Automate WhatsApp Business Messages: Practical Guide 2026
Every minute your team takes to respond to a WhatsApp message is a minute the customer can go to the competition. Automating messages on WhatsApp is not a luxury: it's an operational necessity for any business handling more than 20 daily conversations. The problem is there are three very different automation levels, and most guides mix them without distinction. Here we'll be clear: from free and basic to advanced with artificial intelligence, so you choose the method that really fits your situation. If you're looking for a broader view of automation on this channel, start with our guide on Automate WhatsApp.
Types of Automatic Messages on WhatsApp
Before choosing a tool, you need to understand what types of automatic messages on WhatsApp Business exist, because each has different rules, costs, and capabilities.
WhatsApp Business App messages. The free WhatsApp Business App allows configuring three types of basic automation: welcome messages (sent when a customer writes for the first time or after 14 days of inactivity), away messages (responses outside business hours), and quick replies (predefined text shortcuts you activate with a / slash). They're free, easy to configure, and require no technical knowledge. But they have a clear limit: no conditional logic, no natural language interpretation, and only work on one device.
WhatsApp Business API Template Messages. Here the rules change. Template Messages are pre-structured messages that Meta must approve before you can use them. They're divided into three categories: transactional (order confirmations, shipping updates), marketing (promotions, offers, cart recovery), and authentication (OTP, verification codes). Each template has a cost per conversation and allows dynamic variables like customer name, order number, or date. It's the standard for companies needing proactive communication at scale.
Conversational messages with AI Agent. The most advanced level. They're not predefined templates or canned responses: an AI Agent connected to the WhatsApp Business API interprets the customer's query in natural language, accesses your internal systems, and generates contextualized responses in real-time. It's a real conversation, not a predefined flow. Understanding this difference is key to choosing the right approach.
Method 1: WhatsApp Business App (Free)
The most direct path to start automating responses on WhatsApp without spending a cent. Here's how to configure it:
Welcome message. Open WhatsApp Business App > Business tools > Welcome message > Activate. Write a brief text that includes who you are, what you do, and what the customer can expect. You can choose who receives it: everyone, those not in contacts, or specific contacts.
Away message. Same route > Away message > Activate. Define the schedule when it's sent (outside the business hours you've configured). It's essential to indicate when you'll respond: "Thanks for writing. Our hours are 9 AM to 6 PM. We'll respond as soon as we're available."
Quick replies. Business tools > Quick replies > Add. Create shortcuts for the most frequent questions: /price, /shipping, /hours. When a human agent types the slash and shortcut, the complete text autocompletes.
Real limitations: no AI, only predefined text that doesn't adapt to context. A single device (or up to four with the multi-agent version, but without API). Doesn't connect with CRM or external systems. For many businesses it's sufficient as a starting point, but the ceiling comes quickly.
Method 2: WhatsApp API + Templates
When volume grows or you need to send proactive messages to customers, WhatsApp Business API Template Messages are the mandatory path. If you haven't set up the API yet, check our guide to setup WhatsApp API.
How to create Meta-approved templates. Access your BSP provider panel or Meta Business Suite manager. Each template requires: identifying name, category (utility, marketing, or authentication), language, and message body with optional variables in double curly braces. Meta reviews each template within 24 to 48 hours and can reject it if it violates their policies.
Categories and their rules. Utility templates (order confirmation, shipping update) have the highest approval rates and lowest cost per conversation. Marketing ones (promotions, offers) require the recipient to have given prior consent (opt-in) and have higher cost. Authentication ones are exclusively for sending OTP codes and verifications.
Tools to manage them. Providers like Twilio, MessageBird, and GuruSup offer visual panels to create, send, and monitor templates without touching code. With GuruSup you can also combine templates with AI agents to naturally scale the conversation when the customer responds to the automatic message. For a complete view of the platform, check our guide to WhatsApp Business API.
Method 3: WhatsApp API + AI Agent
This is the level that changes the game rules. An AI Agent connected to the WhatsApp Business API doesn't just send predefined templates: it understands the customer's real intention, queries your databases in real-time, and generates personalized responses you won't distinguish from a human agent's.
The fundamental difference: a template says "Your order #{{1}} is on its way". An AI Agent says "José, your iPhone 15 order from Tuesday is leaving the warehouse today and you'll receive it tomorrow before 2 PM. Do you need us to leave it at an alternative pickup point?". It's not a template: it's conversation with context, memory, and action capability.
GuruSup implements exactly this approach. Its agent connects to your CRM, product catalog, and order system. When a customer writes, the agent interprets the query, searches for relevant information, and responds accurately. If the query exceeds its capabilities, it escalates to a human with the complete conversation history. To better understand how automation works globally, check our guide on Automate Support.
10 Ready-to-Use Automatic Message Templates
Here are ten texts you can adapt directly, both for WhatsApp Business App quick replies and API templates:
- Welcome: "Hello, welcome to [Company]. We're here to help. How can we assist you today?"
- Order confirmation: "Your order #[number] has been confirmed successfully. We'll notify you when it's shipped."
- Shipping tracking: "Good news: your order #[number] is on its way. You can track it here: [link]."
- Appointment reminder: "We remind you of your appointment for [date] at [time]. Reply YES to confirm or NO to reschedule."
- Satisfaction survey: "How was our service? Rate from 1 to 5 and help us improve."
- Out of hours: "Thanks for contacting us. Our hours are M-F 9:00 AM-6:00 PM. We'll respond in the next business day."
- FAQ price: "Our plans start from [price]/month. You can see all details at [link]."
- FAQ shipping: "We ship in 24-48 business hours. Shipping is free from [amount]."
- Thank you: "Thanks for your purchase. If you need anything, we're a message away."
- Promotion: "This week only: [discount]% on [product/category]. Use code [code] before [date]."
Frequently Asked Questions
Does WhatsApp allow automatic messages?
Yes. The WhatsApp Business App allows welcome messages, away messages, and quick replies for free. For advanced automation with templates and AI agents you need the WhatsApp Business API, which requires a BSP provider and has costs per conversation.
How much do WhatsApp API templates cost?
Price varies by category and country. In Spain, utility conversations cost approximately 0.03 EUR, marketing around 0.05 EUR, and authentication about 0.04 EUR. BSP providers like Twilio, MessageBird, or GuruSup can add an additional margin over Meta's rate.
Can Meta block my account for automating?
Yes, if you violate policies. The most frequent causes of blocking are: sending marketing messages without prior consent, exceeding your tier's messaging limits, receiving high volume of spam reports, and using the API without an official BSP. As long as you operate within the rules and with an authorized provider, you won't have problems.
GuruSup deploys AI agents that respond on WhatsApp like a human: they understand context, query your systems, and resolve queries autonomously, 24/7. No rigid templates, no predefined flows. Try GuruSup for free and see the difference.
