How to automate WhatsApp messages in 2025

A potential customer messages your business on WhatsApp, asking about your products. But you're busy, your team is stretched thin, and by the time you respond, they’ve already moved on to a competitor. Frustrating, right?

In today’s fast-paced digital world, customers expect instant responses—and that’s where automating WhatsApp messages becomes a game-changer for small businesses. Instead of manually replying to every inquiry, you can set up automated messages to greet customers, answer FAQs, confirm orders, and even send follow-ups—without lifting a finger.

With WhatsApp’s massive global reach, it’s the perfect platform for real-time customer engagement. But managing these conversations manually? That’s a recipe for overwhelm. Automation lets you provide quick, personalised interactions while freeing up time to focus on growing your business.

In this guide, we’ll walk you through how to automate WhatsApp messages effectively, helping you streamline communication, boost efficiency, and keep customers happy—24/7. 

Let’s dive straight in!

What is WhatsApp automation?

WhatsApp automation is the practice of applying technology to automate WhatsApp messages so that companies can communicate more effectively with their customers. Rather than responding individually to all queries, companies can create WhatsApp automated messages to take care of usual interactions like welcome messages, order status updates, appointment reminders, and support requests.

With the WhatsApp Business App, businesses can enable simple automation features such as automated WhatsApp business messages for welcoming customers or replying when not available. But to automate sending WhatsApp messages at scale or connect with CRM systems, the WhatsApp Business API is necessary. This enables businesses to send automated WhatsApp business messages based on triggers, for smooth and timely communication.

By discovering the art of automating WhatsApp messages, companies are able to streamline response times, minimise manual effort, and produce a more standard customer experience. Whether you are seeking to automate WhatsApp messages for customer service, marketing, or transactional alerts, using automation tools can improve efficiency and interaction by a big margin.

Benefits of WhatsApp automation for your business

Using WhatsApp automation can greatly improve your business processes, customer experience, and productivity. With WhatsApp automated messages, companies can automate communication, enhance response rates, and establish better connections with their audience. The following are the most important advantages of automated WhatsApp business messages:

1. Instant responses & 24/7 availability

Clients expect swift responses. Businesses can make quick responses a guaranteed reality even beyond working hours by using automated WhatsApp messages. Organising how an automated message would be sent in WhatsApp for customers' frequently asked questions or inquiries maintains smooth-running conversations without constant human input.

2. Improved customer engagement

Personalisation is the way forward in the competitive market today. With automated WhatsApp messages for business, you can send promotions, reminders, or follow-ups that are targeted. This assists businesses in automating the sending of WhatsApp messages based on customer behaviour and preferences, increasing engagement.

3. Higher efficiency & cost reduction

By automating WhatsApp messages, companies lighten the load on customer support teams, saving costs and enhancing efficiency. Rather than dealing with repetitive questions manually, companies can automate sending WhatsApp message responses, freeing up capacity for more sophisticated tasks.

4. Seamless sales & marketing automation

You can automate WhatsApp messages for sales, promotions, and lead nurturing in businesses. It doesn't matter whether you'd like to automate WhatsApp messages for abandoned cart reminders or product alerts; automation promotes uniform messaging as well as greater conversions.

5. Scalability & growth

As your company expands, handling thousands of customer inquiries manually is not feasible. With automated WhatsApp business messages, you can scale your customer conversations seamlessly, so no lead or inquiry is left unattended.

Sending manual or automated WhatsApp messages

Businesses seeking to engage customers and run operations efficiently rely on effective communication. WhatsApp automated messages assist firms in keeping up with regular communication while minimising labour. Regardless of whether you write messages manually or through automation, knowledge of both methods can enhance efficiency and satisfaction.

Manual WhatsApp messaging

Manual messaging entails personally creating and delivering messages to specific contacts or groups. This technique enables extremely personalised communication, which is best suited for answering particular customer questions, offering personal assistance, or providing live conversations. Nevertheless, it demands ongoing effort and can be time-consuming when the business grows.

To make things easier, you can use SKEDit, an app that lets you schedule WhatsApp messages in advance. However, it’s not fully automated—you may still need to confirm or manually send the message when the time comes.

