How to Change to WhatsApp Business Without Losing Data
TL;DR: Quick Summary
WhatsApp has over 3 billion monthly active users as of Q1 2025, making it one of the most powerful channels for business communication and customer engagement.
Businesses can switch to the WhatsApp Business App to access professional tools such as automation, quick replies, labels, and product catalogs, which are ideal for small teams.
The WhatsApp Business API enables messaging at scale, supports automation, and allows CRM and system integrations for more advanced business needs.
Companies using the API often see higher open rates, faster response times, and in some cases significantly improved return on ad spend.
Compliance with user opt-in requirements and data protection regulations such as GDPR and CCPA is essential to avoid account restrictions.
Always back up chat history and data before switching account types to prevent accidental data loss.
As of Q1 2025, WhatsApp had reached 3 billion monthly active users, remaining the most widely used messaging app globally. WhatsApp is not simply a messaging tool for connecting with family, friends, and coworkers; it is also a platform for businesses of all sizes to flourish.
Managing customer inquiries through a personal WhatsApp account can get chaotic. If you're a business owner, it's time to switch to WhatsApp Business for enhanced professionalism and streamlined communication.
With the WhatsApp Business API, you can automate responses, send personalized messages, and manage large volumes of customer interactions with ease. Businesses using the API have seen impressive results, with some achieving up to a 40X return on ad spend, making it a powerful tool for boosting engagement and driving growth.
Let's take a quick look at all three WhatsApp products, each comes with unique features designed for different needs.
When should you use the WhatsApp Business App?
The WhatsApp Business App is a great starting point, and it's completely free to use. Consider this option if:
You have fewer than 256 contacts in your broadcast list.
Only one team member needs to manage messages (or up to 4 linked devices).
You don’t require automation or CRM integration.
You can also opt for the Meta Verified subscription, which starts from $14.99/month to get a blue tick for your profile.
When is it time to upgrade to the WhatsApp Business API?
If your business is scaling, the WhatsApp Business API offers a more robust solution. It operates on a pay-per-template-message pricing model, making it a flexible choice for growing companies. You should upgrade if:
You need to message more than 256 contacts at once.
Multiple team members need to manage conversations simultaneously.
You want to automate workflows or integrate WhatsApp with your CRM and other business software.
Learn more about the difference between WhatsApp Business App & WhatsApp Business API
Prerequisites for switching to WhatsApp Business
If you are considering switching to WhatsApp Business, there are a few prerequisites to consider before making the move. These will ensure your business is ready to fully utilize the features and benefits of the platform.
Eligibility Criteria
Legal Authority: Specifically noted for formal business verification, the entity should be a legal business, and the user must have the authority to represent it.
Phone Number: A dedicated phone number. This can be a new number or an existing personal number migrated to the business platform. A single number cannot function as both Personal and Business simultaneously.
Technical Requirements
Device: A smartphone running a current version of Android or iOS is mandatory.
Connectivity: A stable internet connection is required throughout the migration process to download the application and, crucially, to restore chat backups.
Storage: The device must have sufficient internal storage space to accommodate the new application and the migrated media and chat history.
Software: The standard WhatsApp application (if currently in use) should be updated to the latest version before the switch to minimize compatibility issues.
How to switch from a personal WhatsApp account to a WhatsApp business account?
The following is a step-by-step guide on how to change your WhatsApp account into a business account. To achieve your aim, follow each step.
Step 1: Backup your WhatsApp chat history
Before switching, create a backup of your WhatsApp messenger before proceeding with the transfer process. Backup is necessary if you wish to keep your conversation history. Back Up may be found under Settings> Chats> Chat Backup> Back Up. This method works on both Android and iOS smartphones.
Step 2: Download the WhatsApp Business app on your phone
Download the WhatsApp business app on your phone. Both the Apple App Store and the Google Play Store have it.
