WhatsApp Business API Setup Guide

1. Overview & Requirements

The WhatsApp Business API allows businesses to send messages programmatically. This guide walks you through the complete setup process on Meta's platforms.

What You'll Need

• A Facebook account (personal account to manage business)
• A valid business with verifiable information
• A phone number that can receive SMS or voice calls
• Business documents for verification (optional but recommended)
• About 30-60 minutes to complete the setup

Important URLs

Where to find it

Use this path from the main QBM window. If the command is not visible, confirm that the user has access to the related module and permission for that screen.

2. Setting Up Meta Business Suite

Before you can use the WhatsApp Business API, you need a Meta Business account. This is where you'll manage your business assets including WhatsApp.

2.1 Creating a Business Account

1. Go to Meta Business Suite
   Visit https://business.facebook.com/ and log in with your Facebook account.
2. Click "Create Account"
   If you don't have a business account, click the "Create Account" or "Create a Business" button.
3. Enter Business Details
   • Business name (your official company name)
   • Your name (the admin's name)
   • Business email address
4. Add Business Information
   • Business address
   • Phone number
   • Website URL
   • Business category/industry
5. Submit and Confirm
   Review your information and click "Submit". Check your email to confirm the business account.

2.2 Verifying Your Business (Recommended)

Business verification unlocks higher messaging limits and builds trust. While optional for testing, it's required for production use.

1. Go to Business Settings
   In Meta Business Suite, click Settings (gear icon) → Business Settings.
2. Navigate to Security Center
   Click on Security Center in the left sidebar, then find Business Verification.
3. Start Verification
   Click "Start Verification" and choose your verification method:
   • Domain verification: Add a meta-tag to your website
   • Document upload: Upload business registration documents
   • Phone verification: Verify via business phone
4. Upload Required Documents
   Common accepted documents:
   • Business registration certificate
   • Trade license
   • Tax registration document
   • Utility bill with business name and address
5. Wait for Approval
   Verification typically takes 2-5 business days. You'll receive an email notification.

3. Meta Developer Console Setup

The Developer Console is where you create the app that will access the WhatsApp API.

3.1 Creating a Meta App

1. Go to Meta for Developers
   Visit https://developers.facebook.com/ and log in with the same Facebook account.
2. Access My Apps
   Click on "My Apps" in the top navigation bar.
3. Create New App
   Click "Create App" button.
4. Select App Type
   Choose "Business" as the app type. This is required for WhatsApp API access.
5. Enter App Details
   • App Name: e.g., "My Company WhatsApp"
   • App Contact Email: Your business email
   • Business Account: Select the business account you created earlier
6. Create the App
   Click "Create App" and complete any security checks if prompted.

3.2 Adding WhatsApp to Your App

1. Find WhatsApp Product
   In your app dashboard, scroll down to find "Add Products to Your App" section.
2. Set Up WhatsApp
   Find "WhatsApp" in the product list and click "Set Up".
3. Select Business Account
   If prompted, select or confirm your Meta Business Account to link with WhatsApp.

3.3 Configuring WhatsApp Settings

After adding WhatsApp, you'll see the WhatsApp configuration panel in the left sidebar.

1. Access WhatsApp Settings
   Click WhatsApp → Getting Started in the left sidebar.
2. Note Your App ID
   Your App ID is displayed at the top. Save this for reference.
3. Find API Setup
   Click on WhatsApp → API Setup to access configuration options.

4. Phone Number Setup

You need a phone number to send WhatsApp messages. Meta provides a test number, but for production you'll need your own business number.

4.1 Adding a Phone Number

Option A: Using the Test Number (For Testing)

1. Go to API Setup
   In Developer Console, go to WhatsApp → API Setup.
2. Use Provided Test Number
   Meta provides a test phone number automatically. Note the Phone Number ID displayed.
3. Add Test Recipients
   Click "Manage phone number list" to add up to 5 phone numbers you can message during testing.

Option B: Adding Your Business Number (For Production)

1. Go to WhatsApp Manager
   In Meta Business Suite, go to All Tools → WhatsApp Manager.
2. Click "Add Phone Number"
   Select your WhatsApp Business Account and click "Add Phone Number".
3. Enter Phone Details
   • Select country code
   • Enter phone number
   • Choose display name for your business
   • Select business category
4. Verify the Number
   Choose verification method (SMS or Voice Call) and enter the code received.

4.2 Getting Your Phone Number ID

The Phone Number ID is required for QBM configuration. Here's how to find it:

1. Go to API Setup
   Developer Console → WhatsApp → API Setup
2. Select Your Phone Number
   In the "From" dropdown, select your phone number.
3. Copy Phone Number ID
   The Phone Number ID is displayed below the dropdown. It's a long number like 94718790514085.

5. Getting Your Access Token

The Access Token authorizes your application to send messages. There are two types of tokens.

5.1 Temporary Access Token (For Testing)

A temporary token is automatically generated and lasts for 24 hours. Good for initial testing.

1. Go to API Setup
   Developer Console → WhatsApp → API Setup
2. Find Temporary Access Token
   Look for the "Temporary access token" section. Click "Copy" to copy the token.
3. Note Expiration
   This token expires in 24 hours. For production, create a permanent token.

