WhatsApp Business Setup and Account Guide

Getting started with WhatsApp Business is straightforward. This guide walks you through downloading the app, setting up your account, migrating your chat history, and managing multiple devices - everything you need to go from zero to a fully functional business WhatsApp presence.

How to Download and Install WhatsApp Business

WhatsApp Business is available as a free app on both Android and iPhone. The installation process takes just a few minutes.

For Android (Google Play Store)

Step 1: Open Google Play Store

• On your Android phone, open the Google Play Store app (the colorful shopping bag icon)
• Make sure you're logged in with your Google account

Step 2: Search for WhatsApp Business

• Tap the search bar at the top
• Type "WhatsApp Business" (be careful to get the official app)
• Look for the app with the green WhatsApp icon and "Business" label
• Official developer: Meta Platforms, Inc.

Step 3: Tap "Install"

• Tap the green "Install" button
• The app will download and install automatically
• This typically takes 30 seconds to 2 minutes depending on internet speed

Step 4: Open the app

• Once installed, tap "Open" or find the app on your home screen
• First launch takes a few seconds as it initializes

Pro tip: Make sure you have at least 50 MB of free space on your phone. WhatsApp Business stores chats and media files.

For iPhone (App Store)

Step 1: Open the App Store

• On your iPhone, open the App Store app (the blue icon with white square)
• Make sure you're logged in with your Apple ID

Step 2: Search for WhatsApp Business

• Tap the search icon (magnifying glass) at the bottom
• Search for "WhatsApp Business"
• Look for the official app with the green WhatsApp icon and "Business" label
• Official developer: Meta Platforms, Inc.

Step 3: Tap "Get"

• Tap the cloud icon with a download arrow (or "Get" on older iPhones)
• You may need to authenticate with Face ID, Touch ID, or your Apple password
• The app will download and install

Step 4: Open the app

• Once installation completes, tap "Open"
• The app launches and begins setup

Pro tip: WhatsApp Business requires iOS 12.0 or later. If your phone is older, you may not be able to install it. You can still use regular WhatsApp for business if needed.

What to expect after installation

Once you open the app for the first time, you'll see:

• A welcome screen with WhatsApp Business branding
• A prompt to agree to terms and conditions
• A request for permissions (contacts, phone, SMS)
• The phone number verification screen (next section)

Don't close the app yet - keep going through the setup. It takes about 5 minutes total to complete.

Register & Create an Account

How to Register Your Phone Number and Create an Account

After installing the app, you need to verify your phone number. This is how Meta ensures the account is legitimate and belongs to you.

Registration process (step-by-step)

Step 1: Enter your phone number

• Open WhatsApp Business
• The app displays a welcome screen with "Enter your phone number"
• Tap the country flag or code (it auto-detects your location)
• Select your country from the list if it's wrong
• Enter your business phone number (including country code)

Example:

• Country: India
• Code: +91
• Your number: 9876543210
• Final: +919876543210

Important: This must be a real, active phone number that you own and can receive calls/SMS on. It cannot be:

• A landline without SMS capability
• A number already registered with another WhatsApp account (personal or business)
• A number you no longer have access to

Step 2: Verify via SMS or Call

• Tap "Next"
• WhatsApp sends a 6-digit verification code via SMS to your phone
• You'll see a screen asking you to enter this code
• Check your messages and copy the code

Alternative: Verify via Call

• If you don't receive the SMS after 1 minute, tap "Call instead"
• WhatsApp calls your number and reads out a 6-digit code
• Enter that code when prompted

Pro tip: If you don't receive the code:

• Check your spam/junk messages
• Make sure you entered the number correctly
• Try the "Call instead" option
• Wait a few minutes and request a new code

Step 3: Enter the verification code

• Enter the 6-digit code in the text field
• If correct, the app automatically verifies and moves to the next step
• If wrong, you'll see an error message; try again or request a new code

Step 4: Add your profile information

Once verified, WhatsApp asks for your profile details:

• Your name: Enter your business name or your personal name (this appears in your profile)
• Profile photo: Optional but recommended (upload a logo or professional photo)
• Tap "Next"

Step 5: Confirm and finish

• Review your information
• Tap "Done" or "Finish"
• The app opens to your main chat screen
• You're now ready to set up your business profile (covered in a separate article)

What happens after registration

Your account is now active. You can:

• Send and receive messages
• Create a business profile
• Add quick replies
• Set away messages
• Receive chats from customers

What customers see:

• If they message your number, they'll see your name and profile photo
• You still need to set up your full business profile for them to see your business info (website, hours, address, etc.)

