Connect WhatsApp to Intercom and boost your sales. Here's what you get for $99/month:
| Feature | Impact |
|---|---|
| Direct WhatsApp Integration | Handle chats in Intercom |
| 2B+ User Reach | 66% buy after WhatsApp chats |
| Higher Sales | 10% more orders via chat |
| Better Conversions | 40% boost with live chat |
| More Revenue | 48% extra per chat hour |
What you need:
- Octopods account ($99/month)
- Intercom workspace ($9+/month)
- WhatsApp Business API ($15/month via 360dialog)
- Business phone number
- Meta Business Manager access
Why it works:
- 98% open rate on messages
- 78% check WhatsApp regularly
- 9% response rate
- 20% conversion to customers
This guide shows you how to set up WhatsApp sales messaging, create templates, track leads, and fix common issues. Skip the fluff - just practical steps to start selling on WhatsApp today.
| Quick Setup | Time Needed |
|---|---|
| Link accounts | 5-10 mins |
| Set up messaging | 15-30 mins |
| Create templates | 24-72 hours for approval |
| Start chatting | Immediate after setup |
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What You Need to Start
Here's everything you need to connect Octopods WhatsApp with Intercom:
Required Accounts
| Account Type | Monthly Cost | Purpose |
|---|---|---|
| Octopods | $99/WhatsApp account | Main integration platform |
| Intercom | $9+ | WhatsApp integration add-on |
| WhatsApp Business API | $15 (360dialog) | Message handling |
You need these too:
- Facebook account (not new)
- Meta Business Manager access
- WhatsApp business profile
- Business phone number (verified)
System Requirements
| Requirement | Details | Notes |
|---|---|---|
| Phone Number | Must receive SMS/voice calls | Can't be part of IVR system |
| Business Verification | Meta Business Manager | Takes 3-30 days |
| Business Documents | Legal name, address, website | Must match MCA records |
| WhatsApp Status | Number can't be linked to other accounts | Delete existing WhatsApp accounts first |
Here's what to do BEFORE you start:
1. Prep Your Phone Number
- Turn off Two-Factor Authentication for migrations
- Remove WhatsApp and WhatsApp Business apps using your number
2. Get Your Business Info Ready
- Company legal name
- Website URL
- Corporate email
- Physical address
- Business description
Here's what different API providers charge:
| Provider | Setup Fee | Monthly Cost | Message Fees |
|---|---|---|---|
| 360dialog | $0 | $15 | Included |
| Twilio | $1 | $0 | $0.005/message |
| MessageBird | $1 | $0 | $0.005/message |
Quick tip: You can't use your phone number for both the WhatsApp mobile app and Intercom at the same time.
Basic Setup Steps
Link Octopods and Intercom
1. Install Octopods
Head to octopods.io and hit Get Started. Sign up and log in to the web app.
2. Connect Your Workspace
Hit Connect to link Intercom. Pick your workspace and click Authorize access.
3. Set Up Billing
| Step | Action | Notes |
|---|---|---|
| 1 | Click Billing | Find billing options |
| 2 | Pick Octopods Omnichannel Plan | Begin your trial |
| 3 | Add Octopods Inbox app | Shows in Intercom sidebar |
Set Up WhatsApp
1. Configure WhatsApp Business API
| Provider | Setup Steps | Setup Duration |
|---|---|---|
| 360dialog | Make account + confirm email | 1-2 hours |
| Twilio | Get phone number + set up API | 2-3 hours |
| MessageBird | Create account + verify | 1-2 hours |
2. Business Profile Setup
First, you'll need to:
- Remove other WhatsApp apps using your number
- Switch off Two-Factor Authentication
Then gather these docs:
- Legal company name
- Website URL
- Physical address
- Business description
3. Message Template Approval
| Template Type | Wait Time | What It's For |
|---|---|---|
| Standard | 24 hours | Basic updates |
| Custom | 48-72 hours | Sales messages |
| Marketing | 24-48 hours | Promo content |
4. Testing
Before going live, test these features:
- Message sending
- Auto-replies
- Template messages
- File sharing
Note: Make sure your phone can get SMS/voice calls for verification. Skip numbers connected to IVR systems - they won't work.
Main Features
Message Setup
| Feature | Description | Benefit |
|---|---|---|
| Instant Delivery | Messages sync between WhatsApp and Intercom | Get customer messages right away |
| Contact Sync | Customer info updates in both systems | See all past conversations |
| File Sharing | Exchange images, docs, and media | Talk with more than just text |
| Multi-Agent Access | Multiple team members handle chats | Help customers faster |
Want to message customers anytime? The WhatsApp Business API makes it happen. Need to send messages after 24 hours? Just use Message Templates from your Octopods dashboard.
