How to use WhatsApp for business in 2025: Features, use cases, examples

A recent study by Business of Apps reveals that 175 million people message a WhatsApp Business account every day. This staggering statistic underscores a pivotal shift in how businesses are connecting with their customers. If you are not already using WhatsApp for business in 2025, you are missing out on a goldmine of opportunities.

But don't worry, we have got you covered. Let us dive into the world of WhatsApp for business and discover how you can make it work for you.

What's WhatsApp for business all about?

WhatsApp for Business comes in two versions, each catering to different business needs:

1. WhatsApp Business app: This is your free, easy-to-use option. Perfect if you're running a small to medium-sized business. It offers a range of features that allow companies to create business profiles, showcase products or services, and interact with customers efficiently. The app provides tools like quick replies, automated messages, and labels to streamline communication.
2. WhatsApp Business API: This is a more robust solution for larger businesses and enterprises. It allows for seamless integration with existing business systems and enables high-volume, automated messaging. The API supports advanced features like chatbots, CRM integration, and multi-agent support, making it ideal for businesses with complex communication needs.

Both versions offer end-to-end encryption, ensuring the security of your business conversations. The choice between the app and API depends on your business size, volume of customer interactions, and specific needs for integration with other business tools.

WhatsApp for business: A must-have toolkit

Now, let's talk about the features WhatsApp gives you to maximise your business growth potential.

1. Business profile: You can create a detailed business profile that highlights all the essential information - your business description, email address, website, and operating hours - so customers can easily find what they need.
2. Catalogs: You can highlight your products or services right within the app, creating a seamless browsing experience for your customers. With everything laid out clearly, they can easily explore what you offer and make inquiries instantly. It's like having a digital storefront that works 24/7.
3. Quick replies: With WhatsApp for business, you can save time and improve efficiency by storing messages you often send. Whether it's responding to FAQs or sharing important information, you can reply instantly without retyping. This keeps your interactions swift and consistent, improving customer satisfaction.
4. Automated messages: You can keep the communication going, even when you're not available. Set up greeting messages to welcome new customers or away messages to let them know you're currently offline. This ensures customers feel acknowledged and know when to expect a response.
5. Labels: You can stay organised by categorising your chats with custom labels, so you never lose track of important conversations. Whether it’s marking messages for follow-ups or sorting customers into groups, labels help you manage your communication efficiently and stay on top of tasks.
6. Broadcast lists: You can reach out to multiple customers at once by sending a single message to a broadcast list. It’s ideal for sharing announcements, promotions, or updates, allowing you to maintain consistent communication with your audience without individual messaging.
7. End-to-end encryption: You can keep your conversations private and secure with WhatsApp’s end-to-end encryption. This ensures that only you and the person you're communicating with can read the messages, safeguarding sensitive business information and customer trust.

WhatsApp for business: Applications and use cases

Let’s dive into how you can use WhatsApp to transform your business operations, boost sales, enhance marketing, streamline customer support, and more.

Sales

WhatsApp for Business is proving to be a game-changer in sales:

• Lead generation: Run click-to-WhatsApp ads on platforms like Facebook and Instagram to bring your potential customers straight into a WhatsApp conversation. This direct and personal communication channel can significantly improve your conversion rates.
• Product demonstrations: Use WhatsApp multimedia features to showcase your products through images, videos, and even live demonstrations, creating a richer, more engaging experience for your customers.
• Order processing: Manage the entire sales journey—from inquiry to payment—seamlessly within WhatsApp. With WhatsApp CRM, you can share product catalogs, videos, and more, all while keeping the conversation going with your customers.
• Personalised recommendations: Leverage chat history and customer preferences to suggest tailored products, offer loyalty rewards, and send personalised deals and discounts that resonate with each customer.
• Instant notifications: Get immediate alerts for new inquiries, messages, and leads, ensuring your team never misses an opportunity to connect with customers and close deals.

