How to Change WhatsApp to a Business Account: A Step-by-Step Guide

If you’ve been wondering how to change WhatsApp to business account, this guide is for you. See how WhatsApp Business can be set up, what it offers, and why it’s a simple way to connect with customers more professionally.

Introduction

How to change WhatsApp to a business account is a common question for small business owners. This guide shows the steps, benefits, and tips to help you switch easily.

Why switch to a WhatsApp Business account?

Switching lets you use helpful tools to manage chats, send quick replies, and show a more professional brand. It turns WhatsApp from a personal app into a channel for customer communication.

Who should use WhatsApp Business (freelancers, small businesses, service providers)?

It’s great for freelancers, small business owners, online sellers, and service providers who need a simple way to chat with customers, share updates, and manage orders.

Benefits of Using WhatsApp Business

WhatsApp Business offers built-in tools that help companies talk with customers in a more professional and faster way. Here are the key benefits:

Professional business profile setup

Your WhatsApp Business profile lets you show key details like your name, logo, description, address, website, and business hours. This instantly turns your chat into a professional channel that builds trust and looks credible to customers. It’s far more polished than a personal profile.

Auto-replies, greetings, and away messages

You can set up automatic messages that welcome new chats or respond when you're unavailable. Even if you’re busy or offline, quick replies and greetings give customers instant answers and keep the conversation flowing.

Labels to organize customer conversations

Labels are like virtual folders for your chats: "new customer," "pending payment," or "follow-up," for instance. These tags help you sort and prioritize conversations at a glance, so nothing slips through the cracks.

Access to business insights and message statistics

With WhatsApp Business, you can see basic numbers such as sent, delivered, and read messages, which aren’t available in the personal app. This helps you gauge customer engagement and identify where the communication could improve.

Product/service catalog feature

Instead of sending product info manually, you can build a catalog right inside WhatsApp. Include images, descriptions, prices, and links—so customers can browse what you offer without leaving the chat.

Key Differences Between WhatsApp & WhatsApp Business

Both apps look the same, but WhatsApp Business has extra features to help companies talk with customers better. Here are the main differences:

Business profile and branding features

While standard WhatsApp only offers a personal bio and profile image, WhatsApp Business takes that up several notches. You can add details like your business type, hours, website, and more, so your profile looks clear and professional.

Automation tools for customer engagement

The personal app doesn’t support automation, but WhatsApp Business does. It has tools like greeting messages, away messages, and quick replies, so you can answer customers faster, keep messages consistent, and save time.

Additional messaging tools and templates

WhatsApp Business lets you send broadcast messages to many contacts at once, perfect for announcing promotions or updates. It also supports message templates, though note these are more advanced and linked with the API version.

Access to WhatsApp Business API (for larger teams)

The free app works well for small businesses, but if you’re growing or need team access, the WhatsApp Business API adds automation, CRM links, and multi-agent support for larger operations.

Prerequisites Before Switching to WhatsApp Business

Before diving in, it’s wise to check a few key requirements to ensure your switch to WhatsApp Business goes smoothly and without data loss.

Backup your chat history (for safety)

Before converting your account, back up your chats via Google Drive (Android) or iCloud (iOS). If done correctly, you can migrate to WhatsApp Business without losing any messages, photos, or contacts.

Ensure your number is active and accessible

You’ll need to verify your number when you set up WhatsApp Business, so make sure it’s active, can receive SMS or calls, and is accessible during setup.

Decide whether to use the same number or a new one

You can keep your current WhatsApp number and move it to the Business app, or you can use a different number if you want to separate personal and work. But remember, the account only works on one app at a time.

How to Change to WhatsApp Business Account (Step-by-Step)

Below is a very detailed tutorial on how to change WhatsApp to business account:

Step 1: Download the WhatsApp Business App from Play Store/App Store

Find and install the WhatsApp Business app from your device’s app store, whether it’s the Play Store for Android or the App Store for iOS. It’s the same familiar WhatsApp interface, but tailored specifically for business use.

Step 2: Launch the app and verify your number

Open the app and register using your business phone number. You'll receive an SMS or call with a code, enter that to complete verification. Make sure the number is active and accessible during this step.

Step 3: Restore your backup (if using the same number)

If you previously backed up your chats (via Google Drive on Android or iCloud on iOS), the app will prompt you to restore them. Accept the restore to bring your messages and media over seamlessly.

Step 4: Set up your Business Profile (name, category, description)

Add key details: your business name (hard to change later), choose the right category, and write a short description. This lets customers immediately grasp who you are and what you offer.

Step 5: Customize settings – greetings, away messages, quick replies

Go into the Tools or Business Tools section and create automated messages:

• Greeting messages: Automatically welcome new chats.
• Away messages: Let customers know when you're offline or outside business hours.
• Quick replies: Save pre-written answers (up to 50) for FAQs like order status or business hours.

Step 6: Add product catalog (if relevant)

Use the Catalog feature to list your offerings within the app. Add images, descriptions, prices, and any relevant links. Customers can browse and ask about items directly, the needing to switch platforms.

Tips for Setting Up a Professional WhatsApp Business Profile

A polished profile makes your business look trustworthy and helps customers engage with you more easily.

Use a business name you won’t change later

Once set, your business name becomes anchored to your account. Pick a name that matches your brand. Changing it later may require reinstalling the app, which could interrupt your chats.

Add logo, working hours, location (if applicable)

Include a recognizable logo, clearly-defined working hours, and your address (for local businesses). This builds credibility and helps manage customer expectations around response times.

Write a clear and concise business description

Summarize what you do in one or two lines - e.g., "We craft custom leather wallets handcrafted in HCMC." Keep it direct and focused so customers understand your core offering immediately.

Include website and email for added credibility

Adding your website and email makes your business easier to trust and contact through multiple channels. It also reinforces your professionalism.

Use Cases for WhatsApp Business

WhatsApp Business works for many industries and helps each one talk to customers more easily.

Local service providers (salons, tutors, clinics)

Local service providers can also see strong results with WhatsApp chatbots. For example, Gangwhoo Hospital used Botcake to engage customers and drive sales through WhatsApp, achieving a 10% increase in purchases and a 1.9x higher conversion rate from messages to purchases. This shows how salons, tutors, and clinics can boost bookings and customer loyalty by automating conversations.

Freelancers and consultants

Freelancers and solo consultants benefit from quick replies, catalogs, and labels. Embed a portfolio or service list directly in WhatsApp and respond to inquiries promptly, even when away. This lets you reply quickly and look professional without switching apps or handling emails, which builds trust and saves time.

Ecommerce sellers and D2C brands

Online and D2C brands can use WhatsApp to show products, confirm orders, and send promotions to grow sales. Customers can browse, ask questions, and even buy products, all within WhatsApp.

Real estate agents and travel consultants

Professionals in real estate and travel can send property or tour listings, schedule viewings, and even conduct virtual tours through WhatsApp. It’s ideal for instant lead capture, real-time Q&A, and sharing documents or media like photos, videos, or brochures. This personal, fast communication helps agents close deals quickly and nurture trust.

Conclusion

Upgrading to WhatsApp Business is a smart step for any entrepreneur ready to grow. Its features help you communicate with impact, manage inquiries seamlessly, and keep your brand visible right where customers are most active on WhatsApp. By setting up a polished profile and making the most of automation, you’re not just messaging - you’re building trust and credibility. Start using WhatsApp Business with Botcake.io today to streamline conversations, boost sales, and create stronger connections that fuel long-term success.