WhatsApp Business Integration
Communication & Follow-UpWhat It Does
WhatsApp Business API enables automated messaging on the world's most popular communication platform, with over 2 billion users across 180 countries. Unlike consumer WhatsApp, the Business API allows programmatic sending of messages, rich media (photos, videos, documents), and two-way conversations through automation workflows. Real estate professionals can send property alerts with listing photos, share virtual tour links, deliver contract documents for mobile signature, and maintain encrypted client communications—all within the messaging app buyers already use daily. WhatsApp's platform supports message templates (pre-approved formats for business-initiated conversations), interactive buttons for scheduling showings, and read receipts so agents know when clients have seen important information.
Why Real Estate Professionals Use It
Modern buyers, particularly millennials, Gen Z, and international clients, strongly prefer messaging apps over phone calls or email for business communication. WhatsApp's 98% message open rate (compared to 20% for email) means your property alerts and updates actually get seen. When you send a 'New listing matching your criteria' WhatsApp message at 9 PM Saturday night, the buyer sees it within minutes and can instantly reply 'Send me more info' or 'Book a showing'—this immediacy captures interest while it's hot. The conversational nature of WhatsApp feels less formal than email, making buyers more likely to engage with questions and feedback.
AI Solutions for Communication
Key Features for Real Estate
Discover how WhatsApp Business powers real estate automation workflows
Rich Media Property Alerts
Send WhatsApp messages with high-resolution property photos, video walkthroughs, virtual tour links, floor plans, and PDFs—all displaying inline without requiring downloads or external apps. Media uploads support images up to 5MB and videos up to 16MB, sufficient for property marketing materials.
When a waterfront property matching a luxury buyer's criteria hits the market, send a WhatsApp message with 5 property photos, a 2-minute video tour of the views, floor plan PDF, and HOA financial documents—all in one thread. Buyer can review everything on their phone during their morning commute, then instantly reply to book a showing.
See how we automate WhatsApp Business
Get a personalized plan for your tech stack
Automation Workflows
Ready-to-deploy workflows powered by WhatsApp Business + NextAutomation
Instant Property Match Alert with Rich Media
When a new listing hits MLS or CRM matching a buyer's saved search criteria (location, price range, bedrooms), this workflow automatically sends a WhatsApp message with listing photos, key details, and interactive buttons to schedule a showing or request more information. Uses WhatsApp's rich media capabilities to deliver visually compelling property alerts that feel premium and personalized.
1MLS or CRM triggers webhook when new listing goes active
2n8n retrieves listing data: address, price, beds/baths, square footage, listing photos, virtual tour URL
3Query CRM for buyers with saved searches matching listing criteria (location, price ±10%, bedrooms)
4For each matching buyer (up to 256 per batch), prepare personalized WhatsApp message using approved template: 'Hi {{firstName}}, new listing in {{neighborhood}} matches your search: {{beds}}BR/{{baths}}BA, ${{price}}, {{sqft}} sqft. {{tagline}}.'
Buyers receive instant, visually compelling property alerts on their preferred platform with 98% open rates. Interactive buttons enable one-tap actions, converting interest to booked showings 5x faster than 'reply to schedule' text messages. Agents see exactly which buyers engaged with which properties, enabling prioritized follow-up. High-engagement buyers (clicked multiple properties) get immediate phone calls. Luxury buyers feel VIP treatment with exclusive first-look messaging.
Triggers & Actions
Connect WhatsApp Business to your workflows with powerful triggers and actions
Triggers
Incoming WhatsApp Message
Fires when a client sends a WhatsApp message to your business number. Captures sender phone number, message content, media attachments, and conversation context.
Buyer WhatsApps 'Is 123 Oak St still available?' → Workflow checks listing status in MLS → Auto-replies: 'Yes, available! Current price $425k. Want to see it? [Schedule Showing button]'
Message Status Update
Fires when message delivery status changes (sent, delivered, read, failed). Enables workflows based on whether clients have read important messages.
Send showing confirmation via WhatsApp. If not 'read' within 4 hours before showing, trigger workflow to send follow-up: 'Confirming you're still coming to {{address}} showing at {{time}}?'
Interactive Button Click
Fires when recipient clicks a button in an interactive WhatsApp message (max 3 buttons per message). Captures which button was clicked for workflow branching.
Property alert message includes buttons [Schedule Showing] [Pass]. If buyer clicks 'Schedule Showing', route to Calendly. If 'Pass', send: 'What didn't work? {{button: Price}} {{button: Location}} {{button: Size}}' for preference refinement.