Marketing

WhatsApp's features open up innovative marketing possibilities:

• Launch campaigns: Easily schedule and send promotional messages to groups of customers, or segment your audience to deliver targeted marketing campaigns that speak directly to their needs.
• Rich media sharing: Share engaging content like behind-the-scenes videos, interactive PDFs, and user-generated posts that capture attention and keep your audience hooked.
• Interactive campaigns: Run fun and interactive polls, quizzes, or contests directly through WhatsApp, making it easier to engage your audience and analyse the results to fine-tune your marketing efforts.
• Personalisation: Use performance insights and audience behaviour data to tailor your conversations and nurture leads, creating a personalised experience that strengthens customer relationships.

Customer support

WhatsApp is redefining customer service standards:

• Instant query resolution: Cut down response times by using predefined message templates or setting up chatbots to handle routine inquiries around the clock, keeping customers happy with fast support.
• Multimedia troubleshooting: Help customers solve issues quickly by sending images, video tutorials, or detailed guides directly in the chat.
• Voice and video calls: For more complex issues, offer voice or video call support through WhatsApp, making it easier to resolve customer concerns personally.
• Feedback collection: Increase your feedback response rates with easy-to-complete surveys or interactive messages using WhatsApp Flows, gathering valuable insights from your customers.

Automation

Businesses are streamlining processes with WhatsApp's automation capabilities:

• Chatbots: Deploy AI-powered chatbots that handle common customer inquiries 24/7, freeing up your team to focus on more critical tasks.
• Appointment scheduling: Automate your appointment bookings directly through WhatsApp, making scheduling simpler and more efficient for both your team and customers.
• CRM integration: Enhance customer data management by integrating WhatsApp with your CRM system, ensuring that every customer interaction is logged and tracked for better service.

These practical use cases highlight the flexibility and impact of WhatsApp for Business across sales, marketing, customer support, and automation. As you explore these strategies, you'll see how to tailor them to fit your unique business needs and goals.

Tips and tricks for WhatsApp Business success

1. Optimise your business profile: Ensure your profile is complete with all relevant information and an eye-catching profile picture.
2. Segment your audience: Use labels effectively to categorise contacts and tailor your communication accordingly.
3. Maintain a consistent tone: Develop a brand voice that resonates with your audience and use it consistently across all interactions.
4. Respect privacy: Always obtain consent before adding customers to broadcast lists or sending promotional messages.
5. Monitor analytics: Regularly review your WhatsApp Business analytics to understand customer behaviour and improve your strategies.
6. Integrate with other channels: Create a seamless omnichannel experience by linking WhatsApp with your other communication platforms.
7. Stay compliant: Familiarise yourself with WhatsApp's business policies and local regulations to ensure compliance.
8. Personalise interactions: Use customer data to provide personalised recommendations and support.
9. Respond promptly: Aim to respond to customer messages within 24 hours to maintain engagement and satisfaction.
10. Educate your team: Ensure all team members are well-trained in using WhatsApp for Business effectively.

Pepper Cloud - The best WhatsApp CRM for marketing, sales, support, and automation

While WhatsApp for Business offers a range of features, integrating a CRM like Pepper Cloud with WhatsApp API can significantly enhance your business communications. Pepper Cloud is designed to optimise your WhatsApp for business strategy across sales, marketing, and support functions. Watch the video to know how Pepper Cloud can boost your sales, marketing, support and automation efforts.