How to Migrate Chat History

Migrate Chat History from Personal WhatsApp

If you're switching from regular WhatsApp to WhatsApp Business, you probably want to keep your old messages, media, and contacts. WhatsApp makes this easy with backup and restore.

Important note: You must use a different phone number for WhatsApp Business. If your personal WhatsApp is on +91-9876543210, your business account needs a different number (or you must delete the personal account first).

For Android: Backup and restore

Step 1: Backup your personal WhatsApp

Before you do anything, back up your personal WhatsApp chats:

• Open your personal WhatsApp (not Business yet)
• Go to Settings → Chats → Chat backup
• Tap "Google Drive" (to back up to cloud) or "Local backup" (to save on phone)

If using Google Drive:

• Select a Google account to sync with
• Tap "Back up to Google Drive"
• Wait for the backup to complete (may take 5–15 minutes depending on chat size)
• You'll see a confirmation message: "Your backup is up to date"

Note: WhatsApp backs up chats, media (photos/videos), documents, and voice messages. It does NOT back up app settings or profile photos.

Step 2: Uninstall personal WhatsApp (optional but recommended)

If you want to use the same phone number:

• Open Settings on your phone
• Find and select WhatsApp
• Tap Uninstall
• Confirm the uninstall

If using a different number: You can keep your personal WhatsApp installed. Just make sure each account uses a different number.

Step 3: Install WhatsApp Business

Follow the installation steps from Section 1 above.

Step 4: Register with WhatsApp Business

Use the same phone number (if you uninstalled personal WhatsApp) or a different number.

Step 5: Restore from backup

• During WhatsApp Business setup, you'll see a prompt: "Chat backup found. Restore backup?"
• Tap "Restore"
• WhatsApp downloads and restores all your chats, media, and messages
• This may take a few minutes depending on backup size
• Once done, all your old chats appear in WhatsApp Business

Your chats are now in WhatsApp Business, and you can start using it professionally.

For iPhone: Backup and restore

Step 1: Backup your personal WhatsApp

• Open personal WhatsApp
• Go to Settings → Chats → Chat Backup
• Tap "Back Up to iCloud"
• Select an iCloud account if prompted
• Tap "Back Up Now"
• Wait for the backup to complete

Step 2: Delete or keep personal WhatsApp

• To use the same number: Delete the personal WhatsApp app (long-press → Remove App → Delete App)
• To use a different number: Keep it installed, but WhatsApp Business must use a new number

Step 3: Install WhatsApp Business

Follow the installation steps from Section 1.

Step 4: Register with WhatsApp Business

Use the same or different number as appropriate.

Step 5: Restore from backup

• During setup, WhatsApp Business will ask: "Restore WhatsApp chats from iCloud backup?"
• Tap "Restore from iCloud"
• Enter your iCloud credentials if prompted
• The app downloads and restores chats, media, and messages
• Wait for completion (usually 5–10 minutes)

Your chat history is now in WhatsApp Business.

What gets restored and what doesn't

Restored:

• ✅ All chat conversations (text messages)
• ✅ Media (photos, videos, voice messages, documents)
• ✅ Contacts (names, phone numbers)
• ✅ Chat groups
• ✅ Message timestamps and read receipts

NOT restored:

• ❌ App settings (notification tone, wallpaper)
• ❌ Profile photos (you'll need to re-upload)
• ❌ Stickers or emoji preferences
• ❌ Backup files from other messaging apps (Telegram, Signal, etc.)

Pro tips for migration

• Backup before switching: Don't delete the old app until you're sure the backup worked.
• Use the same phone number if possible: This keeps your customer relationships intact (they don't need a new number).
• Inform important contacts: Send a message saying "Moving to WhatsApp Business for better service, same number."
• Check your backup size: If you have years of chats, backup size might be 500 MB–2 GB. Ensure you have space.
• Use a strong iCloud/Google password: Your backup is encrypted but safer with a strong password.

