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Setup Guide Message Templates Meta Approval Automations Best Practices

Setting Up WhatsApp Business

Get from zero to WhatsApp Business in 30 minutes or less.

Create a Meta Business Account

Go to business.facebook.com and create or log into your Meta Business account. This is required for WhatsApp Business API access.

💡 Use your business email, not personal. You'll need to verify your business.

Verify Your Business

Meta requires business verification. Have these ready:

Business registration documents (Companies House)
Utility bill or bank statement with business address
Business phone number

Register Your Phone Number

You'll need a dedicated phone number for WhatsApp Business. This can be:

A new number (recommended)
An existing landline
A mobile not currently on WhatsApp

⚠️ Once registered for Business API, you can't use this number for regular WhatsApp.

Connect to a Platform

WhatsApp Business API needs a platform to work. Options include:

NotLuck CRM — Built-in WhatsApp integration
Other CRM platforms with WhatsApp support
Direct API integration (developer required)

Set Up Your Profile

Complete your business profile:

Business name and description
Profile photo (use your logo)
Business hours
Website and address

Create Message Templates

Before you can message customers, you need approved templates. See Section 2 for ready-to-use templates you can submit.

15+ Ready-to-Use Message Templates

Copy, customise, and submit these templates for Meta approval.

Welcome & Greeting

welcome_new_lead

Hi {{1}}! 👋 Thanks for getting in touch with {{2}}. We've received your enquiry and will be in touch shortly. In the meantime, feel free to reply to this message if you have any questions. Best, The {{2}} Team

welcome_new_customer

Welcome to {{1}}, {{2}}! 🎉 We're thrilled to have you on board. Here's what happens next: ✅ Your account is now active 📧 Check your email for login details 📞 Questions? Just reply here Looking forward to working with you!

Appointment & Booking

appointment_confirmation

Hi {{1}}, your appointment is confirmed! ✅ 📅 Date: {{2}} ⏰ Time: {{3}} 📍 Location: {{4}} Need to reschedule? Reply to this message or call us. See you soon!

appointment_reminder

Hi {{1}}, just a friendly reminder! 🔔 Your appointment with {{2}} is tomorrow: 📅 {{3}} ⏰ {{4}} Reply YES to confirm or call us to reschedule. See you soon!

booking_request

Hi {{1}}! 📅 Ready to book your {{2}}? Click below to choose a time that works for you: {{3}} Questions? Just reply to this message. Best, {{4}}

Follow-Up

follow_up_quote

Hi {{1}}, hope you're well! 👋 Just checking in about the quote we sent over on {{2}}. Did you have any questions? Happy to jump on a quick call if that would help. Let me know! {{3}}

follow_up_meeting

Hi {{1}}! 👋 Great chatting with you earlier. As promised, here's a quick summary: {{2}} Next steps: {{3}} Any questions, just reply here. Best, {{4}}

check_in

Hi {{1}}, it's {{2}} from {{3}}! 👋 Just wanted to check in and see how everything's going. Is there anything we can help with? Best, {{2}}

Payment & Invoice

invoice_sent

Hi {{1}}, your invoice is ready! 📄 Amount: {{2}} Due: {{3}} Pay securely here: {{4}} Questions about your invoice? Just reply. Thanks! {{5}}

payment_reminder

Hi {{1}}, friendly reminder! 🔔 Invoice #{{2}} for {{3}} is due on {{4}}. Pay here: {{5}} Already paid? Please ignore this message. Thanks! {{6}}

payment_received

Hi {{1}}, payment received! 🎉 Thank you for your payment of {{2}}. Your receipt has been sent to your email. Questions? Just reply here. Best, {{3}}

