WhatsApp Business API Setup: Complete Guide

Everything you need to get your business live on WhatsApp API- from zero to sending your first message. No technical knowledge required.

Keep These Ready Before You Begin

Prepare all of the following before starting the setup. Missing even one item will cause delays mid-process.

Facebook Account

A personal Facebook account to create and manage your Meta Business Portfolio. This becomes the admin account for everything.

Active Website (https)

Even a single page works. But it must be HTTPS secure- the padlock icon in the browser. HTTP websites are not accepted by Meta.

Visa or Mastercard

For Meta's conversation billing. Local payment methods and net banking are generally not accepted. Only international debit or credit cards work.

Correct KYC Documents

Keep these documents ready: your government-issued business registration number, tax identification number any official business certificate, if available.

Active KYC Phone Number

The phone number and email linked to your KYC documents must be active, take note. The OTP for business verification will arrive there.

Phone Number for WhatsApp

Fully optional depending on your choice. You can use Meta's free virtual number, your existing WA Business number, or a new number.

⚠️ About the Phone Number- 3 Choices

➡ Free virtual number from Meta – no SIM needed, text chat only, no incoming calls. Even large brands use this.

➡ Existing WhatsApp Business App number – keep using it on your phone and also on the API dashboard simultaneously (Coexistence).

➡ Fresh number with no existing WhatsApp account – API only, no mobile app.

Choose carefully – switching later requires restarting the onboarding process.

Create Your Meta Business Portfolio

This is your official business identity on Meta’s platform. Everything you build – WABA, phone number, templates – all connects to this portfolio.

1️⃣ Log into Facebook and Open Meta Business Suite

Log into your personal Facebook account
In the left sidebar, click See More
Scroll down and select Meta Business Suite
If not visible – go to Pages first, then select Meta Business Suite from there

2️⃣ Create a New Business Portfolio

If you already have a portfolio, skip to Step 3. If not:

1. Click Business Assets in the top left corner
2. Select Create a Business Portfolio
3. Fill in: Portfolio Name, First Name, Last Name, Business Email Address
4. Optionally add your Instagram or Facebook Page links
5. Review your details → Click Next → Confirm ✅

💡Use your registered or publicly known business name. Meta strongly recommends it matches your official business name exactly.

3️⃣ Add Your Business Details and Verify Email

Click Business Assets → Select your portfolio → Click the Business heading next to it
Click Business Info
Under Business Details, click Edit
Fill in your registered business information – name, address, phone, website
Click Save
Scroll down and confirm your email address is verified
If not verified – go to your inbox and click “Confirm Now” in Meta’s email

⚠️ Don't skip the website URL field
Leaving website URL blank in your Business Info frequently causes your WABA to be restricted immediately after creation. Always fill it in.

Create an App on Facebook Developers Platform

This step is separate from Meta Business Suite. Most people miss it. You are creating a technical “app” that links your business to the WhatsApp API.

⚠️ This is a Separate Platform
developers.facebook.com is different from business.facebook.com (Meta Business Suite). You must complete this separately. Do not skip it.

4️⃣ Register on Facebook Developers Platform

Go to developers.facebook.com
Click Get Started (top right) → Continue
Enter your contact number → Click Send Verification SMS
Enter the OTP received → Click Continue
Click Confirm Email
Select your role (choose Business)
Click Complete Registration

5️⃣ Create Your App and Link to Business Portfolio

Click Create App
Enter an app name — use your business name or something close
Click Next
Select Others → Next
Select Business → Next
Under Business Portfolio — select the same portfolio you created in Phase 1
Click Create App ✅

Business Verification on Meta

Without completing this, your template approvals are blocked and messaging limits stay restricted. This is the most important step in the entire process.

6️⃣ Start Business Verification in Meta Business Suite

Go back to Meta Business Suite
Find “Business Verification Status” → Click View Detail
Click Start Verification → Get Started
Select your Country → Next
Select your Business Type → Next
Select Registered if you have official business registration in your country, or Not Yet Registered if not.
Enter your required business details → Next → Next → Next

7️⃣ Two Scenarios - What Happens Next

After entering your business details, one of two things will happen:

✅ Case 1 - Meta Finds Your Records Meta's database matches your business details. Select your business from the list. Choose a verification method (Email or Phone). Enter the confirmation code sent to you. Click Next. Done ✅

⚠️ Case 2 - No Records Found Upload documents that show your business name, address, and phone number. A government-issued business registration certificate or tax document works perfectly.

⏱️ How long does this take? Status changes to "In Review" immediately after submission. Maximum wait: 24 hours. Usually verified within 1–2 hours if your documents match exactly what you entered.

WhatsApp Business API Setup on GreenTick

Once Meta verification is approved, this is where you connect your verified business and phone number to the GreenTick platform.