Media Received
Fires when client sends an image, video, document, or voice message via WhatsApp. Useful for receiving pre-approval letters, property photos from buyers, or ID documents.
Buyer WhatsApps photo of property exterior asking 'What's this house worth?' → AI analyzes image, searches MLS for matching property, estimates value, replies: 'That looks like [Address], currently listed at $X. Want more info?'
Conversation Window Expiring
Fires 23 hours after last customer message (WhatsApp allows free-form messages only within 24-hour window of customer-initiated conversation). Prompts use of templated messages if further outreach needed.
Buyer asked question 23 hours ago. Workflow sends final message: 'Still happy to help! If you have more questions, just message me anytime.' If no reply within 1 hour, conversation window closes and future messages require approved templates.
Actions
Send Text Message
Sends a WhatsApp text message to specified phone number. Within 24-hour conversation window, can send free-form text. Outside window, must use pre-approved templates.
New lead captured from website. Send WhatsApp: 'Hi {{firstName}}, thanks for your interest in {{city}} real estate! I'm {{agent}}. What properties are you looking for?' (Must use approved 'New Lead Response' template if first contact.)
Send Media (Image, Video, Document)
Sends WhatsApp message with attached media file. Supports images (JPEG, PNG up to 5MB), videos (MP4 up to 16MB), documents (PDF up to 100MB).
Buyer requests listing details. Send WhatsApp with: property hero image, floor plan PDF, and message: 'Here's {{address}}—{{beds}}BR, ${{price}}. Floor plan attached. Video tour: {{link}}. Want to see it?'
Send Location Pin
Sends a WhatsApp location message with map coordinates and optional address label. Recipients can tap to open in Google Maps for navigation.
Showing confirmed. Send WhatsApp location pin: 'Showing tomorrow at 3pm. Here's exact location: [Map pin for 123 Oak St]. See you there!' Buyer taps pin → Google Maps opens with directions.
Send Interactive Message with Buttons
Sends a WhatsApp message with up to 3 interactive buttons. Recipients tap buttons to trigger specific workflow actions without typing.
Property alert: 'New listing: {{address}}, ${{price}}. [Photo]. Interested? {{button: Yes, Book Showing}} {{button: Send More Like This}} {{button: Not Interested}}' Each button click triggers different workflow path.
Send Template Message
Sends a pre-approved WhatsApp message template (required for first messages or messages outside 24-hour conversation window). Templates submitted to WhatsApp for approval, then reusable.
Approved template: 'New Listing Alert'. Use to send: 'Hi {{firstName}}, new {{propertyType}} in {{neighborhood}} matching your search. {{price}}, {{beds}}BR. Details: {{link}}.' Send to 100 buyers with personalized fields.
Reply to Message
Sends a WhatsApp reply to a specific message in thread, maintaining conversation context and displaying original message as quote.
Buyer asks 'What's HOA fee?' on a listing you shared. Reply directly to that message: 'HOA is $250/month, includes pool, gym, landscaping.' Original question shows as quoted text in your reply.
Get Message History
Retrieves past WhatsApp conversation with a contact, including message content, timestamps, and media. Useful for providing context to AI or agent taking over conversation.
Buyer messages after 2 weeks: 'Still interested in that modern condo.' Workflow retrieves message history, identifies property discussed (condo at [Address]), checks MLS status, replies: '{{address}} still available at $480k. Ready to see it?'
Mark Message as Read
Marks incoming WhatsApp message as read, displaying blue checkmarks to sender. Indicates message has been processed.
When WhatsApp inquiry arrives, automation processes it (creates CRM record, sends templated response), then marks original message read so sender knows their message was received and handled.
Setup Guide
Get started in approximately 30 minutes for basic setup after API approval; full approval and verification process takes 1-3 weeks
Prerequisites
- WhatsApp Business API access (via Meta Business Platform or Twilio)
- Verified Facebook Business Manager account
- Dedicated phone number for WhatsApp Business (cannot be used for personal WhatsApp)
- Business verification documents (tax ID, business registration, website)
- n8n instance with WhatsApp/Twilio node available
Choose WhatsApp API Provider and Apply for Access
WhatsApp Business API is available through two routes: (1) Direct from Meta via Cloud API (free messaging, pay per conversation after free tier), or (2) Through Business Solution Providers like Twilio (charges per message, easier setup). For most real estate agents, Twilio WhatsApp API is recommended for simpler onboarding. Sign up at Twilio, navigate to Messaging → WhatsApp, and request access. Provide business details, website, and verify you'll comply with WhatsApp policies (no spam, opt-in required).
