This guide takes you from a new ReploChat account to your first WhatsApp Business API message in about 30 minutes of hands-on work, plus however long Meta takes to approve your first template. Follow the steps in order: sign up, connect your number, fill in your business profile, get a template approved, then send and reply. Every step links to a detailed guide if you need more.
Before you start
- A WhatsApp number. The easiest is the number you already use in the WhatsApp Business app: you keep the app on your phone, and your contacts and up to 6 months of chats come into ReploChat. Or use a new SIM or landline that isn't on WhatsApp and can receive an SMS or voice call.
- A Facebook login for someone who can manage your business on Meta. During setup you create or pick a Meta business portfolio and a WhatsApp Business Account (WABA).
- About 30 minutes for setup. Template approval by Meta is usually quick but can take longer.
You don't need a credit card. Every new workspace starts on a free trial of a paid plan.
Step 1: Create your ReploChat account
- Go to replochat.com/signup and enter your name, email and a password. Business name and phone are optional but help us support you.
- Check your inbox (and spam folder) for a 6-digit code and enter it on the verification screen. The code expires after 5 minutes. If it doesn't arrive or has expired, tap Resend OTP for a new one, or contact support.
- Log in. Your free trial starts when you verify. It runs for 3 days by default, and the Billing page shows how many days are left.
Step 2: Find your way around the dashboard
After you log in you land on the Dashboard. Until you finish setup it shows two prompts: WhatsApp not connected (with a Connect Now button) and Business profile incomplete (with Complete Setup). The left sidebar holds everything else:
| Sidebar item | What it's for |
|---|---|
| Contacts, Pipeline | Your customer list, import, duplicates, custom fields and the sales pipeline board |
| WhatsApp Inbox | The shared team inbox for every connected number |
| WhatsApp Templates | Message templates you submit to Meta for approval |
| WhatsApp Campaigns | Bulk broadcasts, sent now or scheduled |
| WhatsApp Flows | Forms that open inside WhatsApp |
| Automation | Welcome & Away messages, Follow-ups, Date reminders and Chatbots |
| Reports, WhatsApp spend | Performance reports and what Meta charges you |
| Settings | Cards for everything you set up once: WhatsApp numbers, Business profile & AI, Quick replies, Media library, Team & permissions, Activity log, Store integrations, Developer API, Billing & plans, and Profile & security |
| Connect WhatsApp | Add, reconnect or remove WhatsApp numbers |
Some items only appear if your plan includes them (for example WhatsApp Flows and Chatbots), and team members only see the modules the owner gave them.
Step 3: Connect your WhatsApp number
Open Connect WhatsApp and press Connect with WhatsApp. Meta's sign-up window opens. Log in with Facebook and choose or create your business portfolio. Then either:
- Keep your number (recommended): choose Connect your existing WhatsApp Business app, enter your number and scan the QR code with your phone. Meta sends a message to that number in the WhatsApp Business app: tap Connect, choose whether to share your chat history, and confirm the permissions. Your phone keeps working, and your contacts and recent chats are imported.
- Register a new number: choose or create a WhatsApp Business Account, add the number and confirm it with the code Meta sends by SMS or call.
When the window closes, your number appears as Active. There's nothing to copy or paste.
If you already have a WhatsApp Cloud API app and prefer to paste credentials, use Add Account instead. Both methods are explained step by step in Connect your WhatsApp Business account.
Step 4: Fill in your business profile
Open Business Profile, pick your number, and fill in your business name, business type, timezone, services, prices, opening hours, location, policies and FAQs. This matters for two reasons:
- The AI assistant answers customers only from what you write here. Empty boxes mean those questions go to your team.
- Your business type picks the ready-made WhatsApp Flows forms shown to you, and the timezone lets the AI answer "are you open now?" correctly.
Use Try your assistant on the right to ask test questions before you switch AI auto reply on. Details: Set up business profiles.
Step 5: Create your first template
WhatsApp only lets businesses start a conversation, or write after 24 hours of silence, with a template Meta has approved. Submit one early so it's ready when you need it.
- Open WhatsApp Templates and create a new template.
- Pick Utility for transactional messages (order updates, reminders) or Marketing for offers.
- Write the body, for example: Hi {{1}}, thanks for contacting Glow Salon. Reply here any time to book or ask a question.
- Fill in the variable samples and press Submit for Approval.
Full walkthrough: Create & get message templates approved.
Step 6: Send your first message and reply from the inbox
- Add yourself as a contact under Contacts → Add Contact, using your number with the country code (for example 923001234567).
- Once the template shows APPROVED, open WhatsApp Campaigns → New Schedule, tick your contact, choose the template, give the campaign a title, leave Schedule Time empty and press Send Now.
- Reply to the message from your phone. Your reply appears in WhatsApp Inbox, and the 24-hour window is now open, so you can answer with free text, images or documents.
Step 7: Invite your team and switch on automation
- Team: add managers under Permissions and choose which modules each can use. See Team members & permissions.
- Welcome and away messages: greet new chats and reply outside business hours. See Welcome & away messages.
- Quick replies: save your most common answers. See Quick replies & media library.
- Online store: connect Shopify or WooCommerce for order and COD confirmations. See Store integrations.
What WhatsApp messages cost
Your plan pays for ReploChat. WhatsApp message fees are separate: Meta charges per message, by category (marketing, utility, authentication, service) and by the recipient's country, and bills your own WhatsApp Business Account directly. ReploChat adds no markup. See Plans, billing & limits and pricing.
Frequently asked
Do I need to install anything? No. ReploChat runs in your browser. On plans that include it, there's also a mobile app for Android and iPhone.
Can I keep using my number on the WhatsApp Business app? Yes. Connect it with Connect your existing WhatsApp Business app and reply from the phone and from ReploChat at the same time. Group chats aren't synced, and a few phone-app features such as broadcast lists and disappearing messages are limited. See the connection guide for the details.
What happens when the trial ends? Choose a plan on the Billing page and pay by bank transfer. Your data stays in your workspace. See billing.