The WhatsApp Business API integration is the foundation of VGraple CRM: it connects a WhatsApp Business number to the shared inbox, broadcasts, templates, flows and the CRM through Meta's official Cloud API, using Meta's Embedded Signup flow inside the app. The mechanism is native and Meta-sanctioned: VGraple CRM is a Meta Tech Provider, the WhatsApp Business Account stays in your own Business Portfolio, and Meta bills message charges to you directly at its published rates.
What syncs
| Data | Direction | Timing |
|---|---|---|
| Incoming messages (text, media, documents, audio, locations, contacts, reactions, button and list replies, Flow submissions, order messages) | WhatsApp to VGraple CRM | Real time, by Meta webhook |
| Outgoing messages (free-form in-window, templates, interactive messages, catalog and Flow messages) | VGraple CRM to WhatsApp | Immediate, paced for broadcasts |
| Delivery, read and failure statuses with Meta error codes | WhatsApp to VGraple CRM | Real time |
| Message templates (submission, approval, quality, pause and recategorisation events) | Both | Submission immediate; status by webhook |
| Phone number quality rating, messaging tier and status | WhatsApp to VGraple CRM | Polled every few minutes plus webhook alerts |
| Business profile (description, address, email, website, profile photo) | VGraple CRM to WhatsApp | On save |
| Chat history in coexistence mode | WhatsApp app to VGraple CRM | Once at connection, up to six months |
Setup
- In VGraple CRM go to Settings, then Channels, and click Connect WhatsApp.
- A Meta-hosted window opens (allow pop-ups). Sign in with a Facebook account that administers your Business Portfolio, or let Meta create a portfolio for you.
- Choose Create a new WhatsApp Business Account or select an existing one, then enter the business name, category and website.
- Add the phone number. For a fresh API-only number, verify it by SMS or voice call. To keep the WhatsApp Business app on the same number, choose the coexistence option and scan the QR code on the phone when prompted.
- Set the display name. Follow Meta's naming rules (your trading name, no generic terms, no added "Official") so the review passes first time.
- Finish. VGraple CRM receives a scoped system user token, subscribes the webhook and shows the channel as Connected with its Phone Number ID, quality rating and tier.
- Complete business verification in Meta Business Manager when convenient; the channel page links to the exact screen. Until then the number can message 250 unique marketing recipients a day.
Three recipes
- Customer messages the number for the first time -> qualifier flow runs, lead created, agent assigned. The first message triggers a flow that asks three questions with buttons, saves the answers to custom fields, creates a lead in the right pipeline and assigns the team by the answer.
- Appointment reaches "confirmed" -> utility template reminder 24 hours before. Stage automation sends an approved reminder template with a reschedule quick reply; the reply lands in the inbox and reopens the window.
- Segment of consenting past customers -> monthly marketing broadcast with delivery protection. The broadcast checks consent, suppresses blocked and US numbers, paces the send at 50 per second on a green number and holds anything Meta rate-limits.
Limits and gotchas
- Meta's rules apply in full: templates for anything outside the 24-hour window, marketing consent and opt-out, messaging tiers (250, 1,000, 10,000, 100,000, unlimited) and the portfolio-level marketing limit since October 2025.
- A number registered on the WhatsApp app cannot be connected API-only without removing it from the app; use coexistence instead, or a new number.
- Coexistence numbers are paced at 4 messages per second and have restrictions on some interactive message types.
- Marketing templates cannot be delivered to United States numbers while Meta's pause is in force.
- Pop-up blockers and strict tracking protection can interrupt Embedded Signup; allow pop-ups for the app and retry, the flow resumes.
- Group messaging is not part of the Cloud API for most businesses; see the groups guide.
Ownership and billing
Because VGraple CRM is a Meta Tech Provider rather than a BSP, the WABA belongs to you. You can revoke our access from Business Manager at any time, see every message charge on Meta's own invoice, and switch software without migrating the number. Our plans cover the software only; the pricing page shows Meta's rates separately, and the Tech Provider vs BSP guide explains the model.
Frequently asked questions
Do I need a Meta developer account?
No. Embedded Signup runs inside VGraple CRM with our Meta app; you need a Facebook login with admin access to your Business Portfolio (one is created for you if you have none).
Can I keep using the WhatsApp Business app?
Yes, by choosing coexistence mode during connection. The app and the inbox both show every message and up to six months of history is imported.
Who pays Meta for messages?
You do, directly, from the payment method on your Business Portfolio at Meta's published rates. VGraple CRM adds no markup and never handles message charges.
Can I connect more than one number?
Yes. Each number is a separate channel with its own display name, quality rating and tier; broadcasts and the inbox let you choose the sender.
What if I already have a WABA with a BSP?
Migrate the number into a WABA in your own portfolio using the two-step PIN, then connect it here. Templates need resubmitting; contacts come with you as an export.
Is the number verified during signup?
The number is verified by SMS or call. Business verification of the portfolio is a separate step in Business Manager that lifts the 250 recipient limit.