8️⃣ Sign Up on GreenTick and Begin WhatsApp Setup

Go to greentick.ai → Click Sign Up
Fill in your details – your personal mobile number is fine here
Click Sign Up
Inside the dashboard, click WhatsApp Setup
Click Continue → Get Started
If you have multiple Meta portfolios, select the one you created for this WhatsApp API → Next

9️⃣ Choose Your Number Setup Method - Read Carefully

You will now see two options. Pick the one that fits your situation:

📱 Best for: Businesses already on WhatsApp Business App Your existing WhatsApp Business App number stays active on your phone. You also get it on GreenTick's dashboard. Both work at the same time — this is called Coexistence.

Select “Connect Your Existing WhatsApp Account”
Enter your country code and business number → Next
A message from Facebook Business will arrive on your WhatsApp
Open it → Click Connect → Connect to Business Platform
Select All Chats
Scan the QR code shown on your screen
Click Next → Confirm ✅

🚫 One-Way Decision - Chat History Import You will be asked whether to import up to 6 months of chat history. This is enabled by default. If you skip it now, you cannot import it later without restarting the entire onboarding process from scratch. Decide before you proceed.

🖥️ Best for: Dashboard-only management, no phone app needed You will manage everything from GreenTick's dashboard. No WhatsApp app on phone required.

After clicking “Start with a New WhatsApp Number”, two sub-options appear:

🆓 Virtual Number (Free from Meta)

Meta gives you a free virtual number. Supports text chat only – no voice calls. No physical SIM needed. Even large brands use this. Select “Use a Display Name Only” → Next → Confirm ✅

📲 Add a New Physical Number

Enter any number that has no existing WhatsApp account. Select verification method. Enter OTP. Confirm. Meta verifies in under 1 minute ✅

🚫 Critical Rule for New Numbers The number must have zero existing WhatsApp activity. If it has any WhatsApp or WhatsApp Business App account, go to Settings → Account → Delete my account on that phone first. Chats from the old account will not be transferred.

Add Payment Method to Meta

This connects your card to Meta’s billing system for conversation charges. Do not confuse this with GreenTick’s platform fee – these are two separate payments.

💡 Two Separate Bills - Understand This First
➡ GreenTick platform fee - paid to GreenTick for the dashboard, shared inbox, bulk broadcasting, campaign management, and all live features.

🔟 Link Your Visa or Mastercard to Meta

Click Add Payment Method in the GreenTick dashboard
If you missed this step: go to Meta Business Suite → Business Portfolio → Billings & Payments → WhatsApp Business Account → select your account → Add Payment Method
Enter your Visa or Mastercard details → Click Save
OTP arrives on your card-linked mobile number → Enter it → Submit
After verification — make sure the card is Set as Default
If not → Click the three dots (⋯) next to the card → Set as Default
Add your GST details if not done yet → Click Add Info → Fill details → Save
Go back to GreenTick dashboard → Click Finish → Refresh the page ✅

✅ How to confirm everything is working
Go to the Chat section in your GreenTick dashboard. Send a message from a different phone number to your API number. If that message appears in the dashboard - your setup is complete and working perfectly.

Understanding WhatsApp Business API Conversation Pricing

Meta charges per conversation – not per individual message. One conversation = a 24-hour messaging session with one customer, regardless of how many messages are exchanged.

📌 What Counts as a Conversation?
A conversation is a 24-hour session between your business and one customer. Whether you exchange 1 message or 50 messages in those 24 hours, it counts as a single conversation. Meta charges per conversation, not per message.

Category	Who Starts It	Typical Use Case
🔴 Marketing	Business	Promotions, offers, product launches, campaigns
🔵 Utility	Business	Order confirmations, delivery updates, payment reminders
🟠 Authentication	Authentication Business	OTPs, login verification, account security alerts
🟢 Service	Customer	Support queries, helpdesk – often free or lower cost

🎯GreenTick's 0% Markup Advantage
Most BSP platforms add a hidden markup on top of Meta's conversation rates. GreenTick keeps pricing honest and transparent with no surprise per-conversation fees on top of Meta's standard rates.

Common Errors and How to Fix Them

If something went wrong, find your issue here before contacting support.

Error / Problem	Root Cause	How to Fix
WABA restricted immediately after creation	Business Info incomplete – missing website URL or business details	Fill every field in Business Portfolio Business Info – especially website URL – before starting WABA creation
Display name rejected by Meta	Name doesn’t match website content or legal documents	Ensure display name is identical across your website footer, GST certificate, and what you submit to Meta
Phone number rejected during registration	Number still has an active WhatsApp account on it	On your phone: WhatsApp → Settings → Account → Delete my account. Wait a few minutes, then re-register on GreenTick
Business verification stuck or delayed beyond 24 hours	beyond 24 hours Documents have mismatched details – name or address differs	Name and address on documents must exactly match what you entered in Meta Business Info. Re-upload corrected documents
Message template rejected	Vague content, promotional language, or missing context	Rewrite with clear purpose and context. Avoid clickbait. Specify who the recipient is and why they’re receiving this message
Messaging limit stuck at 1,000 conversations	Business not verified, or quality rating is Yellow or Red	Complete Meta Business Verification first. Then send quality messages consistently – limits increase automatically after maintaining Green rating for 7 days
Chat history not synced in dashboard after Coexistence	Sync error during the Coexistence onboarding flow	WhatsApp Business App → Settings → Business Tools → WhatsApp Business Platform → Disconnect. Then reconnect via Coexistence and the sync will restart

Go-Live Checklist

Run through every item before launching your first campaign. Click each row to mark it done.