5.2 Permanent Access Token (For Production)

For production use, you need a permanent token created via a System User. This token doesn't expire.

1. Go to Business Settings
   Meta Business Suite → Settings → Business Settings
2. Create System User
   Navigate to Users → System Users and click "Add".
   • Enter a name (e.g., "WhatsApp API User")
   • Select role: Admin
   • Click "Create System User"
3. Assign Assets
   Click on your new system user, then click "Add Assets".
   • Select Apps tab
   • Find your WhatsApp app and toggle it on
   • Set permission to Full Control
   • Click "Save Changes"
4. Assign WhatsApp Account
   Still in Add Assets:
   • Select WhatsApp Accounts tab
   • Toggle on your WhatsApp Business Account
   • Set permission to Full Control
   • Click "Save Changes"
5. Generate Token
   Click "Generate New Token" on your system user.
   • Select your app from the dropdown
   • Set token expiration to "Never"
   • Select permissions: whatsapp_business_messaging, whatsapp_business_management
   • Click "Generate Token"
6. Copy and Save Token
   IMPORTANT: Copy the token immediately! It's only shown once.

6. Creating Message Templates

Message templates are required to initiate conversations with customers. They must be approved by Meta before use.

6.1 Template Categories

6.2 Creating a Template

1. Go to WhatsApp Manager
   Meta Business Suite → All Tools → WhatsApp Manager
2. Access Message Templates
   Click on Account Tools → Message Templates (or find it in the left menu).
3. Create New Template
   Click "Create Template" button.
4. Select Category and Name
   • Category: Select "Utility" for business documents
   • Name: Use lowercase with underscores (e.g., invoice_document)
   • Language: Select your primary language (e.g., English)
5. Design Template Content
   • Header (Optional): Can be text, image, video, or document
   • Body (Required): Main message text with optional variables
   • Footer (Optional): Short footer text
   • Buttons (Optional): Call-to-action or quick reply buttons
6. Add Variables (Optional)
   Use {{1}}, {{2}}, etc. for dynamic content:

   Hello {{1}},
   
   Your invoice #{{2}} for {{3}} is attached.
   
   Thank you for your business!

7. Submit for Review
   Click "Submit" to send for Meta's approval.

6.3 Template Approval Process

Ready-to-Submit Template for QBM Invoice PDFs

Create this template in Meta when QBM will send invoice PDFs through WhatsApp. The Document header is required so QBM can attach the generated invoice PDF, and the numbered variables must stay in the same order.

Hello {{1}},

Your invoice {{2}} dated {{3}} is attached as a PDF.

Total amount: {{4}}.

Thank you.

Sample Variable Values

7. Webhook Configuration (Optional)

Webhooks allow you to receive real-time notifications about message delivery, read receipts, and incoming messages. This is optional for basic sending but required for the WhatsApp Chat feature in QBM.

Setting Up Webhooks

1. Go to App Configuration
   Developer Console → Your App → WhatsApp → Configuration
2. Configure Webhook URL
   Click "Edit" in the Webhook section.
   • Callback URL: Your server endpoint (e.g., https://your-server.com/webhook)
   • Verify Token: A secret string you create
3. Subscribe to Webhook Fields
   Click "Manage" and enable:
   • messages - Incoming messages
   • message_status - Delivery and read receipts
4. Verify and Save
   Meta will send a verification request to your URL. Your server must respond correctly.

8. Testing Your Setup

Before configuring QBM, test your setup directly from the Meta Developer Console.

1. Go to API Setup
   Developer Console → WhatsApp → API Setup
2. Select Phone Number
   Choose your phone number from the "From" dropdown.
3. Enter Recipient
   In the "To" field, enter a phone number (must be in your test list if using test number).
4. Select Template
   Choose an approved template from the dropdown.
5. Send Test Message
   Click "Send Message" and check if the recipient receives it.

9. Configuring QBM

Now that your Meta setup is complete, configure QBM with the information you gathered.

Information to Enter in QBM

Steps in QBM

1. Open Options
   Go to File → Options or press Ctrl+O
2. Navigate to WhatsApp
   Click Integrations tab → WhatsApp sub-tab
3. Enable WhatsApp
   Check the "Enable" checkbox
4. Enter Required Fields
   • Phone Number ID
   • Access Token
5. Add Templates
   In the Templates grid, add your template name and language code
6. Save Settings
   Click Save or press Ctrl+S

10. Troubleshooting

Common Issues

Still Having Issues?

• Verify your Meta Business account is in good standing
• Check that your app is not in Development mode for production use
• Ensure your phone number is properly verified
• Confirm template is approved and not paused
• Test with Meta's API Explorer first

11. Video Resources

Visual learners may find these video tutorials helpful. Search results are curated for the most relevant and up-to-date content.

12. Quick Reference

Important URLs

Common Language Codes

Checklist: Before Going Live

• Meta Business account created and verified
• Developer app created with WhatsApp product added
• Production phone number added and verified
• Permanent access token generated (not temporary)
• At least one message template approved
• Test message sent successfully
• QBM configured with all required settings
• Customer WhatsApp numbers entered in QBM