Step 3: Read through the conditions and sign up
To confirm all of the terms of service, choose Agree. The personal number you use on a normal account is instantly detected by this business account. To begin the registration process, you must first input a business number.
Step 4: Transfer the account and provide access to it
The transition of WhatsApp business accounts is now underway. So, keep the phone on and wait for it to happen. You will have to restore it after it has happened. So, choose between Restore and Continue. Then choose Next. Permissions to upload photographs, videos, and files from a personal account to a corporate account should be granted.
Step 5: Create a WhatsApp Business account
Choose a profile photo and enter your business category and name.
Step 6: Create a profile for your company
By supplying essential information about your company, you may build a business profile. Add the appropriate information under Settings> Your Business Name.
Want to get started with WhatsApp Business solutions? SleekFlow is always here to help.
Get started today with SleekFlow’s WhatsApp Business API
Book a free demo to see how you can turn conversations to revenue with WhatsApp AI Agent.
Why should you switch to a WhatsApp Business account?
There are a few reasons why you might want to make the change. WhatsApp Messenger is meant for personal use, while WhatsApp Business is meant for business purposes. Here are three compelling reasons to make the switch:
Price: WhatsApp Business App is highly cost-effective, price varying depending on many variables. For API users, there are no additional subscription costs, making it an affordable communication tool compared to traditional SMS or email marketing services.
Benefits: Businesses using WhatsApp Business report significantly better engagement, with open rates as high as 98%, compared to just 20% for email. This means your messages are far more likely to reach and impact your audience, driving better customer interactions and conversions.
Features: WhatsApp Business offers advanced tools like automated replies, quick responses, and a catalog to showcase products or services. The platform is also seamlessly integrated with customer relationship tools, enabling smoother workflows and faster response times, all within a familiar messaging interface.
Benefits and Features of WhatsApp Business Account
Now, let us have a look at some of the features that make WhatsApp Business so efficient for business purposes.
Company profile - Brands may leverage business accounts to gain a user's loyalty and a company's 'face' is given to it through a corporate profile.
Quick responses - These allow you to save and reuse messages that you send regularly, allowing you to quickly respond to popular queries.
Greeting & away message (Automatic) - With no delays or waiting time, you may greet and introduce a firm to a new potential consumer by sending an instant message.
Contacts labels - Businesses may manage their connections by labeling them and categorizing them for easier access.
Collections and WhatsApp Catalogs - Catalogs allow your organization to display its items so that customers can simply browse and inspect things they are interested in purchasing.
Chats for personal and business purposes are kept separate - You will not have to deal with the hassle of having all of your personal and business communications in one location.
Learn more about WhatsApp Business App's features.
Compliance and Legal Considerations for WhatsApp Business
Operating on WhatsApp Business requires compliance with WhatsApp Business policies to avoid account bans or rating downgrades.
Prohibited Items: You cannot sell or promote drugs, tobacco, weapons, animals, adult content, or body parts. Digital media and subscriptions are also banned.
Restricted Categories: Alcohol, supplements, and real-money gambling require pre-approval or written permission from Meta and must comply with local laws.
Secure Explicit Opt-In: You must obtain active consent through a clear, separate channel. Including consent within general Terms & Conditions is not valid.
Approved Content: Use the platform for notifications, reminders, and support. Never request payment card details or share sensitive health data in plain text.
Monitor Your Quality Rating: Frequent blocks or reports will drop your rating, potentially leading to reduced messaging limits or account suspension.
Businesses must also comply with data regulations like the CCPA and CPRA for California residents and GDPR for those in the EEA or UK, ensuring protection of user rights.
Disclose Data Transfers: Your privacy policy must inform European users that their messages may be processed on US servers.
Honor Erasure Requests: If a customer requests deletion, you must immediately remove their chat history and contact details from your systems, including your CRM and WhatsApp contacts.
Respect Opt-Outs: Honor "Do Not Sell My Info" requests and disclose if you share phone numbers with third parties like CRMs or agencies.
