WhatsApp Auto-Replies Made Simple for Business

Ever had a customer message you something like, “Hi, are you open now?” — and by the time you replied, they’d already gone elsewhere? In today’s fast-paced world, customers expect quick replies — and businesses that delay often lose sales to faster competitors.

In fact, according to Help Scout, 90% of customers believe quick responses are key to a good customer experience.

The truth is: Every delayed reply = missed opportunity.

If you’re replying to every message manually — confirming bookings, answering common questions, or sending payment reminders — you’re not just wasting time; you’re losing scalability.

That’s where WhatsApp automation becomes a game changer. It enables businesses to respond instantly, 24/7, with minimal effort — creating smoother customer experiences and saving precious time.

Think of WhatsApp as the digital version of your storefront. Customers come in, ask questions, and expect answers. With automation, those chats can run on autopilot — keeping customers happy while you focus on growing your business.

What Are Automated WhatsApp Messages?

Automated WhatsApp messages are messages sent out automatically based on predefined triggers — such as when a customer sends a message, when it’s outside working hours, or when they ask a frequently repeated question.

Instead of answering the same things over and over, automation ensures that customers get what they need, instantly.

• 68% of users (Sentient Decision Science) say WhatsApp is the easiest way to contact a business.
• 83% prefer using WhatsApp to learn about products and services.

WhatsApp offers two ways to set up automation:

• The WhatsApp Business App (for smaller operations)
• The WhatsApp Business API (for advanced, scalable automation)

In this guide, we’ll focus on setting up automation using the WhatsApp Business App — perfect for small and medium-sized businesses looking to improve efficiency without needing developers.

Types of WhatsApp Automation You Can Set Up

With the WhatsApp Business App, you get three simple automation features that can make a big difference:

• Greeting Messages – welcome customers instantly
• Away Messages – auto-respond when you’re offline
• Quick Replies – answer FAQs with a single tap

1. Greeting Messages: Make a Great First Impression

When someone messages you for the first time — or after a long break — a greeting message helps you start the conversation on a positive note.

• Greet new or returning customers
• Share your business hours or service info
• Provide helpful links (like FAQs or website)

How to Set It Up:

1. Open the WhatsApp Business App.
2. Go to Business Tools > Greeting Message.
3. Turn on the Greeting Message toggle.
4. Tap “Message” and enter your welcome text, like:
   “Hi there! Thanks for contacting us. We’ll respond shortly. In the meantime, you can check out our product catalog here: [link]”
5. Choose when to send the message (e.g., to new contacts or after 14 days of no interaction).

2. Away Messages: Stay in Touch, Even When You’re Not

Customers might message you outside of your business hours — and if they don’t hear back, they may think you’re ignoring them. Away messages keep the conversation going, even when you’re off the clock.

How to Set It Up:

1. Open the WhatsApp Business App.
2. Go to Business Tools > Away Message.
3. Toggle it ON.
4. Tap “Message” and write something like:
   “Hello! We’re currently offline but will get back to you by 9 AM tomorrow. Feel free to leave your message!”
5. Set your schedule:
   • Always send (24/7 auto-reply)
   • Outside business hours
   • Custom time slots

3. Quick Replies: Respond in Seconds

If you’re often typing out the same replies — like delivery details, business timings, or price lists — Quick Replies can help you answer faster and more consistently.

• Common customer queries
• Promo messages or offers
• Sending images like catalogs

How to Set It Up:

1. Go to Business Tools > Quick Replies.
2. Tap the “+” icon to create a new reply.
3. Type your message, for example:
   “Yes! We deliver across the city. Standard delivery: 2–3 days. Express: Same day.”
4. Add a shortcut (e.g., /delivery).
5. (Optional) Attach images, videos, or files.
6. Save and reuse the reply anytime by typing the shortcut in chat.