How to Change WhatsApp Business Phone Number

Sometimes you need to switch your business account to a new phone number - maybe you got a new SIM card, changed providers, or got a dedicated business line. Here's how to do it without losing your chats.

Why you might change numbers

• Got a new business line (dedicated number just for WhatsApp)
• Switched phone carriers
• Upgraded your phone
• Old number is deprecated or disconnected

Steps to change your number

For Android and iPhone

Step 1: Backup your current WhatsApp Business account

Before changing the number, back up your chats:

• Open WhatsApp Business
• Go to Settings → Chats → Chat backup (or Chats → Backup)
• Tap Google Drive (Android) or iCloud (iPhone)
• Tap "Back up to Google Drive" or "Back Up Now" (iPhone)
• Wait for backup to complete

Step 2: Note your old number

Write down your current WhatsApp Business number. You'll need it in the next step.

Step 3: Go to Change Number in Settings

• Open WhatsApp Business
• Tap Settings (gear icon, bottom right)
• Go to Account
• Tap "Change number" or "Phone number"

Step 4: Enter old and new numbers

• Old number: Enter your current number (with country code)
• New number: Enter your new number (with country code)
• Tap "Next" or "Change"

Example:

• Old: +919876543210
• New: +919123456789

Step 5: Verify the new number

• WhatsApp sends a verification code to your new number via SMS
• Enter the 6-digit code
• If correct, your number is changed

Step 6: Update your contacts and settings (optional)

Your business profile still exists, but it's now linked to the new number. You may want to:

• Inform your customers of the new number (send a message from the old number first, if possible)
• Update your website, social media, business cards with the new number
• Update your business profile (re-upload logo, re-check info)

Step 7: Restore from backup (if needed)

If you lost chats during the change, restore from your backup (follow Section 3 steps)

Pro tips:

• Change your number when you have a full backup (step 1)
• Inform important customers a few days before
• Keep the old SIM card active for a few days to handle stragglers
• Update your business profile and website immediately after

Change to a new WABA

If you want to keep your old account and create a new one (instead of changing the number):

1. Install WhatsApp Business again on a different phone or use a different number
2. Go through registration (Section 2) with the new number
3. Back up the old account and restore to the new account
4. Inform customers to message the new number

This is useful if you're expanding to multiple phone numbers per team or region.

Personal WhatsApp Number on WhatsApp Business?

Can I Use My Personal WhatsApp Number on WhatsApp Business?

This is a common question, and the answer is technically yes, but with important caveats.

One number, one account type

Important: A single phone number can only have either a personal WhatsApp account OR a WhatsApp Business account at any given time. Not both.

What this means:

• If your number is currently registered with personal WhatsApp, you cannot simultaneously register it with WhatsApp Business
• If you want to use the same number for both, you must delete one account first

Switch from personal to business number

Scenario 1: You want to switch from personal to business on the same number

Process:

1. Backup your personal WhatsApp chats (Section 3)
2. Delete your personal WhatsApp account
   • Go to Settings → Account → Delete account
   • Confirm deletion (you'll have 30 days to recover if needed)
3. Install WhatsApp Business
4. Register with the same number
5. Verify with SMS code
6. Restore chats from backup (Section 3)

Result: Your old contacts and chats are now in WhatsApp Business. They message you on the same number but now get the business profile experience.

Keep personal & business app on phone

Scenario 2: You want to keep both personal and business on one phone

Solution: Use two different numbers.

