How to Set Up a WhatsApp Business Account: 2026 Guide

From side hustle to a real business

Stop mixing customer orders with family group chats. Set up a professional WhatsApp Business account — profile, automatic replies, and a browsable product catalog — in about 15 minutes.

Your inbox has outgrown your side hustle

Right now your customer orders are tangled up with family group chats and supplier updates, and you’re answering “do you have gluten-free?” at 11:30 at night. A dedicated WhatsApp Business account fixes all of that — a professional profile, automatic replies, and a browsable menu, all from your phone.

This guide is written for busy owners, not IT experts. We’ll tackle your biggest worry first — what happens to your existing chats — then walk through the three wins that matter most: your Business Profile, an automatic Away message, and a product Catalog. There are copy-and-paste message templates near the end you can use today.

First, the big question: keep your number or start fresh?

This is the decision that worries most owners, so let’s settle it before anything else. You have two clear paths — pick the one that matches how your customers already reach you.

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Option A — Convert your current number

Best if customers already have this number saved. When you install WhatsApp Business and register the same number, it offers to import your existing chats and contacts — so you keep your history. Your personal WhatsApp on that number is replaced by the Business app.

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Option B — Start with a new number

Best for true work-life separation. Pop a second SIM into your dual-SIM phone (or use a spare handset) and register WhatsApp Business with the new number. Your personal chats stay completely untouched on your regular WhatsApp.

🛡️ Either way, your data is safe. Converting imports your history, and a new number simply leaves your personal account exactly as it is. Before you begin, always run a backup: open WhatsApp, then tap Settings > Chats > Chat backup > Back up.

What you’ll need before you start

📱 A smartphone — any modern Android or iPhone. A spare or second phone is ideal for keeping business and personal separate.
📞 A business phone number — either your existing number or a fresh SIM (dual-SIM phones make this effortless).
🖼️ Your business details ready to go — a logo, opening hours, a short description, and a few product photos.

5 Steps to Set Up WhatsApp Business

Follow these in order. Steps 2, 3 and 4 are your “big three” wins — get those done and you’re already looking like a pro.

Download the WhatsApp Business app

Open the Play Store (Android) or App Store (iPhone), search for WhatsApp Business, and look for the green icon with a small “B”. Tap Install or Get. It’s a separate app from regular WhatsApp, so both can live on the same phone.

💡 Converting your existing number? Back up first via Settings > Chats > Chat backup. During setup the Business app will offer to import that history for you.

Build your Business Profile

Open the app and go to Settings > Business tools > Profile. Add your logo, business name, a category (e.g. Bakery), a short description, your address, opening hours, and website or Instagram link.

💡 Why it matters: a complete profile builds instant trust. Customers are far more likely to order from a number showing your logo and hours than from an anonymous one.

Switch on Greeting & Away messages

Go to Settings > Business tools > Greeting message to auto-welcome new customers, then Settings > Business tools > Away message to reply automatically when you’re busy baking. Toggle each one on and set the schedule.

💡 Why it matters: set your Away message for your off-hours and you’ll finally stop being pinged at 11:30 PM — customers still feel looked after, and you get your evenings back. Grab the templates below.

Create your product Catalog

Go to Settings > Business tools > Catalog > Add item. Upload a photo, name, price, and description for each product. Customers can then browse your full menu without ever leaving the chat.

💡 Why it matters: good photos sell. Shoot your bread in natural light and include the price — it removes friction and cuts down a flood of “how much is this?” messages.

Stay organised with Labels

Press and hold any chat, then tap Label to tag it — for example “New customer”, “Pending payment”, “Paid”, or “Order complete”. You can colour-code them and filter your inbox by label.

💡 Why it matters: Labels are your mini order-management system. Mark chats “Pending payment” and you’ll never lose track of an unpaid invoice again — no spreadsheet required.

Copy-and-paste message templates

Steal these word-for-word. Paste them straight into your Greeting message, Away message, and Quick replies. Swap [Bakery Name] for your own.

💬 Greeting message

Hi there, and welcome to [Bakery Name]! 🍞 Thanks for messaging us. Send your order or ask about today’s fresh bakes — we usually reply within a few hours. Tap our catalog any time to browse the full menu and prices.

🌙 Away message (after hours)

Thanks for your message! 🌙 Our kitchen is currently closed. We bake and reply between 8am–6pm, Tuesday to Sunday. Leave your order here and we’ll confirm first thing in the morning — your message is safe with us.

📋 Quick reply: price list

Here’s our current menu and prices 👇 Tap our catalog to see a photo of each item. Gluten-free options are available on request! Just let us know what you’d like and your preferred pickup time.

Frequently Asked Questions

Tap any question below to reveal a clear, plain-English answer.

Should I convert my personal number or get a new one?

If most customers already message the number you’ve been using, convert it — WhatsApp Business imports your chats and contacts. If you want clean work-life separation (and to stop late-night pings on your personal phone), register the Business app with a new SIM instead. You can’t run Business and personal WhatsApp on the same number, but you can run them on two different numbers on the same phone.

Will I lose my chat history when I switch?

No — as long as you back up first. Open WhatsApp and tap Settings > Chats > Chat backup before you begin. If you convert your existing number, WhatsApp Business offers to import your full history during setup. If you start with a new number, your personal chats stay exactly where they are, completely untouched.

Is WhatsApp Business free?

Yes. The WhatsApp Business app is completely free to download and use, including the profile, catalog, greeting and away messages, and labels. The separate WhatsApp Business Platform (API), used by large companies, has usage-based fees — but most solo owners never need it.

Can I run WhatsApp Business and regular WhatsApp on one phone?

Yes, as long as each app uses a different phone number. Many owners keep personal WhatsApp on their main number and install WhatsApp Business on a second SIM. Both apps sit side by side on the same phone with separate inboxes and notifications.

Can I send promotional broadcasts to all my customers?

Be careful here. You can use the Broadcast feature, but recipients must have your number saved, and you should only message people who opted in. Mass-messaging strangers or spamming promotions is the fastest way to get your number reported and banned. Keep it relevant, occasional, and consent-based.

What’s the difference between the Business app and the API?

The free Business app is built for one person managing the phone — perfect for a bakery or local shop. The Business API (Platform) is for larger teams that need automation, multiple agents, and software integrations; it requires an approved provider and has fees. For a solo owner, the app is all you need.

Can customers see my catalog and profile?

Yes. Once you’ve set it up, customers can tap your business name to view your profile (logo, hours, address) and browse your catalog of products with photos and prices — all without leaving the chat. It works like a mini storefront inside WhatsApp.

How do Labels actually help my business?

Labels are colour-coded tags you attach to chats — like “New customer”, “Pending payment”, or “Order complete”. They turn a messy inbox into a simple order tracker, so you can instantly see who still owes you money or whose order is ready, without juggling a separate spreadsheet.