WhatsApp Auto Messaging: How to Send Automatic Replies
Imagine this: A consumer sends your company a WhatsApp message late at night and asks about your services. You are asleep and they want a prompt response. In case you are not quick to respond, there’s a high chance they’ll move on to a competitor.
This is the reality of today’s business world. Customers want a response immediately, but you can not stay active 24/7. That is where WhatsApp auto-messaging comes in.
Auto replies enable the business to remain in touch with consumers, even during non-working hours. You can welcome new visitors, confirm the orders, remind them, or simply let people know when you’ll get back to them.
By the end of this blog, you will understand how to set up the automatic messages on WhatsApp using both the WhatsApp Business App and the WhatsApp Business API. Whether you are running a small business or operating a large e-commerce store, this step-by-step guide will make you an automation expert.
What is WhatsApp Auto Messaging?
The auto-reply feature of WhatsApp allows you to send automated responses to your customers immediately when they interact with you. It is effective in managing a high volume of incoming messages when you are not around. This feature is only compatible with WhatsApp Business accounts and WhatsApp Business API accounts.
You can assume WhatsApp auto messaging as your digital assistant. Instead of manually typing and replying the same message repeatedly to each customer, you can send a pre-written message instantly when triggered automatically.
Examples of automatic replies on WhatsApp:
- Welcome messages: “Hello, thank you for contacting us! We will be back in a moment.”
- Incoming messages: “Our team is away at this moment. We will reply in business hours.”
- Order confirmations: “Your order 12345 has been confirmed.”
- Reminders: “Do not forget that you have an appointment tomorrow at 3 PM.”
It is simple but effective, saves your time and improves the customer experience
Benefits of Using WhatsApp Auto Messaging
WhatsApp auto messaging is not a mere convenience; it can transform the way your business communicates with its customers. Let’s explore its main advantages.
1. Save Time
Time-saving is one of the largest pros of auto messaging. All business owners are familiar with the headache of repeating answers over and over, like What are your working hours? Would you deliver? Do you have a price list? Such repetitive questions may be frustrating. Using auto replies, you will be able to send concise, ready-made answers immediately, and you will have more time to do the things that actually matter to business, such as serving customers, managing orders, or expanding your business.
2. Enhances Customer Experience
In the modern world, customers demand a quick response. The majority of users usually do not wait more than a few minutes, lose interest, and shift to competitors. Auto replies ensure they are not kept waiting.
With automated replies, customers receive an immediate response regardless of whether your team is busy or offline. This leads to an easier, more professional experience and customers will feel appreciated from the first interaction.
3. Boost Engagement
WhatsApp boasts a higher engagement rate, with the open rates of messages above 90% as compared to email or any other channel. Auto messaging will help keep the conversations going and keep customers engaged. For example, a simple greeting message can start a conversation, or an automated follow-up can encourage a customer to revisit your products. This regular communication keeps your brand consistent and increases the chances of repeat business.
4. Increase Sales and Conversions
Auto replies are not only about customer support; they also directly affect your sales. Imagine a person adds the items to the cart and forgets to proceed. An automated WhatsApp reminder can remind them and urge them to buy your product. Similarly, sending order confirmations, delivery updates, or even promotional offers through WhatsApp makes customers more likely to act quickly. The result? Higher conversion rates, fewer abandoned carts, and more sales.
5. Build Trust and Loyalty
In business, trust is everything and nothing develops more rapidly than effective communication promptly. Even when making a minor inquiry, giving your customers the confidence that they can expect a prompt reply (even if it is just an automated reply, such as: We will respond very soon) will make them feel your business is reliable. This uniformity, over time, develops loyalty. Customers will come back more easily, will recommend you to other customers, and will see your brand as approachable and professional.
WhatsApp Business App vs. WhatsApp Business API
When it comes to automating messages on WhatsApp, there isn’t just one solution. WhatsApp gives businesses two alternatives according to the size and requirements. If you are a small company owner and you simply need a basic auto-reply, the WhatsApp Business App is perfect for handling the budget. However, if you are running a larger business that requires advanced automation, integration to CRMs or personalized scale, then WhatsApp Business API is the solution.
Here’s a quick comparison table:
|
Feature
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WhatsApp Business App
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WhatsApp Business API
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|---|---|---|
How to Send Automatic Messages on WhatsApp Business and WhatsApp Business API
These are simple steps to set up auto replies.
A. Using WhatsApp Business App
- Install & set up WhatsApp Business App (on Android and iOS available free of cost).
- Click Settings / Business Tools / Away Message/ Greeting Message.
- Turn on auto reply.
- Personalize your content (e.g. Thanks for getting in touch! We shall be back shortly).
- Select recipients, and schedule (always on, custom hours, outside business hours).
For example
- Greeting: “Hello, welcome to [Your Business Name]. How can we help you today?”
- Away: We are offline at the moment. We will respond the next day, 9 AM to 6 PM.
B. Using WhatsApp Business API
- Request WhatsApp Business API through a Meta-certified provider.
- Design and get approval for message templates.
- Integrate API with CRM/ Automation tool.
- Create triggers (e.g., send a reminder on cart abandonment).
- Automate your customer journey by launching workflows.
For example
- Feedback request: “Hi [Name], you have ordered our most recent order! Please share your feedback.”
- Personalized promotion: “[Name], Happy Birthday! Get 15 percent off today.”
Popular Use Cases of WhatsApp Auto Messaging
Businesses across industries are using auto replies for:
- Welcome & greeting messages for new customers
- Away messages during off-hours or holidays
- Abandoned cart reminders for online stores
- Order confirmations & delivery updates
- Payment reminders for subscriptions or bills
- Feedback requests & surveys
- Birthday or loyalty messages to enhance customer relations
Examples of WhatsApp Auto Messaging (Templates)
The following are ready-to-use templates:
Greeting message:
Hello [Name], Thanks for contacting us [Business Name]! Shortly, we will get back to you.”
Away message:
“Hello! We are unavailable. Write us your question and we will answer soon.”
Abandoned cart reminder:
Hi [Name], you have left items in your cart. Buy now before they are gone!”
Order confirmation:
Your order 4567 is confirmed.. Delivery updates will be sent to you soon.
Feedback request:
Hey [Name], thanks for shopping with us! Can you spare us 1 minute to give me your feedback?
Common Mistakes to Avoid
- Sometimes, sending too many automated messages is spam my.
- Failure to personalise responses.
- Composition of long robotic-style messages.
- Failing to preview your auto responses.
Conclusion
WhatsApp auto messaging is no longer a luxury; it has become a necessity for businesses to remain competitive. It is time-saving, enhances customer experience, and results in increased sales.
From the blog, you have learned how to automate WhatsApp messages both with the WhatsApp Business App and API. Begin your journey with setting something small, such as greeting and away messages and proceed to advance automation as your business grows.
The quicker you configure it, the faster your clients will receive prompt, assistive, and customized responses- while you focus on running your business.
