WhatsApp Business App to API Migration — Seamless Upgrade for Businesses

When a business owner starts thinking about moving from the WhatsApp Business App to the WhatsApp Business API, the excitement of scaling often comes with a lot of practical questions and that’s totally normal.

Here are the most common ones:

• “Will I lose my contacts?”
• “Can I keep using the same number?”
• “What happens to my chats?”
• “Do I need a new phone or SIM?”
• “Will my customers know I changed something?”

Let’s break it down so you can make a confident, informed decision.

Thinking of Switching? Read This First

1. Can I Keep My Current WhatsApp Number?

Yes. You can absolutely continue using the same business phone number when upgrading to the WhatsApp API.

‍However:

‍Once your number is moved to the API, all messaging will be handled through a web platform, CRM, or a third-party interface like Convonite etc.

2. What Happens to My Contacts?

Your saved phone contacts will still live on your device, but here's the catch:

The WhatsApp API doesn't read your phone contacts directly.

 What you need to do:

• Import your existing customer data from spreadsheets, CRMs, or other systems into the API platform.
• Many platforms connected to the API offer contact management tools or sync with tools like HubSpot, Salesforce, or Zoho.

3. What About Chat History?

This is one of the most common concerns and rightly so.

When you migrate to the API:

• Your existing chat history from the app does not transfer.
• WhatsApp stores app chats locally on your device, while the API operates on a separate system entirely.

Pro tip:
Before switching, back up your chats for your own records. You won’t be able to restore them on the API platform later.

4. Do I Still Need My SIM Card?

Yes, to register your number on the API, you’ll need access to the SIM for one-time verification.

After that:

• You don’t necessarily have to keep the SIM in a phone, but it is recommended to keep the number active to secure the identity.
• Everything happens online and your messages are managed through a web dashboard or integration.

So no, you don’t necessarily need a new SIM or phone for this transition, unless you decide so.

5. Will Customers Notice Anything?

Nope. From your customer’s point of view, everything looks the same, as long as you maintain the same phone number:

• Same business name
• Same profile picture and branding

If you apply and qualify, you might even get the green tick badge, which signals a verified business and increases trust.

What might change for your customers:

• Faster response times (with automation or agent routing)
• Cleaner message formatting (with templates)
• Interactive features (buttons, lists, product catalogs, etc.)

6. Can I Go Back to the App Later?

Technically, yes. But practically? It’s complicated.

To go back, you would need to:

• Deactivate the API setup
• Re-register the number on the mobile app
• Risk losing any chat data or customer activity stored during the API period

So, unless you’re testing, it’s best to treat this as a permanent upgrade.

7. Can I Still Make or Receive WhatsApp Calls?

‍ No. Once your number is moved to the WhatsApp Business API, calling features will no longer be available. WhatsApp API is built for messaging, not for voice or video calls. 

This means:

• You cannot make or receive WhatsApp voice/video calls from this number.
• Customers also won’t be able to call you via WhatsApp anymore.

Alternative:
You can provide a separate calling number in your business profile, or include a “Call Us” button that uses your regular phone line.

Here’s What You’ll See After Migrating

1. It’s not just an App anymore — It’s a Platform

You won’t be opening WhatsApp on your phone anymore.

Instead:

• You’ll use a dashboard or interface provided by a third-party tool or WhatsApp BSP.
• Your team will reply to customers from this shared system like a mini customer support software.

Make sure someone on your team is trained on the new system.

2. You’ll Likely Work With a Provider (BSP)

WhatsApp API is not a self-serve tool like the app.

You’ll need to:

• Sign up with a Business Solution Provider like Convonite.
• They’ll help set up your account, number, messaging templates, and even offer automation/chatbot features.

You don’t have to do it all alone. Choose a provider that offers good onboarding and support.

3. Template Messages Need Pre-Approval

For outbound messages (like payment reminders, shipping alerts, offers), you’ll use message templates — and:

• Each template must be approved by WhatsApp
• You’ll need to follow content guidelines (no spammy language, clear value, opt-in)

It’s not difficult, but you’ll want someone to draft or review your templates properly.

4. Costs Are Based on Conversations

The WhatsApp API charges per conversation.

There are two main types:

• User-initiated (e.g. a customer starts a chat)
• Business-initiated (e.g. a message template you send)

While messaging through the WhatsApp Business app is free, all incoming messages via the API are also free of charge. However, charges apply when sending template messages(Pre-approved message format) through the API—regular conversational messages(User-initiated chat replies) remain free

Your BSP will typically provide a pricing calculator or dashboard to track this.

5. Compliance, Consent & Monitoring Matter

To send business-initiated messages (using templates), your customer must have given clear permission to hear from you.

That means:

• They opted in to receive messages from your business
• This could be via a checkbox on your website, a sign-up form, SMS confirmation, or another official channel
• No Opt-In = No Messaging. WhatsApp is very strict about spam, privacy, and user experience. If you message users without consent, it’s a violation of their policy.