How to schedule WhatsApp messages manually with SKEDit:

1. Download & install SKEDit from the Google Play Store.
2. Sign up & log in to your account.
3. Select ‘WhatsApp’ as your messaging service.
4. Grant permissions so the app can function properly.
5. Type your message and choose the recipient.
6. Set the date & time for sending.
7. Manual or auto-send? You can choose to get a reminder to send it yourself or let SKEDit attempt to send it automatically.

While SKEDit helps with scheduling, it still requires some manual action. If you’re looking for hands-free automation, WhatsApp Business API might be a better fit.

Automated WhatsApp messaging

For convenience and timely communication, companies can automate WhatsApp messages with inbuilt WhatsApp Business tools or third-party automation tools. Automation allows you to send messages triggered by actions, schedules, or customer activities, ensuring hassle-free and seamless interactions.

Following are some of the primary use cases of automated WhatsApp business messages:

Greetings Messages: Send a welcome message to new customers automatically or upon re-engagement after inactivity.

Away Messages: Create an automated WhatsApp message that notifies customers about unavailability for off-hours.

Scheduled Messages: Automate WhatsApp message sending for appointment reminders or promotional offers.

Transactional Messages: Send order confirmation, shipping update, or payment notification automatically.

To configure automated messages on WhatsApp Business, follow these instructions:

1. Open the WhatsApp Business App and go to Settings > Business Tools > Away Message.
2. Turn on Send Away Message and edit the message.
3. Schedule and choose recipients for the message.

For more complex automation, such as sending an automated WhatsApp message based on customer interactions, the WhatsApp Business API can be utilised by businesses. This involves integrating with a WhatsApp Business Solution Provider and has capabilities such as chatbots, automated workflows, and CRM integrations.

Choosing between manual and automated messaging

Whether one uses a manual or auto-WhatsApp depends on the form of communication:

Manual messaging: Most suitable for customised interactions, such as addressing intricate customer care issues or developing client relationships.

Automated messaging: Suitable for regular communications, such as FAQs, order status, and marketing messages.

Here’s a comparison table highlighting the key differences between manual WhatsApp messaging and automated WhatsApp messages for businesses:

This table quickly showcases why automated WhatsApp messages for businesses are a game-changer, offering speed, efficiency, and better customer engagement.

Best tools to schedule WhatsApp messages

Effective communication is crucial for businesses and individuals. Scheduling WhatsApp messages provides timely interaction without the necessity of manual intervention. Although WhatsApp lacks a native scheduling feature, there are several third-party tools that can assist you with setting up automated WhatsApp messages efficiently. Here are some of the best solutions:

1. WhatsApp business app

For small businesses, the WhatsApp Business App provides some basic automation options. Although it doesn't let you schedule a particular message, it does permit setting up automated WhatsApp business messages such as greeting and away messages. These are useful for controlling customer expectations by sending immediate replies during off-peak hours or when contacted initially.

2. WhatsApp business API

More substantial businesses that need sophisticated automation can make use of the WhatsApp Business API. The API allows companies to send automated WhatsApp business messages at scale, integrating with CRM and other platforms. It facilitates scheduling messages, sending notifications, and customer interaction automation. Implementation usually comes through a partnership with a WhatsApp Business Solution Provider.

3. Auto text: bulk text scheduler

Found on the Google Play Store, Auto Text enables individuals to schedule WhatsApp messages, broadcast SMS, and create auto-replies. It is an all-around utility for automating messaging tasks, which saves time and ensures prompt communication without having to manually do so.

4. WA - Schedule Messages

For iPhone users, WA - Schedule Messages provides a tool to schedule and plan WhatsApp messages. The app functions as your personal message scheduler where you can write a message and specify the desired sending time. It's especially handy in sending reminders or time-critical information.

5. Siri shortcuts for iPhone

iPhones can use the Shortcuts application to design customised automation to schedule messages. You can type out a message and select the WhatsApp number of the recipient you want to send it to with a shortcut triggered at a later time. Once the scheduled time arrives, the system will pop up a notice asking you to send the message, which becomes an easier procedure.

6. Blueticks extension for WhatsApp web

For desktop users, the Blueticks Chrome extension allows users to schedule messages on WhatsApp Web. Once the extension is installed, you can write messages, and choose the send time you prefer, and the extension will take care of sending them at the intended time, sending your messages as needed.