• Keep personal WhatsApp on number +919876543210
• Set up WhatsApp Business on a different number +919123456789
• Both apps can be installed on the same phone
• Customers calling one number reach personal WhatsApp; those calling the other reach business WhatsApp

This is common for:

• Business owners who want to keep personal chats separate
• Professionals who maintain client-only WhatsApp (business) and personal WhatsApp
• Teams where one person has a personal account and manages a business account

To do this:

1. Get a second SIM card or virtual number (Google Voice, Airtel X Stream, etc.)
2. Install WhatsApp Business on your phone with the second number
3. Keep personal WhatsApp on your main number

One number without losing Chats

Scenario 3: You want one number but don't want to lose personal chats

Options:

• Archive old chats: In personal WhatsApp, archive old chats before deleting. They're not visible but can be restored.
• Export chats: Export important chats as text files or PDFs before deleting.
• Use backup & restore: Back up personal WhatsApp, then restore to WhatsApp Business after switching (you get everything).

How to Use Multiple Devices

WhatsApp Business allows you to access your account from multiple devices simultaneously, which is useful if you have multiple team members, work from home and office, or want a desktop version.

Linking WhatsApp Business to other devices

Devices you can link:

• Phones: Link up to 4 additional phones (5 total including primary)
• Computers: WhatsApp Business Desktop or WhatsApp Web
• Tablets: WhatsApp Business Web on tablet browsers
• Meta Verified users: Can link up to 10 devices (instead of 5)

Important: Only the primary phone needs the SIM card. Other linked devices use the same account via internet connection.

How to link a secondary Phone

** (Android or iPhone)**

Step 1: Open WhatsApp Business on primary phone

• Tap Settings (gear icon)
• Go to Linked devices or Connected devices
• Tap "Link a device" or the "+" icon
• You'll see a QR code

Step 2: Open WhatsApp Business on secondary phone

• Open WhatsApp Business on the second phone
• Go to Settings → Linked devices
• Tap "Link a device"
• You'll see a camera screen with "Scan QR code"

Step 3: Scan the QR code

• On the secondary phone, point the camera at the QR code displayed on the primary phone
• When scanned, the devices synchronize
• The secondary phone now shows "Linked" with the device name
• You can now use both phones simultaneously

Step 4: Manage linked devices

• Go to Settings → Linked devices
• See all connected devices
• Remove devices if needed

Pro tip: Name your devices for easy identification (e.g., "Home Phone", "Office Tablet", "Backup Device").

How to use WhatsApp Business Web

WhatsApp Business Web lets you chat from your computer without installing an app.

Step 1: Open WhatsApp Web

• On your computer, open any web browser (Chrome, Firefox, Safari, Edge)
• Go to web.whatsapp.com or web.business.whatsapp.com (for Business)
• You'll see a QR code with instructions to scan

Step 2: Scan QR code from primary phone

• Open WhatsApp Business on your phone
• Go to Settings → Linked devices
• Tap "Link a device"
• Point your phone's camera at the QR code on your computer screen
• Scan successfully

Step 3: Web access is now active

• Your computer now displays all your WhatsApp Business chats
• You can type messages on your computer and they appear on phone instantly
• Both devices are synchronized in real-time

Step 4: Keep your phone connected

Important: Your phone must stay connected to the internet for Web to work

• If your phone disconnects, Web access pauses
• Re-scan QR code if Web stops working

Pro tips for Web and Desktop:

• Desktop app: Download the official WhatsApp Business Desktop app (more stable than web)
• Security: Close web.whatsapp.com on shared computers (coffee shops, libraries)
• Multiple devices: You can use Web + multiple linked phones simultaneously
• Shortcuts: On Mac/PC desktop app, use Cmd/Ctrl + N to start new chat

Device limits and Meta Verified

• Standard account: Up to 5 linked devices (1 primary + 4 secondary)
• Meta Verified account: Up to 10 linked devices

If you need more than 5 devices, consider Meta Verified (paid feature, ~₹1,000–2,000/month).

Managing linked devices

To unlink a device:

• Go to Settings → Linked devices
• Tap and hold on the device name
• Tap "Disconnect" or "Remove"
• Confirm deletion
• That device loses access immediately

To log out of Web:

• Go to web.whatsapp.com
• Click Menu (three dots, top right)
• Select "Log out" or "Logout all devices"

7. Using both WhatsApp app on One Phone

You can have both a personal WhatsApp and WhatsApp Business on the same phone, as long as each uses a different phone number.

