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Integration · WhatsApp Business Platform

WhatsApp Business API integration services, connected to the rest of your business.

We integrate the WhatsApp Business Platform (the official API) with your CRM, website and internal tools: conversations shared across the team, replies and follow-ups automated within WhatsApp’s rules, and every message kept on the customer record.

Connect WhatsApp to your systems How it works

WhatsApp conversations owned by the business, visible in the CRM and acted on automatically.

You’ll recognise this

  • Customer chats live on staff phones and leave with them.
  • Several people share one WhatsApp app login on one device.
  • Nothing that happens on WhatsApp reaches the CRM.
  • Templates were rejected and nobody knows why.

01 The business problem

The WhatsApp app was built for a person. Your business isn’t one.

The WhatsApp Business app works well for a shop owner answering customers by hand. It stops working when several people need the same conversations, when messages should trigger work elsewhere, or when the business needs a record of what was said.

The WhatsApp Business Platform solves that, but it is an API, not an app. It needs a Meta business account, a verified number, approved message templates, a webhook to receive messages and software to send them, plus handling for its rules on when and how businesses can message people.

We build that layer: the connection to Meta, the inbox your team uses, the automation that runs on top and the sync that puts every conversation in your CRM.

02 In your business

What this looks like on an ordinary week.

Three situations owners tell us about, and what changes once this is in place.

  1. Scenario 01

    One phone, one bottleneck

    Say your business WhatsApp runs on a single phone in the office. Only the person holding it can reply, and nothing is saved to your CRM.

    With it in place: The official WhatsApp Business Platform gives the whole team one shared inbox, with every chat on the client’s record.

  2. Scenario 02

    Templates rejected at the worst time

    Say you want to send appointment reminders on WhatsApp, but your message templates keep getting rejected and you don’t know why.

    With it in place: Templates are written and submitted to Meta’s rules, and reminders go out on schedule once approved.

  3. Scenario 03

    The chat nobody followed up

    Say a prospect asked a question on WhatsApp on Friday, and by Monday nobody remembered to reply.

    With it in place: Unanswered chats are flagged to their owner, and the CRM shows every conversation still waiting for a reply.

03 Who it is for

For businesses where WhatsApp is a real sales or service channel.

A good fit when

  • More than one person needs to answer WhatsApp conversations.
  • You want WhatsApp conversations recorded in your CRM.
  • Your systems should send customers updates on WhatsApp automatically.
  • You run click-to-WhatsApp ads and want them attributed.

Probably not when

  • One person answers a few chats a day on the WhatsApp app.
  • You want to send marketing broadcasts to people who haven’t opted in.
  • An off-the-shelf WhatsApp inbox product already meets your needs.

  • Founders of B2B service firms

    You founded a B2B service business, and sales and delivery have outgrown your inbox, your memory and your best salesperson’s phone.

    You watch: Pipeline, win rate and revenue per person

    What changes: Every lead answered and followed up, a pipeline you can believe, and growth that doesn’t need a new hire for every few clients.

  • Owners of local & consumer service businesses

    You run a travel agency, clinic, real estate brokerage, training business or similar, where customers arrive on WhatsApp, calls and ads, often out of hours.

    You watch: Enquiries answered, bookings and repeat customers

    What changes: Every enquiry answered in minutes, quotes followed up until customers decide, and a team that spends its day on the customers in front of it.

04 What we build

What the integration includes.

  • Platform setup

    Business verification guidance, phone number registration and display name, on your own Meta business account.

  • Shared team inbox

    Conversations assigned to people, with notes, handover and history, in your CRM or a custom inbox.

  • Automated replies

    Instant acknowledgements, qualifying questions and routing, written in your voice.

  • Template management

    Message templates written to pass review, submitted, versioned and used for follow-ups and notifications.

  • Two-way CRM sync

    Contacts, conversations and outcomes synced with your CRM; CRM events can trigger WhatsApp messages.

  • Notifications

    Booking confirmations, payment reminders and status updates sent by your systems through approved templates.

05 How it works

How messages move.

  1. Step 01

    Message received

    Meta delivers the customer’s message to our webhook in real time, with media and the referral ad where present.
  2. Step 02

    Matched and logged

    The sender is matched to a CRM contact or created as a new lead, and the message logged on the record.
  3. Step 03

    Automated or assigned

    Rules or an AI agent reply where they should; otherwise the conversation is assigned to a person.
  4. Step 04

    Replies and templates

    Replies go out freely within the 24-hour window, and approved templates are used outside it.
  • Click-to-WhatsApp ads
  • Website button
  • Approved templates
  • Inbound chats

WhatsApp Business Platform

Built for one business, owned by it

  • Shared team inbox
  • Automated replies
  • Two-way CRM sync
  • Team notifications
Sources: Click-to-WhatsApp ads, Website button, Approved templates, Inbound chats. The system: WhatsApp Business Platform. What it produces: Shared team inbox, Automated replies, Two-way CRM sync, Team notifications.

