You have a customer list in an Excel sheet and want to reach them all on WhatsApp. This process can be effective, but doing it the wrong way can lead to your business number being banned.
Many businesses are trying to use WhatsApp's high open rates (as high as 98%), but sending messages directly from an Excel file isn't a simple copy-paste job. The process has potential pitfalls if you are not aware of them.
You have two main paths: using unofficial tools not sanctioned by WhatsApp, or using the official WhatsApp Business Platform. This guide will walk you through both, point out the risks associated with the unofficial route, and show why an official, integrated solution is a suitable option for e-commerce businesses that want to grow sustainably.
Ensure compliance by maintaining an opt-in list and offering opt-out options to avoid issues like account bans and to ensure a positive experience for customers.
Sending bulk messages from Excel to WhatsApp is a powerful way for businesses to engage with a large audience at once. This process involves taking a contact list from an Excel or CSV file and sending personalized messages to everyone simultaneously, all through WhatsApp.
Here are some common scenarios where this method is highly effective:
Also Read: How to Set up an Xlsx File Correctly for Broadcast
The goal is simple: automate your outreach and connect with a broad audience on a platform the customers use daily. With WhatsApp’s high open rates, this method proves far more effective than other marketing channels that often struggle to gain attention.
This first method are tools that is not approved by Meta. They work by automating or "scraping" WhatsApp Web, which means they operate without official permission. These tools use browser extensions that automate the WhatsApp Web interface.
You upload your Excel or CSV file, and the extension begins sending messages one by one, mimicking human behavior.
For example, Tools like SheetWA / WA Sender, a popular Chrome extension that lets you upload an Excel or Google Sheets file to send bulk WhatsApp messages. It has features like placeholders for personalization, some text formatting, and the ability to send attachments.
While the tools may seem cost-effective, it is important to consider the potential risks to your business.
There is a legitimate, safe, and scalable way to send messages that WhatsApp recommends. It is called the WhatsApp Business Platform, built for professional business use. It is not a downloadable app. Instead, it is a secure connection that requires access via a platform from a certified WhatsApp Business Solution Provider (BSP).
Zoko is a Meta Business Partner, providing businesses with a platform to use the API and its features without extensive technical setup.
Using the official API through a BSP offers solutions to many of the challenges found with unofficial methods.
Getting started with the official API might sound complex, but the process is straightforward when broken down into clear steps. Here's exactly how to set it up and start sending.
Also Read: Automate WhatsApp Messages with WhatsApp Business API
Sending bulk WhatsApp messages from an MS Excel contact list using the WhatsApp Business API is an efficient way to engage with a large audience directly. This step-by-step process makes your communication personalized, automated, and scalable.
Before sending bulk messages, you must first obtain access to the WhatsApp Business API. This process involves registering your business with Meta’s Business Manager, verifying your business phone number, and complying with WhatsApp’s messaging guidelines. Once approved, you will receive an API key that connects your WhatsApp account to your automation tool.
Next, you’ll need to organize your contact list in MS Excel or CSV format. Make sure the phone numbers are formatted in the international format with the proper country code (e.g., +1 for the U.S.). You can also include other fields like customer names, order statuses, or promo codes that you want to personalize in your messages.
WhatsApp requires all bulk messages to be sent using pre-approved message templates. These templates can include variables such as customer names or order details. You will need to submit your templates to WhatsApp for approval through your API provider.
Select an API provider or integration tool that connects your Excel contact list to the WhatsApp Business API. Popular providers include Zoko, which offers simple integrations for Shopify stores. These platforms provide a dashboard where you can upload contacts, manage templates, and send bulk messages.
After setting up your API provider, upload your prepared Excel or CSV file into the tool. The system will automatically map the fields in your contact list (like names, phone numbers, etc.) to the appropriate fields in the WhatsApp API.
Write your message using the approved WhatsApp templates. You can include placeholders (e.g., {{1}} for a name or {{2}} for an order number), which will automatically be replaced with personalized data from your contact list.
Before sending to your full contact list, run a test message to check if everything works as expected. Send the message to a small group of internal testers or to yourself. This helps verify that the template, contact information, and formatting are correct.
Once testing is complete, you can send the bulk messages to your entire contact list. Using your API provider or integration tool, initiate the bulk message send process. The system will process each contact and send the message according to the WhatsApp Business API specifications.
After the messages are sent, monitor their delivery status through your provider’s dashboard. Most platforms offer delivery reports, including information on who received and opened the message, as well as any errors that occurred.
To remain compliant with WhatsApp’s policies, make sure that all recipients have opted in to receive messages. Maintain an opt-in list and respect customers’ preferences by offering clear opt-out options.
Following these steps gets your bulk messaging running, but many businesses find they want more than just the ability to broadcast. They want to turn WhatsApp into an actual sales channel that integrates with their existing operations.
Zoko is an all-in-one WhatsApp commerce platform designed for Shopify merchants, using the official and secure WhatsApp Business API. Zoko provides tools that extend beyond basic bulk sending.
Take the next step in using WhatsApp for your business. Book a 7-day free trial with Zoko and see how our deep Shopify integration can help you grow.
To send 1000 messages at once, you’ll need to use the WhatsApp Business API or a third-party bulk messaging tool. These platforms allow you to upload a contact list and send messages in bulk while ensuring compliance with WhatsApp's rules for business messaging.
WhatsApp’s limits depend on your account type. With the WhatsApp Business API, you can send a large volume of messages, but you’ll need to ensure you’re using approved templates and are in compliance with WhatsApp's usage policies. There’s no strict daily limit, but sending too many unsolicited messages can lead to account restrictions.
To send bulk messages without using WhatsApp’s broadcast feature, you can use the WhatsApp Business API or third-party automation tools. These tools allow you to send personalized bulk messages directly to customers, bypassing the limitations of broadcasting.
To share data from Excel to WhatsApp, you can use tools like Zoko, which integrate Excel or CSV files with WhatsApp. By uploading your contact list, you can automate the process of sending bulk messages directly through WhatsApp.
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