Reviews & Feedback

review_request

Hi {{1}}! 👋 Hope you're happy with {{2}}! If you have a moment, we'd really appreciate a quick Google review — it helps other people find us: {{3}} Thanks so much! {{4}}

feedback_request

Hi {{1}}, quick question! 📝 How was your experience with {{2}}? Reply with a number 1-5: ⭐ 1 = Poor ⭐⭐⭐ 3 = OK ⭐⭐⭐⭐⭐ 5 = Excellent Your feedback helps us improve! Thanks, {{3}}

Service Updates

order_update

Hi {{1}}, update on your order! 📦 Order #{{2}} is now: {{3}} {{4}} Track your order: {{5}} Questions? Just reply here.

project_update

Hi {{1}}, quick project update! 🚀 {{2}} Next milestone: {{3}} Expected: {{4}} Any questions? Just reply. Best, {{5}}

Note: Replace {{1}}, {{2}}, etc. with your actual variable names when submitting to Meta. These placeholders represent dynamic content like customer name, dates, amounts, etc.

Getting Meta Approval

Follow this checklist to get your templates approved first time.

✅ Do

Use clear, professional language
Include your business name
Provide opt-out instructions for marketing
Keep messages concise and relevant
Use variables for personalisation
Make the purpose of the message clear
Test templates before submitting

❌ Don't

Use threatening or aggressive language
Include misleading content
Promote prohibited products (weapons, drugs, etc.)
Send unsolicited marketing without consent
Use excessive caps or punctuation!!!
Include broken or suspicious links
Copy templates word-for-word from others

Pro Tips for Faster Approval

Start with utility templates. Appointment confirmations and order updates get approved fastest. Save marketing for later.

Be specific in your template name. "appointment_reminder_24hr" is better than "reminder".

Match the category. If it's transactional, submit as utility. Marketing templates have stricter rules.

Rejected? Read the reason carefully. Meta tells you why. Fix it specifically, don't just resubmit.

5 Automations to Set Up Immediately

Start seeing ROI from day one with these proven workflows.

1️⃣

Instant Lead Response

When a new lead comes in, automatically send a WhatsApp welcome within 60 seconds.

New Lead → Wait 1 min → Send WhatsApp

Result: 9x higher conversion rate

2️⃣

Appointment Reminder Sequence

Reduce no-shows by 80% with automated reminders at 24 hours and 1 hour before.

Booking Made → 24hr Reminder → 1hr Reminder

Result: 80% fewer no-shows

3️⃣

Quote Follow-Up

Automatically follow up on sent quotes at 3 days, 7 days, and 14 days if no response.

Quote Sent → Day 3 → Day 7 → Day 14

Result: 35% more quotes closed

4️⃣

Payment Reminder

Send friendly payment reminders before due date, on due date, and 7 days overdue.

Invoice Sent → -3 Days → Due Date → +7 Days

Result: Get paid 2 weeks faster

5️⃣

Review Request

After service completion, check satisfaction first, then route happy customers to Google reviews.

Job Complete → Satisfaction Check → Review Request

Result: 5x more 5-star reviews

Best Practices & Compliance

Stay on the right side of the rules and keep your customers happy.

📱 Get Consent First

Never message someone who hasn't opted in. Use clear opt-in language on your forms: "I agree to receive WhatsApp messages from [Business]".

⏰ Respect Timing

Don't message outside business hours unless it's urgent. 9am-6pm weekdays is safest. Nobody wants a marketing message at 11pm.

📊 Track Opt-Outs

When someone says "STOP" or asks to be removed, honour it immediately. Keep a suppression list and check before sending.

💬 Be Conversational

WhatsApp is personal. Write like you're messaging a colleague, not sending a corporate memo. Short, friendly, helpful.

🔄 Don't Over-Message

Quality over quantity. 2-3 messages per week maximum for marketing. Transactional messages (confirmations, reminders) are fine as needed.

📝 Keep Records

For GDPR compliance, keep records of when people opted in, what they consented to, and when they opted out.

Ready to Put This Into Action?

We can set up WhatsApp Business for you — integrated with your CRM, automations running, templates approved.

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