Understanding how to send automated WhatsApp messages is essential for any business that wants to communicate faster, respond more efficiently, and manage customer interactions with minimal manual effort. Today’s customers expect instant replies, clear updates, and smooth support, and automation makes it possible to deliver all of this consistently. Whether you run an online store, service-based business, or lead-generation funnel, automated workflows help you stay available 24/7 without increasing workload or hiring extra staff.

Using automation platforms connected to the WhatsApp Business API, businesses can set up welcome messages, order updates, payment notifications, and more. Importantly, these platforms often function as the best whatsapp bulk message sender software allowing you to send targeted reminders and follow-ups at scale. These tools enable you to create structured flows that trigger messages the moment a customer takes an action, ensuring timely communication.

This guide walks you through everything you need to start automating, from choosing the right platform to creating templates, integrating your website or CRM, building workflows, testing them thoroughly, and optimizing results for long-term success.

What Are Automated WhatsApp Messages?

Automated WhatsApp messages are pre-written responses sent automatically when specific actions or triggers occur. These triggers can be anything, such as:

• A customer visiting your website
  
• A new lead is filling out a form
  
• An order is getting confirmed
  
• A customer sends a keyword message
  
• A payment update
  
• A subscription renewal date
  

Once the trigger activates, your WhatsApp automation tool sends the predefined message instantly. This creates a seamless communication flow without the need for constant human involvement.

If you want to master how to send automated WhatsApp messages, it’s important first to understand that automation uses WhatsApp Business API, not the basic WhatsApp Business app. The API allows tools to automate, personalize, and scale messages for thousands of users at once.

Simple Steps on How to Send Automated WhatsApp Messages

Send automated WhatsApp messages with these simple steps:

Step 1: Choose a WhatsApp Automation Platform

To begin understanding how to send automated WhatsApp messages, you must first select a platform that supports the official WhatsApp Business API. For this guide, we recommend starting with a reliable provider like Interakt, known for simplifying the onboarding process.

Here is the expanded step-by-step process:

Confirm API Compliance: Finally, always confirm that the platform, like Interakt, provides official API access rather than relying on workarounds, as only API-enabled tools allow you to utilize full, scalable automation features, manage multi-agent support, and adhere to WhatsApp’s strict compliance guidelines.

Sign Up and Onboard: Start by visiting Interakt’s homepage and clicking “Start Now” or “Sign Up” to create your account using your business email. This ensures you are registering through an official Meta Business Partner, which is critical for secure and authorized API access.

Explore the Dashboard: After logging in, navigate through the dashboard to explore powerful modules like Automation, Workflows, Chatbot Builder, or Broadcasts. These sections will give you a hands-on idea of how the platform handles automated responses, sequenced messaging, and mass outreach campaigns.

Verify Key Integrations: Next, check the Integrations area to ensure Interakt can connect seamlessly with your existing tech stack, such as your CRM (like HubSpot or Zoho), website forms, Shopify, or WooCommerce. Successful integration is key to triggering automated messages based on customer actions (e.g., cart abandonment).

Watch the Workflow Demo: Look for a tutorial or demo video link inside the dashboard and watch it to understand the platform’s overall workflow logic before you begin building.

Step 2: Apply for WhatsApp Business API Access

To move forward with how to send automated WhatsApp messages, go to your automation platform’s dashboard and locate the option labeled “WhatsApp API Setup,” “Connect WhatsApp,” or “Get API Access.” Click it and enter the phone number you want to use for your WhatsApp automation. Make sure this number is not currently registered on standard WhatsApp or WhatsApp Business. 

The platform will redirect you to Meta Business Manager, where you must verify your business details, including name, website, and category. Follow the on-screen prompts and submit any required documents for business verification. Once Meta approves your business, you will be asked to confirm your WhatsApp Display Name, which should match your brand identity. After this, an OTP will be sent to your selected phone number. Enter it to complete the setup. Once the verification is successful, your automation tool will unlock API features like message templates and advanced workflow creation.

Step 3: Create and Submit WhatsApp Message Templates

To advance in setting up how to send automated WhatsApp messages, go to your automation platform’s dashboard and locate the section labeled “Message Templates,” “Template Manager,” or “Create Template.” Click the button to add a new template, and you’ll see fields for Category, Template Name, Language, and Message Content. Choose the category that matches your purpose, such as “Marketing,” “Utility,” or “Authentication.” Then craft your message using placeholders like {{name}}, {{order_id}}, or {{date}} to personalize the text. Make sure your message is clear, compliant, and non-promotional if it’s a utility template. 

Once finished, click “Submit for Approval.” Your provider will forward the template to Meta. Approval usually takes a few minutes to a few hours. After approval, return to the dashboard and check that your templates are active and ready for automation. These templates will be used in workflows, broadcasts, and automated replies triggered by customer actions.

Step 4: Connect Your Website, CRM, or Store to WhatsApp

To continue setting up how to send automated WhatsApp messages, navigate to the “Integrations” or “Connect Apps” section in your automation tool. Choose the platform you want to connect to, this may be Shopify, WooCommerce, WordPress forms, Google Sheets, HubSpot, Zoho, or Facebook Lead Ads. Click on the integration option and follow the instructions to authenticate your account.To integrate with website forms, simply copy the generated API key or webhook URL and paste it into your form builder settings. When working with Shopify or WooCommerce stores, install the provider’s plugin, activate it, and connect your store. In the case of CRM integrations, you may need to grant permission via OAuth so the tool can sync contacts, leads, or activities.