Meta Monitors Everything:

• Meta actively tracks how your number is being used
• If too many users block or report you, or if your messages look like spam, your deliverability will drop
• Eventually, your number could be restricted or permanently blocked
  
  

Best Practice:

• Always collect clear opt-ins, send valuable content, and keep it relevant — this helps protect your sender reputation and ensures long-term success with WhatsApp API.
• Encourage customers to message you via WhatsApp—each chat boosts your business’s quality rating and message deliverability with Meta.

6. Your Role Changes — from Typing to Managing

As a business owner, your role shifts from:

"Answering messages yourself"
to
"Managing a team + system that does messaging at scale"

You’ll be focused on:

• Team training
• Tracking performance
• Setting up automation
• Monitoring customer experience

Step-by-Step: How to Move from WhatsApp Business App to WhatsApp API 

Think of this migration as moving from a personal scooter to a delivery van serves the same purpose (communication), but more professional, scalable, and managed by a team.

What Happens to My WhatsApp Groups and Communities?

‍ They won’t carry over. Once your number is moved to the WhatsApp Business API, you will no longer have access to any groups or communities your number was part of on the app. WhatsApp API is designed for one-on-one customer conversations, not for group chats or communities. That means:

• You won’t see any previous group messages.
• You won’t be able to create or join new groups using the API number.
• Group management features are not available in the API environment.

What you need to do:

 If group interaction is essential to your business (e.g., customer communities, internal teams), consider:

• Moving group activity to a different number or platform (like Telegram, Slack, or Facebook Groups)
• Sharing announcements through broadcast templates or newsletters

Step 1: Get Verified by Meta

Why?

‍ WhatsApp is owned by Meta. To use the professional version (API), Meta needs to confirm your business is real.Read more about this https://www.facebook.com/business/tools/meta-verified-for-business?entry_point=meta_site

What you need to do:

• Go to Meta's business site (business.facebook.com)
• Create a Business Account
• Upload basic documents: your business name, address, website, phone number, etc.

How long it takes:
Usually 1 to 3 days

Tip: You can ask your team, your agency, or the BSP (next step) to help you with this.

Step 2: Choose Who Will Help You (Pick a Provider)

Why?
WhatsApp API is not a mobile app. You’ll need a third-party company called a Business Solution Provider (BSP) to set it up and give you a dashboard to send and receive messages.

 Popular options:

• Convonite
• Sleekflow
• Gallabox
• WATI

What they’ll do for you:

• Set up your account
• Help connect your number
• Give you a web dashboard to manage chats
• Support with automation and templates

Step 3: Decide What Number You Want to Use

Option 1: Use your current WhatsApp Business number
You can keep your current number — BUT:

• You’ll need to delete your WhatsApp Business App
• That number will now work only on the new platform, not on your phone anymore

Option 2: Use a new number
To avoid losing the app, you can use a new phone number for the API.

Tip: If you're nervous about switching, start with a new number to test things.

Step 4: Register the Number with WhatsApp

With your BSP’s help, you’ll:

• Verify the phone number (you’ll get a code by SMS or call)
• Set up your business profile (name, logo, hours, website, etc.)
• Connect it to your BSP’s dashboard

Once this is done, you're officially on WhatsApp API.

Step 5: Create Message Templates (Optional) 

What is a message template?
It’s a pre-written message you can send to customers like a reminder, promotion, or update.

Example:

“Hi {{name}}, your order has been shipped. Track it here: {{tracking_link}}”

To send messages first (without waiting for the customer to message you), WhatsApp requires these to be pre-approved.

Your BSP will:

• Help you write and submit them
• Track approvals (usually takes a few hours)

You can still chat normally if a customer messages you first and no templates needed.

Step 6: Test and Train Your Team

Once everything is set up:

• Log in to the dashboard
• Try replying to a test message
• Add your team members (sales, support, etc.)
• Show them how to reply, assign chats, and use basic features

 Keep it simple at first — you can add more features later.

Step 7: Go Live!

Now you’re ready

• Customers can message you like before
• You and your team will reply from the dashboard (not the phone)
• You can grow faster, respond quicker, and handle more customers at once

Summary & Takeaway

Switching to the WhatsApp API is a big step toward scaling your customer engagement, automating conversations, and offering a more professional support experience.

Yes, it comes with changes—but now you know exactly what to expect. If you're running a growing business and want to manage higher volumes, multiple agents, and faster support, this move is worth it.

Frequently Asked Questions

1. Do I need coding or IT skills?

No. Your BSP does all the tech work.

2. Do I need a new phone?

Not unless you want to keep your current app working.

3. Do I lose my number?

You can keep it or start fresh

4. Do I lose my chats?

Yes, old app chats don’t carry over.

5. Can our business team help with this?

Yes — let your team manage the platform.

6. Do I lose my contacts?‍

No, but you'll manage them outside the app now;

7. Do I lose my chat history?‍

Yes, old chats don’t transfer to the API

8. Will customers know I changed?‍

No visible change, just faster and smarter replies

9. Can I receive the messages in the mobile app?‍

Yes, you can access the chats and get instant notifications on messages to your mobile through the BSP provided mobile app.

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