Choosing the right tool

Choosing the right tool is based on your personal requirements:

• Personal use: SKEDit and WA-Schedule Messages are friendly alternatives for anyone wishing to automate WhatsApp messages.
• Small businesses: The WhatsApp Business App provides simple automation capabilities appropriate for handling customer interactions.
• Large businesses: The WhatsApp Business API offers strong features for businesses that require sending WhatsApp messages at scale.

Automated WhatsApp messages with WhatsApp Business API

With the rapid digital landscape of today, companies are always looking for effective means of interacting with consumers. The WhatsApp Business API provides a strong solution, allowing firms to automate WhatsApp messages and improve communication strategies.

Understanding WhatsApp Business API

The WhatsApp Business API is meant for medium to large businesses, with easy integration of WhatsApp messaging within existing systems. This API enables companies to automate the sending of WhatsApp messages, which are sent on time and personalised without the need for manual effort.

Key features of WhatsApp Business API

1. Automated messaging: Establish automated WhatsApp messages for different situations, including order confirmation, shipping notices, and appointment reminders.
2. Rich media support: Engage customers further by delivering images, videos, and documents directly via WhatsApp.
3. Two-way communication: Enable live chats, so customers can communicate with your company easily.
4. Integration capabilities: Integrate with CRM systems smoothly, allowing companies to automate WhatsApp messages based on customer behaviour and information.

Benefits of automating WhatsApp messages

• Enhanced customer experience: Automated messages guarantee customers are answered as quickly as possible, boosting satisfaction and loyalty.
• Operational efficiency: Routine communications can be automated, and resources can be diverted to more intricate tasks to enhance overall productivity.
• Personalised interactions: With customer information, companies can send personalised messages, increasing the relevance and interest in interactions.

Implementing WhatsApp Business API

In order to make full use of the WhatsApp Business API, follow the following steps:

1. Partner with a solution provider: Work with certified providers to use the API and get support during integration.
2. Set up automated messages: Identify main customer touchpoints and set up automated WhatsApp business messages accordingly.
3. Monitor and optimise: Periodically measure the performance of your messaging program and make tweaks to improve impact.

How to schedule WhatsApp messages with Trengo

In the current business world, it is crucial to keep customers updated in a timely and efficient manner. Scheduling WhatsApp messages guarantees that your audience is reached at the exact time desired, without the necessity of manual effort. Trengo, a certified WhatsApp Business Solution Provider, provides an effortless means of automated WhatsApp messages, boosting your customer engagement strategy.

Why schedule WhatsApp messages?

Message scheduling enables organisations to schedule and deliver messages at opportune moments so that consumers receive notifications, reminders, or promotional material at the most appropriate time. This proactive scheduling not only enhances customer satisfaction but also optimises internal operational processes.

Setting up scheduled messages with Trengo

To take advantage of the power of scheduled messaging, connecting the WhatsApp Business API via Trengo is a smart strategy. With this configuration, companies can send automated WhatsApp business messages at scale, promoting consistent and timely engagement.

Here's how to schedule messages using Trengo step by step:

1. Gain access to broadcasting feature: Sign in to your Trengo account and go to the Broadcasting feature. Click on New Broadcast to proceed.
2. Set up your broadcast: Give your broadcast a distinct and descriptive name so that it can be easily identified.
3. Choose the sender: Select the WhatsApp number from which the message will be sent.
4. Select a message template: Choose a pre-approved WhatsApp message template that suits your communication objective. Personalise the template as necessary to appeal to your audience.
5. Schedule the message: Enter the exact date and time when you would like to send the message. Trengo's accurate scheduling guarantees that messages are sent to recipients at their most effective time.
6. Add recipients: Enter the contacts by hand or import a list in order to send messages to target specific customer groups effectively.
7. Review and confirm: Verify all the settings, check the message preview, and check the scheduled send time. Being satisfied, finalise the setup in order to schedule the message.

Conclusion

Integrating WhatsApp automated messages into your business processes is capable of transforming customer interactions across the board and reducing communication processes to a great extent. 

Through platforms such as Trengo, you can send automated WhatsApp messages, providing timely, customised interactions and increasing customer satisfaction and loyalty. This strategic initiative not only maximises resource use but also enables your business to adequately address the changing needs of today's consumers, leading to consistent expansion and competitiveness in the industry.