ads: Direct visitors to WhatsApp to facilitate conversions and expedite consumer interaction.

• For speedy responses, automate frequently asked questions and utilise message templates.

•  Assign chats to various agents to facilitate team collaboration and communication management.

Pros:

• It is simple to use and easy to set up, even for businesses without a technical background.
• CRM and IVR features for boosting retention and managing customer interactions.
• Seamless integration with ecommerce and CRM platforms for streamlined workflow

Cons:

• A higher-tier plan is required for access to certain advanced features.
• The ability to be customised for companies with complex requirements is restricted.

Best for:

WATI is suitable for e-commerce websites, startups, and companies seeking to optimize customer engagement through WhatsApp marketing and support, utilizing a CRM system

Whappext: Best for Bulk Messaging

Whappext is an effective tool made specifically for companies that wish to use WhatsApp to deliver bulk messages. Whappext is ideal for providing promotions, managing marketing campaigns, and effectively notifying huge consumer populations.

Whappext ensures you stay within WhatsApp’s rules by utilizing the WhatsApp Business API to send messages directly to your clients. It makes it simple to handle and monitor these interactions at scale, whether you’re providing updates, personalised messages, or special offers.

Key benefits:

• Save time and effort by sending messages to multiple contacts simultaneously.
• Even when communicating in mass, ensure each recipient receives a message that is unique to them.
• For campaigns and promotions with a tight deadline, plan and schedule your messages for future delivery to ensure timely execution.
• Provides seamless, compliant communication at scale by integrating with the WhatsApp Business API.

Pros:

• It is perfect for businesses to personalize messages, making bulk communication feel more engaging.
• It helps in the easy scheduling of messages in advance for timely promotions.
• It ensures that bulk messaging stays compliant with WhatsApp’s guideless.

Cons:

• Setting up and integrating the WhatsApp Business API can be challenging for those new to the platform.
• It may be more than what small businesses want, and it is better suited for larger companies with high message requirements.

Best for: 

Whappext is ideal for businesses with a large number of customers, for marketing, or to send crucial news through WhatsApp. It’s actually very helpful for retail, real estate, and service businesses that want to send bulk SMS without compromising the personal touch.

Cooby: Best WhatsApp CRM Extension for teams

Cooby is a clever Chrome extension designed to enhance WhatsApp Web, transforming it into a mini-CRM within your browser. Arranging chats, adding notes, and setting reminders, all without ever leaving WhatsApp, helps bring order to the chaos.

This feature, created specifically for professionals who oversee client communications on a daily basis, is a valuable asset. Cooby transforms WhatsApp from a messaging app into a productivity tool if you’re sick of irregular follow-ups and missed messages.

Key Features:

• Sync WhatsApp conversations with different tools
• Add private notes to chats for context, without the customer ever seeing them
• Categorize conversations with custom tabs.
• Set follow-up reminders

Pros:

• Keeps your WhatsApp inbox manageable and well-organised.
• Ideal for service and sales teams that use WhatsApp on a daily basis.
• Lightweight, simple to start up, and requires no challenging onboarding.
• Aids in keeping track of discussions and preserving context among teams.

Cons:

• Only suitable with Chrome and WhatsApp Web on desktops.
• In addition to comprehensive WhatsApp marketing solutions, it may not offer sophisticated automated tools.

Best for:

If you’re a sales rep, account manager, or part of a small team using WhatsApp for work, Cooby is a great fit. It’s a smart and easy tool that helps you stay organized, follow up on time, and get more done, without having to switch to a new app.

How WhatsApp Business tools help your team work smarter

When you use the right tools to manage WhatsApp for business, you’re not just sending messages; you’re creating an organized, smooth, and collaborative space for the entire team.

Here’s how these features make everyday work easier and more efficient.

• Team members can leave notes within customer chats to ensure that context is maintained.
• Organized conversations will be facilitated by tagging them based on status, priority, or department. It’s a simple but powerful WhatsApp tool that keeps your inbox clean and manageable.
• This helps assign permission levels to team members based on their roles, thereby protecting customer data. With proper access controls, this improves daily processes while safeguarding client data.
• Your support, sales, and marketing teams can collaborate from a single location with WhatsApp’s top business solutions. It avoids message overlap and boosts productivity across departments.
• Using organized and automated WhatsApp tools, customers receive faster replies. This leads to a stronger relationship and a more professional brand image.

Common mistakes to avoid when choosing a WhatsApp business tool

Some of the common mistakes that need to be avoided when choosing a WhatsApp business tool are given below:

• Ignoring Integration Needs: Inefficiencies may result from failing to consider how the tool integrates with existing systems.
• Ignoring Scalability: You risk future limitations if you select a tool that doesn’t scale with your company.
• Ignoring User Training: Insufficient training can make it more challenging to use tools effectively.
• Concentrating solely on price may result in the loss of essential features and support.

Final Thoughts

In today’s digital world, WhatsApp is one of the most effective ways to communicate with customers. As your business grows, using just the app isn’t enough. You need the right tools to stay organized and keep things smooth.

WhatsApp Business tools can help with that, enabling you to collaborate more effectively with your team, send bulk messages, and configure auto-replies. Dialaxy is an excellent tool for handling both messages and calls in one place. It’s easy to use and perfect for growing teams.

The sooner you start, the sooner you’ll save time and grow your business, and it helps to keep customers happy.

FAQs

What is the WhatsApp Business API?

The WhatsApp Business API enables businesses to connect WhatsApp to their own systems, allowing them to send messages automatically and engage with more customers simultaneously.

Are WhatsApp Business tools suitable for small businesses?

Yes, many tools cater to small businesses, offering user-friendly interfaces and affordable pricing plans.

Can I use multiple WhatsApp Business tools simultaneously?

Yes, it’s possible—but it’s important to make sure everything works well together and doesn’t overlap, so things don’t get confusing.

How do I get started with a WhatsApp Business tool?

Begin by determining what your business requires. Then, look for the right tools and try out free trials or demos to see what works best for you.