How to set up both accounts

Step 1: Verify you have two numbers

You need two separate SIM cards or numbers (your main number + a business number)

Examples:

• Main SIM card: Personal WhatsApp (+91-9876543210)
• Second SIM card: WhatsApp Business (+91-9123456789)
• OR use a virtual number (Google Voice, Airtel X Stream, etc.) for business

Step 2: Install both apps

• Personal: Open Google Play or App Store
  • Search "WhatsApp" (not Business)
  • Install the regular WhatsApp app
• Install WhatsApp Business app separately
• Both apps can coexist on the same phone

Step 3: Register each with its own number

• Open WhatsApp (personal)
  • Go through verification with your main number
  • Set up your profile
• Open WhatsApp Business
  • Go through verification with your business number
  • Set up your business profile
  • Configure business features (quick replies, away messages, etc.)

Step 4: Use both simultaneously

• Both apps are independent and work at the same time
• Switch between them using phone icons (Android) or app switcher
• Messages from your personal number go to WhatsApp; business number goes to WhatsApp Business
• Customers see different profiles for each (personal vs. business)

Why have both accounts on one phone?

Business owners:

• Separate personal chats (friends, family) from business chats (customers)
• Professionalism: Customers don't see your personal status or profile
• Organization: Different quick replies and away messages for each account

Freelancers/Consultants:

• Personal WhatsApp for casual networking
• WhatsApp Business for client communication (more professional)
• Easy to switch between contexts

Agencies/Teams:

• One team member manages personal account (personal clients)
• Same person manages business account (agency clients)
• Complete separation of communication

Tips for managing both accounts

1. Use different SIM cards

• If your phone has dual SIM, put each number on its own SIM slot
• WhatsApp automatically detects both and lets you choose which to register

2. Create shortcuts

• On home screen, create app shortcuts (long-press app → "Add to home screen")
• Label them "WhatsApp Personal" and "WhatsApp Business"
• Easier to switch between them quickly

3. Set different notifications

• For WhatsApp (personal): Maybe silent or standard notifications
• For WhatsApp Business: High priority notifications so you don't miss customers
• Customize ringtones, LED colors, vibration patterns differently

4. Use different profile pictures

• Personal WhatsApp: Your casual photo
• WhatsApp Business: Your logo or professional photo
• Makes it clear to contacts which account they're using

5. Save contacts with account labels

• Save business contacts with a prefix: "[BUSINESS] Customer Name"
• Helps you quickly know which app to use
• Or use different contact groups for each account

6. Keep app icons organized

• Keep WhatsApp Business in main row (easier access)
• Or use a "Business" folder on home screen
• Depends on which one you use more

Switching between accounts: Quick guide

Action	Personal WhatsApp	WhatsApp Business
Tap app	WhatsApp icon	WhatsApp Business icon
See profile	Your name + personal photo	Business name + logo
See stored	Personal chats, groups	Business chats, customer labels
Quick replies	Not available	Available (business FAQs)
Away message	Manual status only	Automated away message
Business info visible	No	Yes (hours, address, website)

Limitations when using both accounts

• One SIM, both apps: You'll get only one number. Both apps will register on it (becomes a problem)
• App storage: Both apps store chats separately; total storage use increases
• Battery drain: Running both apps increases battery usage slightly
• Update issues: Sometimes WhatsApp and WhatsApp Business updates conflict; usually resolves on its own

Solution: Use two different numbers (two SIMs or virtual number).

Summary: Setup checklist

Once you've read this section, you should be able to:

• ✅ Download WhatsApp Business from Google Play (Android) or App Store (iPhone)
• ✅ Register with your phone number and verify via SMS
• ✅ Migrate chat history from personal WhatsApp using backup and restore
• ✅ Change your phone number if needed, without losing chats
• ✅ Understand number rules: One number = one account type at a time
• ✅ Link multiple devices (phones, Web, Desktop) to access from multiple places
• ✅ Run personal and business accounts on one phone using two different numbers

What's next?

Once your account is set up, you'll want to:

• Set up your business profile (logo, description, hours, address)
• Create quick replies (automate common questions)
• Configure away messages (set expectations outside business hours)
• Organize with labels (tag chats for priority, status, customer type)
• Enable and use catalogs (if selling products)