Customers open WhatsApp messages far more readily than emails. With the WhatsApp Business API your software can send invoices, order updates and reminders automatically, using pre-approved message templates.
What is a message template?
A template is a fixed message with placeholders that your software fills in, for example:
Hello {{1}}, your invoice {{2}} for ₹{{3}} is ready. Download it here: {{4}}. Thank you for your business!
Templates must be approved by Meta before use. Once approved, your system can send them to any customer who has opted in.
Template categories
- Utility: updates about a transaction the customer started, such as orders, invoices, deliveries, bookings and account alerts.
- Marketing: offers, announcements and newsletters.
- Authentication: one-time passwords (OTPs).
The category affects pricing and approval, so choose the right one.
Ideas by business type
Billing and accounting
- Invoice with PDF attachment after every sale
- Payment received confirmation
- Gentle payment reminders before and after the due date
Manufacturing and distribution
- Order confirmation and dispatch details
- Purchase order approvals for managers
Hotels and restaurants
- Booking confirmation with map link
- Check-in instructions and feedback request
- Table reservation reminders
Schools, coaching and clinics
- Fee reminders, results and attendance alerts
- Appointment reminders
Tips for approval
- Be specific. Explain clearly what the message is about.
- Avoid misleading wording or anything that looks like spam.
- Use the right category. A promotional line inside a utility template can lead to rejection or re-categorisation.
- Include sample values for every placeholder when you submit.
- Keep it short and add a clear button (view invoice, track order, call us).
Connecting templates to your software
The real benefit comes when templates fire automatically from your systems. We integrate the WhatsApp Cloud API with:
- Billing software such as Onyx Bills
- Hotel software such as Be Hotelier
- Custom web applications, CRMs and ERPs
- Your website's enquiry forms
Frequently asked questions
Can I attach PDFs to a template?
Yes. Templates can include a document, image or video header, such as an invoice PDF.
Can customers reply?
Yes. Replies arrive in your team inbox or chatbot, and you can answer freely within the 24-hour service window.
Automate your WhatsApp updates
As an Official Meta Tech Provider we set up, approve and integrate templates for you. See our WhatsApp API service or contact us.