Provide Notice at Collection: When collecting a phone number, state why you need it and link to your Privacy Policy.
Maintain Transparency: Be ready to provide users with copies of their conversation history if they make a Data Subject Access Request (DSAR).
Awfully Chocolate Improved Response Times with Business Account Business via SleekFlow
Awfully Chocolate is a renowned Singaporean chocolatier. They experienced a massive surge in customer inquiries across various digital platforms.
The team relied on manual processes that were fragmented across different apps. This lack of coordination made it difficult to maintain high service quality.
The company unified all messaging, including WhatsApp, into SleekFlow's interface. They automated FAQs with Flow Builder and integrated Shopify to give agents customer context.
Doubled their response speed.
Managed over 2,000 monthly inquiries.
Achieved a 90% read rate.
Prior to SleekFlow, response time was less efficient with numerous repetitive enquiries. With SleekFlow, having that omnichannel capability greatly improved our efficiency and enabled us to retrieve data smoothly.
Christopher Hobday
Digital Project Manager
How to change WhatsApp Business to a personal number back?
Assume you want to change back your WhatsApp business account into a regular WhatsApp account on the same Android or iOS devices using the same phone number. Then take the following steps:
Step 1: Backup and uninstall
Uninstall the WhatsApp business account if you want to utilize the same number for your regular WhatsApp account. However, do not forget to back up your WhatsApp business data first.
Step 2: Download and launch
Download the WhatsApp app from the Google Play Store for Android users and the Apple App Store for iOS users. Open WhatsApp Messenger, you will be asked to enter the phone number, and verification will be done. Here, you need to enter the same number on which your WhatsApp business account runs.
Step 3: Verify your number with One Time Password (OTP)
After entering the phone number, you will see a notification stating that this number belongs to a WhatsApp business account and that continuing will register this number with a regular WhatsApp account.
After you click continue, an OTP will be issued to your phone number. Click OK after entering the OTP.
Step 4: Restore your backup and customize settings
The option to restore your backup will be presented to you. You may use Google Drive or iCloud to restore your Google Drive or iCloud backup. Then, you can customize the app to meet your needs, and your WhatsApp account is ready to use.
Common mistakes to avoid when changing to WhatsApp Business
Switching from personal WhatsApp to WhatsApp Business is generally safe, but one wrong step can result in the permanent loss of years of chat history. Avoid these critical mistakes to ensure a smooth transition:
The "No Backup" Trap
Deleting the personal WhatsApp app before creating a final backup is the most frequent cause of data loss. If you assume the backup happens automatically, WhatsApp Business may find no data to restore.
To avoid this:
Manually trigger a backup to Google Drive or iCloud.
Go to Settings > Chats > Chat Backup > Back Up Now.
Do this just minutes before you start the transition.
Simultaneous Number Usage
Trying to keep the same phone number active on both the Personal and Business apps on the same phone will cause issues.
Logging into the Business app instantly logs you out of the Personal app.
Switching back and forth between the two apps risks triggering a temporary block.
Accept that the number will live solely on the Business app unless you use a dual-SIM phone or a landline.
Ignoring "One-Way" Data Features
While you can move back to a Personal account later, be aware that you will lose all Business-specific data. This data does not transfer back to the personal app and includes:
Product Catalogs
Labels
Collections
Automated Messages
Using a VPN During Verification
Having an active VPN while verifying your phone number can cause security systems to flag the connection, preventing the OTP from sending or leading to a registration ban.
GDPR and Privacy Violations
Treating your personal contact list as free marketing leads can lead to users blocking you. This damages your Quality Rating and can lead to a permanent account ban.
Restoring from the Wrong Account
If you are logged into a different Google or iCloud account than the one used for the backup, the Business app will claim no backup was found. Ensure your phone is signed into the same cloud account that stores your data.