1. AI capabilities: Experience efficient AI capabilities with Pepper Cloud AssistAI feature. The AssistAI chatbot efficiently handles common lead and customer enquiries, providing instant and accurate responses. AssistAI also enhances your communication by generating personalised replies, summarising conversations, and automating task manamgenet.
2. Broadcast capabilities: With Pepper Cloud, you can easily broadcast messages to multiple contacts simultaneously. This feature is invaluable for announcements, promotions, or updates, allowing you to reach a wide audience efficiently while maintaining the personal touch of WhatsApp.
3. Auto capture leads: With Pepper Cloud WhatsApp CRM, you can automatically capture leads from WhatsApp ads, incoming messages, WhatsApp forms, web forms, and more, directly within your CRM. 
4. Auto-assignment of conversations: Pepper Cloud can automatically assign incoming conversations to the appropriate team members. This ensures that queries are handled by the right person, reducing response times and improving customer satisfaction.
5. Predefined message templates: Pepper Cloud allows you to create and use predefined message templates for quick replies or promotional messages. This feature saves time and ensures consistency in your communication, whether you are responding to common queries or launching marketing campaigns.
6. Comprehensive lead profiling: Gain complete profile details of your leads and contacts through Pepper Cloud. This in-depth information helps you understand your audience better, enabling more personalised and effective communication strategies.
7. Automated chat flows: Pepper Cloud enables you to send automated chat flows via WhatsApp. This feature can guide customers through processes like onboarding, troubleshooting, or collecting feedback, providing a smooth and efficient experience without constant manual intervention.
8. Interactive messaging: Engage your audience with interactive messages through Pepper Cloud. This could include polls, quizzes, or clickable options, making your communication more engaging and increasing customer interaction rates.
9. Product catalog sharing: Easily share your catalogs with customers using Pepper Cloud. This feature allows you to showcase your offerings directly within WhatsApp, making it convenient for customers to browse and inquire about products.
10. Calling capabilities: While WhatsApp API doesn’t provide you with voice and video calling capabilities, Pepper Cloud WhatsApp CRM allows you to integrate with tools like Zoom, Aircall to initiate and receive calls.  
11. Group chat management: Pepper Cloud helps you manage group chats effectively, allowing you to provide comprehensive support to multiple customers simultaneously. This feature is particularly useful for community management or group customer support scenarios.
12. Workflow automation: Automate your marketing, sales, and support workflows with Pepper Cloud. The workflow automation streamlines your operations, ensuring that leads are nurtured, sales processes are followed, and support tickets are handled efficiently without manual intervention.

By integrating Pepper Cloud with your WhatsApp for Business, you can leverage these advanced features to streamline your communication, improve customer engagement, and drive business growth. Whether you're a small business or a large enterprise, Pepper Cloud's WhatsApp CRM capabilities can help you make the most of this powerful messaging platform.

WhatsApp for business - FAQs

1. How do I use WhatsApp for business promotion? 

Utilise features like broadcast lists, catalogs, and status updates to promote your products or services. Create engaging content and use WhatsApp's multimedia sharing capabilities to showcase your offerings.

2. What are the key WhatsApp for Business features? 

Key features include business profiles, catalogs, quick replies, automated messages, labels or tags, broadcast lists, and integration with WhatsApp Web and Desktop.

3. How can I use WhatsApp broadcast for business? 

Create broadcast lists to send messages to multiple contacts simultaneously. This is ideal for announcements, promotions, or updates. Remember to obtain consent from customers before adding them to broadcast lists.

4. What WhatsApp integrations are available for businesses? 

WhatsApp can be integrated with various business tools such as CRM systems, e-commerce platforms, and chatbot services. These integrations can enhance automation, data management, and customer service capabilities.

5. How do I start using WhatsApp for Business? 

Either you can use Whatsapp Business App or opt for WhatsApp API and integrate it with a third party tool like CRM system. Set up your business profile and start leveraging the features for your business growth. 

In conclusion, WhatsApp for Business offers a wealth of opportunities for companies to connect with customers, streamline operations, and drive growth. By leveraging its diverse features and following best practices, businesses can create meaningful interactions, boost sales, and provide outstanding customer support. As we move further into 2025, the importance of WhatsApp as a business tool is only set to increase. Embrace this platform, experiment with its capabilities, and watch your business communication transform for the better.