Once connected, test the integration by submitting a dummy form or creating a test order to ensure your customer data flows correctly. Your automation platform will now recognize triggers from these sources and start sending messages accordingly.

Step 5: Build Your Automation Workflows

To strengthen your understanding of how to send automated WhatsApp messages, open your automation tool and go to the “Workflows,” “Automation,” or “Bot Builder” section. Click “Create New Workflow” and choose a trigger that starts the automation, such as “New Lead Captured,” “Order Placed,” “Payment Success,” or “First Message Received.” Once you select a trigger, drag-and-drop the next action block, usually “Send Message” or “Send Template.” 

Choose the approved template you want to deliver and insert dynamic variables like customer name or order details. If needed, add a delay block (such as “Send after 10 minutes”) or apply conditions like customer behavior or purchase amount. You can continue adding multiple steps to guide the customer through reminders, follow-ups, or confirmations. When the workflow is complete, click “Save”, then “Publish.” Your workflow will now run automatically whenever the trigger occurs.

Step 6: Enable Keyword-Based Auto-Replies

To add another layer to how to send automated WhatsApp messages, open the “Auto-Reply” or “Keyword Automation” section in your platform. Click “Add Keyword” and type the word or phrase customers will send, such as PRICE, MENU, TRACK, SUPPORT, BOOK, or CATALOG. Then select the response action, usually “Send Message,” “Send Template,” or “Redirect to Workflow.” Enter the message you want customers to receive instantly when they send that keyword. 

You can include buttons like “View Services,” “Track Order,” or “Talk to Support” to guide users easily. Save the keyword and test it by messaging your WhatsApp number using the same word. If the automation triggers correctly, enable the keyword for public use. This feature helps reduce repetitive manual replies and offers instant assistance to customers looking for quick answers.

Step 7: Test All Your WhatsApp Automations

Before going live with how to send automated WhatsApp messages, thoroughly test every workflow, template, and integration. To begin, activate test mode—most platforms offer a sandbox or preview number. Next, perform actions like submitting a test form, placing a dummy order, or triggering a keyword message. Meanwhile, watch how the automation responds and ensure the correct template is sent.

Additionally, check if variables like {{name}} or {{order_id}} appear correctly. Furthermore, verify delays, buttons, quick replies, and conditional flows. If your workflow includes branching logic, such as “if paid” or “if responded,” test both conditions separately. After that, go to the Logs, Activity, or Message History section in your dashboard and confirm the automation triggered exactly as expected. Finally, fix any issues, edit the flow if needed, and test again until everything works smoothly.

Step 8: Launch Your Automations and Monitor Performance

Once you’re confident in how to send automated WhatsApp messages, activate your workflows and start monitoring performance from your dashboard. Go to the “Analytics,” “Reports,” or “Insights” section and review data such as delivery rates, read rates, and response rates. If some templates show low engagement, consider rewriting them or adjusting the timing. 

Check your Message Quality Score, which WhatsApp uses to evaluate user satisfaction. If the score dips, reduce frequency or improve content clarity. Track which automation flows bring leads, sales, bookings, or customer responses. Use tags or segmentation to identify customer behavior patterns and improve future automations. Monitoring these insights helps you refine workflows and achieve better results over time.

Step 9: Improve and Expand Your WhatsApp Automation Strategy

After setting up the basics of how to send automated WhatsApp messages, focus on improving and expanding your automation strategy. Begin by evaluating which flows perform best and which ones need enhancement. Add more message templates to cover additional scenarios like follow-ups, upsells, abandoned cart nudges, service reminders, or re-engagement sequences. Update outdated messaging and adjust delays or conditions based on user behavior. 

Explore advanced features like chatbots, AI-driven responses, multi-step funnels, and customer segmentation to create more personalized experiences. Regularly sync new integrations, such as your CRM, booking system, or marketing tools, to ensure data accuracy across platforms. Keep testing new ideas, monitoring analytics, and refining workflows to make your automation more efficient and customer-friendly over time.

By following these steps, you can confidently automate your WhatsApp communication and build a system that works efficiently while strengthening customer engagement.

Conclusion

Learning how to send automated WhatsApp messages gives your business the ability to stay connected with customers while reducing manual tasks and improving overall communication quality. Once your workflows, templates, and integrations are set up correctly, every customer action, like filling out a form, placing an order, making a payment, or requesting support, can trigger a timely and relevant message without requiring human intervention. This creates a seamless experience that builds trust and keeps customers informed at every stage.

To maximize the impact of automation, regularly review performance metrics such as delivery rates, response times, and engagement patterns. Updating templates, refining workflows, and adding new triggers will help you continuously improve your communication system. As your business grows, expanding automation with features like segmentation, AI-powered replies, and personalized journeys will enhance customer satisfaction even further. With consistent optimization, WhatsApp automation becomes a valuable long-term asset that strengthens your sales, support, and customer relationships.