WhatsApp Chatbot for Business: Cost, Features, and How to Get Started

WhatsApp Chatbot for Business: Cost, Features, and How to Get Started

WhatsApp has over 2 billion active users. For businesses, especially in Europe, Latin America, and Asia, it is often the primary channel customers use to ask questions, place orders, and request support. A WhatsApp chatbot automates these conversations, handling routine inquiries 24/7 while routing complex cases to human agents.

In this guide I explain what a WhatsApp chatbot can do, how much it costs to build one, and the technical requirements you need to know before starting.

What Can a WhatsApp Chatbot Do?

Customer Support Automation

The most common use case. A chatbot handles FAQs (business hours, shipping policies, return processes, pricing), provides order status updates, and collects information before handing off to a human agent when needed. Businesses typically automate 40–70% of incoming messages this way.

Sales and Lead Qualification

A chatbot can ask qualifying questions (budget, timeline, requirements), present product catalogs, send quotes, and schedule appointments — all within the WhatsApp conversation. This works especially well for service businesses, real estate, and B2B companies where the sales cycle starts with an inquiry.

Order Management

For e-commerce and food delivery, chatbots can take orders, process payments (via payment links or integrated gateways), send order confirmations, and provide delivery tracking. In markets where WhatsApp is dominant, this converts better than a website checkout because customers never leave their preferred app.

Appointment Booking

Clinics, salons, consultants, and service providers use WhatsApp chatbots to manage bookings. The bot shows available slots, confirms appointments, sends reminders, and handles rescheduling — reducing no-shows by 30–50%.

AI-Powered Conversations

Modern chatbots use large language models (GPT-4, Claude) to have natural, context-aware conversations. Instead of rigid menu-based flows, the bot understands free-text messages and responds intelligently. It can reference your product catalog, knowledge base, or FAQ documentation to give accurate answers in any language your customers speak.

How Much Does a WhatsApp Chatbot Cost?

Development Costs

Ongoing Costs

• WhatsApp Business API: Meta charges per conversation. Business-initiated messages cost €0.05–0.15 depending on the country. User-initiated service conversations are free for the first 1,000 per month.
• AI API costs: If using GPT-4 or Claude, expect €0.01–0.05 per conversation depending on message length and model choice. For most businesses, this is €50–200/month.
• Hosting: A basic server costs €10–50/month. Higher traffic may need €50–200/month.
• BSP fees: Business Solution Providers like Twilio, 360dialog, or WATI charge €50–200/month for API access and additional features.

Technical Requirements: WhatsApp Business API

WhatsApp Business App vs. API

The free WhatsApp Business App works for small businesses with low message volume. But for chatbot automation, you need the WhatsApp Business API. The key differences:

• Business App: Free, manual replies, limited automation (quick replies, greeting messages), single device, no API access.
• Business API: Programmable, full automation, webhooks, multi-agent support, analytics, message templates, CRM integration. Requires a Business Solution Provider (BSP) or direct access through Meta.

Getting API Access

You can access the WhatsApp Business API through:

1. Meta Cloud API (direct): Free to set up through Meta for Developers. You get a test number immediately and can go to production after business verification. This is the most cost-effective option.
2. BSP (Twilio, 360dialog, WATI, etc.): Easier setup, managed infrastructure, additional features like analytics dashboards and template management. Monthly fees apply.

Message Templates

WhatsApp requires pre-approved message templates for business-initiated conversations. These templates must be submitted to Meta for review and typically get approved within 24 hours. Your chatbot can reply freely to user-initiated messages within a 24-hour window without templates.

Building a WhatsApp Chatbot: Architecture

Typical Tech Stack

• Backend: Python (Django/Flask) or Node.js
• AI: OpenAI GPT-4o, Anthropic Claude, or open-source models
• WhatsApp API: Meta Cloud API or BSP SDK
• Database: PostgreSQL for conversation history and user data
• Queue: Redis + Celery for async message processing
• Hosting: VPS, AWS, or DigitalOcean

How It Works

1. Customer sends a message on WhatsApp
2. WhatsApp forwards it to your server via webhook
3. Your backend processes the message (NLP, AI, business logic)
4. The response is sent back via WhatsApp API
5. Conversation is logged in your database/CRM

Choosing Between a No-Code Platform and Custom Development

No-Code Platforms (ManyChat, Chatfuel, WATI)

Good for simple, template-based flows. You can set up a basic FAQ bot in a few hours. Limitations: rigid conversation flows, limited AI capabilities, vendor lock-in, monthly subscription costs that scale with message volume.

Custom Development

Better for businesses that need AI-powered conversations, complex integrations (CRM, ERP, payment systems), or custom business logic. Higher upfront cost but lower per-message cost and full flexibility. You own the code and can modify anything.

For most businesses doing under 500 conversations per month with simple FAQ needs, a no-code platform works fine. For anything more sophisticated — AI conversations, lead qualification, order processing — custom development pays for itself within months through better conversion rates and lower per-interaction costs.

ROI: When Does a WhatsApp Chatbot Pay for Itself?

Consider a service business that receives 50 WhatsApp inquiries per day. A human agent handles each inquiry in 5 minutes on average. That is roughly 4 hours of work per day, or about €2,000/month in labor costs for a dedicated support agent.

A chatbot that handles 60% of inquiries automatically saves €1,200/month. A custom chatbot costing €2,000 to build pays for itself in under two months. Adding lead qualification and sales automation increases revenue on top of the cost savings.

Getting Started

If you are considering a WhatsApp chatbot for your business, here is how to start:

1. Define your use case: Support automation? Sales? Bookings? Orders?
2. Map your conversation flows: What questions do customers ask? What information do you need?
3. Choose your approach: No-code platform for simple flows, custom development for AI and integrations.
4. Get WhatsApp API access: Apply through Meta for Developers or sign up with a BSP.
5. Build and test: Start with a few core flows, test with real customers, iterate.

I specialize in building custom WhatsApp chatbots with AI capabilities for businesses across Europe. If you want to discuss your use case, reach out for a free consultation.