The Ultimate Guide to Running a WhatsApp Campaign (2025)

It’s 2025, and while the digital world keeps evolving at lightning speed, one thing hasn’t changed—people still trust WhatsApp. Whether it’s catching up with friends, confirming a doctor’s appointment, or tracking an order, WhatsApp has become the go-to channel for real conversations.

With over 2.8 billion monthly users, it’s not just about sending messages anymore. Businesses now use WhatsApp to build personal, real-time, and high-converting communication that feels less like marketing—and more like a conversation.

So if you’re wondering how to launch a WhatsApp campaign the right way in 2025, this guide breaks it down in plain English—from setup to success.

Step 1: Set Up Your WhatsApp Business API

First things first, don’t confuse the free WhatsApp Business App with the WhatsApp Business API. The API is built for scale and automation—ideal for marketing, support, and transactional messaging. Here’s how to get started:

Create a Meta Business Account – Register at business.facebook.com and verify your business.
Get WhatsApp API Access – Use a Business Solution Provider (BSP) like Wetasreel, Twilio, or 360dialog. They help with onboarding, integration, and compliance.
Phone Number & Display Name – Attach a dedicated phone number, choose your brand name, and apply for WhatsApp approval.
Set Up Messaging Templates – Pre-approved messages are required for outbound communication. Templates include notifications, offers, reminders, and more.
CRM Integration – Link your CRM or automation tools to track leads, auto-respond, and sync data in real time.

How to Apply for WhatsApp Business API: A Step-by-Step Guide

Step 2: Define Entry Points and Build Your Audience

No opt-in? No messaging.

WhatsApp campaigns are permission-based. Here are high-converting ways to build your list:

Website Widgets – Add a “Click to WhatsApp” floating button.
QR Codes – Use offline banners, product packaging, or stores.
Social Ads – Use Meta’s “Click to WhatsApp” ad format.
WhatsApp Status – Post teaser content with CTAs to message you.
POS & Receipts – Collect opt-ins during checkout.

Pro Tip: Always explain what users are signing up for—discounts, order tracking, early sales, etc. Comply with GDPR and WhatsApp’s Commerce Policy.

Step 3: Create Engaging, High-Converting Messages

Great messages get opened. Amazing messages get replies. Here’s how to nail both:

Message Formats

Text – Conversational and concise.
Images/Videos – Product demos, tutorials, behind-the-scenes.
Documents – Brochures, invoices.
Quick Replies & Buttons – 1-tap responses.
List Messages – Menus, FAQs, multi-step choices.
Flows – Interactive forms directly inside WhatsApp.

Content Tips

Match your brand tone.
Keep it personal: use names, location, last purchase.
Use scarcity (“Only 3 slots left”) and social proof (“500+ joined last week!”).
Include clear CTAs: “Book Now,” “Try Free,” or “Send Feedback.”

Step 4: Automate With Chatbots & Smart Workflows

Automation is your secret weapon:

Welcome Flows – Greet new users instantly.
Abandoned Cart Reminders – Recover sales.
Lead Qualification Bots – Route to sales based on replies.
Feedback Loops – Ask for reviews post-purchase.
Re-engagement Sequences – Win back inactive users.

Tools like Wetasreel API, Dialogflow, and Gupshup can help you deploy these flows fast.

Step 5: Launch Your Campaign

Your campaign can be:

Broadcast-Based – Send bulk updates using templates.
Triggered – Based on user behavior (cart abandon, booking reminder).
Conversational – Via chatbot or live agent.

Best Practices

Send during local hours.
Avoid spamming—start slow and ramp up.
Always offer opt-out.
Use emojis judiciously.
Match language preferences (especially if going global).

Step 6: Measure Success Like a Pro

Metrics that matter:

Delivery Rate
Open Rate
Click-Through Rate (CTR)
Conversion Rate
Revenue Per Recipient (RPR)
Opt-Out Rate
Time to First Response

Use A/B testing on message formats, timings, and CTAs. Tools like Wetasreel’s dashboard, Meta Insights, and Google Analytics can help you track performance.

Step 7: Stay Legal and Compliant

WhatsApp is strict about privacy. Follow these rules:

Only message opted-in users.
Give opt-out options in every outbound message.
Use approved templates for first messages.
Respect local regulations (GDPR, TCPA).

Step 8: Understand Pricing

WhatsApp Business API charges by conversation window:

User-Initiated (24-hour free window)
Business-Initiated (charged per category: marketing, utility, authentication)

Pricing varies by region and provider. Wetasreel and Twilio offer competitive API pricing—ideal for startups and SMBs.

Real-World Campaign Examples

Adidas – Rent-A-Pred

Result: 5M video views, 92% engagement, 1:1 chat with footballers.

KLM Airlines

Boarding passes and support through WhatsApp = 35% cost savings.

Hellmann’s WhatsCook

Real chefs help you cook using what’s in your fridge.

Maggi

Interactive recipe assistant powered by chatbot.

Tata CLiQ

Catalog + delivery tracking + support = 3X higher retention.

Conclusion: Ready to Launch Your First Campaign?

WhatsApp isn’t just a messaging platform—it’s a business growth engine. From setting up automation to launching high-converting campaigns, every brand has the opportunity to build personal, powerful, and profitable relationships.

Pick your goal, start small, and scale. With the right strategy—and tools like Wetasreel Business API—you’ll be amazed by what you can achieve.