✓ Your Complete Go-Live Checklist

Facebook account created and Meta Business Portfolio set up with complete Business Info including website URL
Business email verified inside Meta Business Suite
App created on developers.facebook.com and linked to your Business Portfolio
Meta Business Verification completed - status shows "Verified"
GreenTick account created and WhatsApp number connected (Coexistence or New Number)
Visa or Mastercard added to Meta WABA billing and set as Default
Tax or billing details added to Meta billing section
At least one Message Template submitted and approved
Test message sent successfully from GreenTick dashboard

What Changes After You Go Live

Important things your team needs to know the moment you’re on the API.

Linked Devices Unlinked

All companion devices (laptop, tablet) are automatically unlinked. You can re-link supported devices after setup. WhatsApp for Windows and WearOS are not supported.

Messaging Limit Starts at 1,000

Your account begins at 1,000 conversations/day. This increases automatically as you send quality messages. Do not push bulk campaigns on Day 1.

Templates Required for Outbound

To message a customer first, you must use a pre-approved Message Template. Free-form replies are only allowed within a 24-hour window after a customer messages you.

Opt-in is Mandatory

You can only message customers who have explicitly opted in. Sending without opt-in leads to account flagging and possible ban.

Turn Off Old Automations

If you used greeting/away messages in the WhatsApp Business App, turn them off. Set up the same automations inside GreenTick to avoid conflicts.

App Messages Stay Free

Messages sent through the WhatsApp Business App (if using Coexistence) remain free. Only messages sent through GreenTick's dashboard follow Meta's conversation pricing.

Frequently Asked Questions

Quick answers to the most common questions from new users.

Can I use the same number on WhatsApp Business App and the API at the same time?

Yes. This is called Coexistence. Meta officially supports it. Your number stays active on your phone’s WhatsApp Business App, and you can also manage it from GreenTick’s dashboard – both work simultaneously. Use Option 1 (Connect Existing Account) during setup in Phase 4.

I don't have a registered business or GST number. Can I still apply?

Yes. During Meta Business Verification, select “Not Yet Registered” for your business type. You can still proceed with verification using other supporting documents. For billing, you can use another person’s or business’s GST number – there is no restriction on this.

Do I need a physical SIM card for the WhatsApp API number?

No. Meta provides a free virtual number during setup that requires no physical SIM. It supports text chat only – no incoming calls. Landline numbers and VoIP numbers can also work if they can receive an OTP via voice call.

My number already has a WhatsApp account on it. What do I do?

You have two options:
(1) Use Coexistence – keep WhatsApp Business App active on your phone and also connect it to the API.
(2) Delete the existing WhatsApp account from that number first via Settings → Account → Delete my account, then register it as a new number on GreenTick. If you delete it, your previous chat history cannot be recovered.

What is the difference between GreenTick's fee and Meta's conversation charges?

GreenTick charges a platform fee for access to the dashboard, shared inbox, bulk broadcasting, campaign management, and all live features. Meta separately charges for conversations. GreenTick keeps its pricing transparent with no hidden per-conversation markup on top of Meta’s standard rates.

How long does the full setup take if everything is ready?

With all documents ready, the full process takes 2–4 hours. Meta Business Verification is the only waiting step – typically 1–2 hours, maximum 24 hours if documents are correct and match registered details exactly. Everything else takes minutes.

Can I send bulk messages to all my contacts right after setup?

No. Your account starts with a 1,000 conversations/day limit. Limits increase automatically as you maintain quality messaging over time. More critically, you can only message people who have explicitly opted in to receive messages from your business. Sending to random contacts violates Meta’s policy and can get your account banned.

What are message templates and are they mandatory?

Yes, mandatory for outbound messages. A message template is a pre-approved message format submitted to Meta before use. Examples: “Your order #{{1}} has been shipped”, “Here is your OTP: {{1}}”. You can reply freely to customers within 24 hours of them contacting you. But to initiate a conversation or reply after 24 hours, you must use an approved template.

My website is HTTP, not HTTPS. Can I still apply?

No. Meta requires your website to be HTTPS secure with an SSL certificate. If your site is HTTP-only, contact your hosting provider (GoDaddy, Hostinger, etc.) – most offer free SSL certificates. Get it enabled before starting the setup process.

I skipped importing chat history during Coexistence setup. Can I do it later?

Unfortunately, no. If you skipped the chat history import during the Coexistence setup, you cannot import it later without completely restarting the entire onboarding process – disconnecting and reconnecting your number from scratch. This is a one-time decision. Make sure you choose before proceeding past that screen.