06 Data and reliability

What moves, and what happens when it fails.

The records that travel between your systems, and how errors, permissions and outages are handled so no lead is lost quietly.

What moves between systems

Inbound messages
Text, images, documents, location and button replies, with the click-to-WhatsApp ad that started the chat when there is one.
Contacts and conversations
Phone number, profile name, conversation history and assignment, written to the CRM contact or lead.
Delivery statuses
Sent, delivered, read and failed statuses for every outbound message, stored against it.
Events from your systems
CRM stage changes, bookings or payments that trigger template messages to the customer.

Errors, permissions and failures

Failed sends surfaced
Messages that fail, for example outside the 24-hour window or to an invalid number, are flagged to the owner instead of disappearing.
Opt-outs respected
Customers who ask to stop are marked and excluded from templates and sequences automatically.
Least-privilege access
System users and tokens with only the permissions the integration needs, held in your Meta business account.
Webhook monitoring
Incoming message delivery is monitored, with alerts if Meta stops reaching the integration.

07 Project process

Discovery, build, launch, then better.

Phases, not promises. Each step is decided on what the previous one showed.

Our approach
  1. 01

    Week 1

    Account and number

    Meta business account, number and display name prepared, and the first templates drafted.

  2. 02

    Weeks 2–3

    Inbox and CRM sync

    Messages flowing into the inbox and CRM, with assignment and history.

  3. 03

    Weeks 3–6

    Automation

    Automated replies, routing, follow-ups and system notifications added.

  4. 04

    Ongoing

    Monitored and maintained

    Templates, rules and API changes kept up to date as Meta updates the platform.

Works with

  • WhatsApp Business Platform
  • WhatsApp Cloud API
  • Meta Business Manager
  • Click-to-WhatsApp ads
  • HubSpot
  • Zoho CRM
  • Pipedrive
  • Custom CRMs
  • Google Sheets
  • Slack

08 Proof

Built and run in-house first.

We run the same kind of system on our own business before we build it for anyone else.

  • LeadSpidey · AI SDR for inbound leads

    Answers and qualifies inbound leads on WhatsApp and email, then books the meeting with the transcript attached.

A LeadSpidey agent answering and qualifying an enquiry (sample conversation).

In-house product engineering case study

LeadSpidey: building an AI SDR for inbound leads

How we built an AI agent that answers every inbound lead on WhatsApp or email, qualifies it in conversation and books the meeting, with people in control.

Read the case study
LeadSpidey dashboard: a live lead feed beside an AI qualifying conversation (sample data).

09 Cost and engagement

What decides the cost.

Every engagement starts with a short, fixed scoping sprint that ends in a written scope, so you know what the first build takes before you commit to it.

  • The number of WhatsApp numbers, brands and teams.
  • Whether the inbox lives in your CRM or is built as a custom tool.
  • The automation on top: rules, AI replies, follow-ups, notifications.
  • The systems that send or receive WhatsApp events.
  • Meta’s own conversation charges, billed to your account by Meta.

10 Build, buy or connect

Cloud API, a provider, or the app.

How a business can get onto WhatsApp, and when each route fits.

  • The WhatsApp Business app

    Best when: one person on one phone

    No API, no automation and no CRM sync; conversations live on the device.

  • A business solution provider

    Best when: you want a ready-made inbox and support plan

    A provider hosts the connection and adds its own inbox and fees; your data sits in its platform.

  • Meta’s Cloud API, built for you

    Best when: WhatsApp must work inside your own systems

    We build on the Cloud API in your Meta account, so the number, data and integration stay yours.

11 Questions

Questions about WhatsApp integration.

What is the difference between the WhatsApp Business app and the API?
The app is for one person on one phone. The WhatsApp Business Platform (API) lets software send and receive messages, so a team can share conversations and your systems can automate and record them.
Do you use a WhatsApp business solution provider?
We usually build on Meta’s Cloud API directly in your own Meta business account, which keeps the number and data yours. Where a provider makes more sense for your setup, we say so.
Why do templates get rejected?
Usually because of category, formatting or wording that reads as promotional when submitted as a utility message. We write templates to Meta’s guidelines and adjust them if they are rejected.
Can we migrate our existing number?
Usually yes, but once a number moves to the platform it can no longer be used in the WhatsApp app. We plan the move with you, or set up a new number for automation.
Who pays for WhatsApp messages?
Meta charges the business for certain conversations and template messages, billed to your Meta account directly. We design flows to use messages sensibly.
How long does WhatsApp Business API approval take?
Meta sets the pace: business verification and template reviews can take from a few days to a couple of weeks depending on your documents. We start both in the first week so the build isn’t waiting on them.

Connect WhatsApp to your systems

Make WhatsApp part of your systems, not a phone in a drawer.

Tell us how you use WhatsApp today, how many people answer it and which CRM you use. A partner replies within one business day.

  • A partner reads every enquiry
  • A 45-minute working call
  • A written scope you can decide on

Or write to us at [email protected]

All integrations

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