Here's how long each template takes to get approved:
- Standard updates: 24 hours
- Sales messages: 48-72 hours
- Marketing content: 24-48 hours
Auto-Response Setup
Here's how to handle common questions without lifting a finger:
| Type | Use Case | Setup Time |
|---|---|---|
| Away Messages | When you're closed | 5 minutes |
| Welcome Messages | New contacts | 5 minutes |
| Quick Replies | FAQ answers | 10 minutes |
Want better results? Here's what to do:
- Set message times based on when you're open
- Pick which customers get which messages
- Add personal touches like names
- Tell customers exactly when you'll respond
Pro tip: Say "We'll respond within 4 hours" instead of "We'll get back to you soon."
Need to reach lots of customers? The WhatsApp Bulk Message tool lets you:
- Message thousands at once
- See who got your messages
- Check who responds
- Send follow-ups automatically
Here's something big: 82% of customers want answers in 10 minutes or less. Auto-responses help you hit this target while your team tackles the tough stuff.
Sales Tools
Direct Message Tools
| Tool | Purpose | Key Features |
|---|---|---|
| Bulk Messaging | Send campaigns | - Message up to 1000s at once - Track delivery status - Monitor responses |
| Contact Labels | Organize leads | - Group contacts by interest - Sort by sales stage - Tag for follow-ups |
| Message Templates | Speed up outreach | - Pre-approved templates - Insert customer details - Track template success |
Want more sales conversations? Add WhatsApp click-to-chat links to:
- Website buttons
- Email signatures
- Social media profiles
- Digital business cards
Sales Lead Tools
| Feature | What It Does | Results |
|---|---|---|
| Lead Scoring | Rates contacts 1-5 stars | Helps focus on hot leads |
| Stage Tracking | Shows where leads are | Keeps deals moving forward |
| Auto Follow-ups | Sends timed messages | 82% faster response time |
Track these key data points for each lead:
- First contact date
- Last message time
- Number of interactions
- Products viewed
- Questions asked
"If you don't exist on WhatsApp as a business, you don't exist as a company. Period." - Mohamed Elbadwihi, Co-founder & COO at Rasayel
Here's what makes WhatsApp a sales powerhouse:
- 68% of WhatsApp-only businesses see customers come back
- Messages get delivered 90-95% of the time
- 85-95% of messages get opened
- 15-20% of links get clicked
- 35-40% of messages get replies
Boost your sales with these automated messages:
- Welcome new contacts
- Answer common questions
- Send price lists
- Book meetings
- Share product catalogs
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Make It Work Better
Here's how to get more from your WhatsApp Business:
Better Message Templates
Your templates need to do one job: get opened and read. Here's what works:
| Template Type | Purpose | Success Rate |
|---|---|---|
| Welcome | First contact | 33% higher engagement |
| Cart Recovery | Recover abandoned sales | 45-60% recovery rate |
| Order Updates | Keep customers informed | 90-95% open rate |
| Price Lists | Share product info | 15-20% click rate |
Want better results? Here's what to do:
1. Make It Personal
Your messages should feel like they're from a human, not a robot. Add:
- First names
- Order numbers
- Product details
- Shipping info
2. Get The Timing Right
Send messages when people actually check their phones:
- Cart reminders? 1 hour after they leave
- Order updates? Within 15 minutes
- Payment reminders? 7 days out, 1 day before, and on the due date
Task Automation
Here's what happens when you automate the right way:
| Task | How It Helps | Results |
|---|---|---|
| Welcome Messages | Starts conversations | 33% more engagement |
| FAQ Responses | Saves agent time | 90% faster resolution |
| Lead Routing | Assigns to right team | 82% faster response |
| Order Updates | Keeps customers informed | 90% delivery rate |
Focus on these two areas:
1. Message Routing
Get messages to the right people:
- Sort by what customers want
- Send to the right department
- Match with the best sales rep
2. Response Speed
Keep the conversation flowing:
- Confirm receipt right away
- Set up out-of-office messages
- Plan your follow-ups
"If you don't exist on WhatsApp as a business, you don't exist as a company. Period." - Mohamed Elbadwihi, Co-founder & COO at Rasayel
Before You Go:
- Test every template
- Check your success rates
- Fix what's not working
- Drop dead-end templates
Fix Common Problems
Here's what to do when WhatsApp integration stops working:
Common Issues
| Problem | Solution | Time to Fix |
|---|---|---|
| Number Already Registered | Follow migration flow from current provider | 15-30 mins |
| Code Not Sending | Check browser console during sign-up | 5-10 mins |
| Profile Save Error (500) | Verify character limits in settings | 2-5 mins |
| Messages Not Delivered | Enable chat in Settings > Options | 1-2 mins |
| Connection Lost | Check background data settings | 5-10 mins |
For Android phones, you need to:
1. Keep Your Phone Running
Your phone needs to stay awake. Install a screen timeout app, plug in your device, and turn off power saving mode.
2. Update Your Settings
Let WhatsApp run in the background, disable Do Not Disturb, and remove any apps that kill background processes.