Failing to Disable Two-Step Verification
If you are migrating to the WhatsApp Business API using a third-party platform, leave 2FA enabled on your mobile app and the migration will fail. Disable 2FA in Settings > Account > Two-Step Verification before initiating the migration.
Assuming API Access is Instant
Don't plan your launch for day one. While the app is immediate, API access typically takes 2-5 business days after your application is submitted.
Switch to the WhatsApp Business API with SleekFlow
You might be wondering what an API is now that you have determined that the WhatsApp Business API is the ideal messaging option for your company. If you’re considering using the WhatsApp Business API for your business, you’re likely aware of the enormous potential it offers. Applying for the WhatsApp Business API is not an easy task, but with the correct supplier, it may be a pleasant one.
Furthermore, the value you can receive from reaching out to your leads and clients where they feel most at ease and with faster response times is well worth the wait. After all, WhatsApp boasts the largest and most engaged user base of any messaging app, sending 65 billion messages every day! This is the location where you should send messages or make phone calls.
Read more: Essential Guide on WhatsApp Business API
As an official WhatsApp Business Solution Provider (BSP), SleekFlow empowers you to take your WhatsApp chat commerce to new heights by integrating advanced features that improve customer engagement, sales, and support.
Manage multiple messaging channels in one place – connect not only to WhatsApp Business but also other messaging platforms like Facebook Messenger, Instagram, WeChat, LINE, and more. All your customer conversations are centralized in one inbox, making it easy for your team to manage interactions efficiently.
Automate and personalize your communication – Take your communication to the next level with automated WhatsApp campaigns. Set up personalized messages that are sent to specific customer segments at the right time.
Increase user engagement with WhatsApp AI agents – Whether you're generating leads or providing support, WhatsApp remains a powerful platform for user interaction. With SleekFlow, you can set up WhatsApp AI agents to automate responses, handle common queries, and ask qualifying questions, saving your team time by focusing only on high-value leads.
Integrate with Your CRM and eCommerce Platforms – Easily sync with platforms like Salesforce and Shopify to manage customer data, track interactions, and deliver personalized service, streamlining your workflows and enhancing the customer experience.
And even more advanced features to further enhance your WhatsApp communication strategy!
Sync WhatsApp Business with Your CRM and E-Commerce Platforms
Integrating WhatsApp Business with your CRM (HubSpot or Salesforce) or e-commerce store (Shopify) transforms WhatsApp into a powerful tool for sales, support, and customer engagement.
You can improve customer experience and drive revenue growth by centralizing conversations and automating workflows.
SleekFlow links WhatsApp chats with customer profiles, order history, and tags in a unified dashboard. This seamless integration ensures your team stays organized and never loses context, even with high chat volumes.
Unified Customer Profiles: Access customer names, purchase history, and tags directly in your chat interface.
Smart Segmentation: Filter contacts by behavior or status (e.g., “VIP” or “Purchased in last 30 days”) to send targeted, relevant messages.
Automated Workflows: Trigger personalized WhatsApp messages based on customer actions or CRM updates with minimal effort.
USBS Acquired More Customers With WhatsApp Business API and SleekFlow
USBS is a UAE-based platform dedicated to the trading of pre-owned electronics. They needed a way to manage high volumes of customer inquiries across multiple platforms.
The team faced fragmented customer data, making performance analysis challenging. Slow, manual lead handling processes also caused missed conversion opportunities.
USBS streamlined lead qualification by using automated chatbots through SleekFlow's WhatsApp API. They also used advanced analytics to send targeted WhatsApp Broadcasts.
80% increase in customer acquisition.
34% read rate on targeted broadcasts.
I would recommend SleekFlow to other e-commerce businesses. They can use it for deliveries or, like us, to attract customers to sell their devices and provide instant quotations via WhatsApp messages. You can also use SleekFlow for broadcasts, surveys, and many other purposes—it’s a very versatile tool.
Amr Wasfy
Founder, USBS UAE
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