Make It Faster
| What to Fix | How to Fix | Results |
|---|---|---|
| Message Delivery | Check APN settings | Messages arrive 50% faster |
| API Response | Watch usage limits | Stops timeout errors |
| Server Connection | Set up firewall rules | Less waiting time |
| Network Speed | Fix router settings | Fewer disconnects |
Fix These Network Settings:
- Set Wi-Fi to stay on during sleep
- Turn on auto-sync
- Turn off Wi-Fi optimization
- Allow all WhatsApp permissions
"Most people spend hours trying to fix the 'code not sent' error. Just check your browser console during sign-up - it's that simple." - Tarek Khalil, Octopods Co-founder
Check these things every day:
- API keys
- Message format
- Server health
- Network status
- Error reports
Tips for Success
Here's what works for WhatsApp Business messaging:
Message Tips
| Action | Method | Result |
|---|---|---|
| Short Messages | Keep to 8-10 seconds read time | More responses |
| Casual Style | 2-3 emojis per message | Better engagement |
| Weekly Schedule | 5-6 messages spread out | Stays out of spam |
| Add Visuals | Show products and demos | Higher clicks |
| Smart Timing | Send during peak hours | 45-60% clicks |
Want better message delivery? Here's what to do:
- Fix your APN settings (50% faster)
- Turn on auto-sync
- Switch off Wi-Fi optimization
- Give WhatsApp full permissions
Team Tips
| What | How | Why |
|---|---|---|
| Leads | Auto-routing | Even workload |
| Follow-ups | Snooze button | No missed replies |
| Help Others | Notes | Team backup |
| On-the-go | Mobile app | Fast responses |
Do these things daily:
- Look at API keys
- Check servers
- Spot errors
- Fix templates
"At Gallabox, we use our Shared Team Inbox to handle customer tickets. We set rules to split work between team members. It keeps our service fast AND good." - Subhangi Basak, Customer Success Manager, Gallabox
The Numbers Show It Works:
- 98% open messages
- 78% open WhatsApp
- 9% respond (from 4,500 messages)
- 20% become customers
Get Started Now:
- Make team assignment rules
- Set up quick answers
- Get the mobile apps
- Take the 1-hour Intercom course
"At Sattvic Stores, we cut marketing costs by 30%. How? We used Gallabox tags to group customers and send them WhatsApp messages about products they'd like."
Wrap-Up
Here's what makes WhatsApp crush it for sales:
| Area | Results | How to Get There |
|---|---|---|
| Message Success | 98% open rate | Keep messages short (8-10 sec read) |
| Sales Growth | 27% increase | Split leads evenly among team |
| Conversion Rate | 20% boost | Use templates + quick replies |
| Customer Response | 9% engagement | Send 5-6 messages/week |
Here's exactly how to make it work:
1. Get Your Tech Stack Ready
Connect WhatsApp Business API to Intercom through Octopods. Double-check these settings:
- APN setup
- Auto-sync ON
- All permissions granted
- Wi-Fi optimization OFF
2. Set Up Your Message Game Plan
| Message Type | What It's For | Best Time to Use |
|---|---|---|
| Quick Replies | FAQ answers | Busy periods |
| Templates | Sales messages | Peak hours (45-60% clicks) |
| Auto-responses | Capture leads | Around the clock |
| Team notes | Share info | During shift changes |
3. Watch Your Numbers
Check these daily:
- API status
- Server stats
- Error reports
- Template results
"We slashed marketing costs by 30% at Gallabox by using WhatsApp tags to group customers and send messages about stuff they actually want." - Subhangi Basak, Customer Success Manager, Gallabox
Bottom Line:
- Set team guidelines
- Load up quick answers
- Install mobile apps
- Complete training
The numbers don't lie: 78% of users open messages, and 20% buy. Stick to these basics, and you'll see the same results.
FAQs
How to integrate WhatsApp with Intercom?
Want to connect WhatsApp with Intercom? Here's what you need to do:
| Step | Action | What You Need to Know |
|---|---|---|
| 1. Install | Click "Install now" in Intercom App store | You'll need admin access |
| 2. Connect | Link WhatsApp business profile in Settings | Facebook business manager access required |
| 3. Configure | Set up your responses and templates | Follow WhatsApp's business rules |
| 4. Test | Send a test message | Works only with cloud WABA accounts |
Before you start, make sure you have:
- A Facebook account (with admin access)
- WhatsApp Business API account
- Octopods subscription ($99/month per WhatsApp account)
- Intercom workspace that's up and running
Here's what most people miss:
- Turn on chat in your settings
- Watch the console for setup errors
- Format direct message links as wa.me/PHONENUMBER
- Follow WhatsApp's business rules
Here's why it matters: WhatsApp connects you to 1.6 billion monthly users. That's a LOT of potential customers you can reach through your Intercom setup.