Approval takes 1-3 weeks. Have your business documents ready: EIN/tax ID, real estate license, website showing your business. WhatsApp reviews to prevent spam accounts. While waiting for approval, use Twilio's WhatsApp Sandbox for testing workflows with your own number.
Verify Business and Phone Number
Complete Meta Business Verification through Facebook Business Manager. Upload business documents proving legitimacy. Once business verified, add your dedicated phone number to WhatsApp Business Account. This number will be your WhatsApp Business line—clients message this number, automation sends from this number. Number must not be registered to personal WhatsApp (use a new VoIP number from Twilio or similar).
Use a local area code number matching your real estate market (e.g., 512 for Austin, 305 for Miami). Buyers recognize local numbers and are more likely to engage than with toll-free or unfamiliar area codes.
Create and Submit Message Templates for Approval
WhatsApp requires pre-approved templates for business-initiated messages (first message to a contact or messages sent outside 24-hour conversation window). In Twilio Console or Meta Business Manager, create templates for common scenarios: 'New Listing Alert', 'Showing Reminder', 'Price Drop Notification', 'Open House Invitation', 'Welcome Message'. Each template includes fixed text with variable placeholders like {{firstName}}, {{propertyAddress}}, {{price}}. Submit for WhatsApp approval (typically approved within 24-48 hours if compliant).
Start with 5-7 essential templates. Template text must be professional and provide value (not purely promotional). Include clear opt-out language: 'Reply STOP to unsubscribe.' Once templates are approved, you can use them unlimited times with different variable values.
Connect WhatsApp to n8n via Twilio or Meta API
In n8n, add Twilio or WhatsApp node depending on your provider. For Twilio: create credentials with Account SID and Auth Token from Twilio Console. For Meta Cloud API: create credentials with access token from Meta Business Platform. Test connection by sending a test message to your own WhatsApp number: Manual Trigger → WhatsApp Send Message → send 'n8n automation test' to your number. Verify message arrives in your WhatsApp app.
Twilio simplifies setup with unified API covering SMS and WhatsApp through same credentials. Meta Cloud API offers lower per-message cost but requires more technical setup (webhooks, access tokens, app registration).
Set Up Incoming Message Webhooks
To receive WhatsApp messages and button clicks in n8n workflows, configure webhooks. In n8n, create a workflow starting with Webhook node (POST method), copy the webhook URL. In Twilio Console (or Meta platform), go to WhatsApp settings → Webhooks → set 'When a message comes in' URL to your n8n webhook. Now when clients message your WhatsApp Business number, Twilio forwards the message to n8n, triggering your workflow.
Test incoming messages: text your WhatsApp Business number from your personal phone. Check n8n execution log to see the incoming message data (sender phone, message text). If not appearing, verify webhook URL is correct and n8n instance is publicly accessible (not localhost).
Create Rich Media Library and Host Images
Prepare property photos, floor plans, and videos for WhatsApp sharing. Host media on publicly accessible servers (Google Drive with public links, Dropbox, AWS S3, or your website's media server). WhatsApp supports direct image/video/document uploads via API, but for efficiency, store media URLs in your CRM/database so workflows can quickly reference them without re-uploading. Test media delivery by sending a sample listing photo via n8n workflow.
Optimize images for mobile: 1200px width max, compress to under 500KB for fast loading on cellular data. Name files clearly: '123-Oak-St-exterior.jpg' so you can find them later. Consider creating a 'WhatsApp Media' folder in your file storage organized by property address.
Build First Workflow: Property Alert with Interactive Buttons
Create your first useful workflow: Manual Trigger (for testing, later replace with CRM trigger) → Set node (define sample property: address, price, beds/baths, image URL) → WhatsApp Send Message with interactive buttons: 'New listing: {{address}}, {{price}}. [Include image]. Interested? [Button: Schedule Showing] [Button: More Info] [Button: Pass].' Save and execute. Test by triggering workflow and verifying message arrives on your WhatsApp with working buttons.
Start simple with manual testing before connecting to live CRM. Once working, replace manual trigger with HubSpot/CRM trigger that fires when new listing matches buyer criteria. Add branching logic for button clicks: 'Schedule Showing' → route to Calendly, 'More Info' → send PDF, 'Pass' → update CRM tag.
Implement Opt-In and Compliance Management
WhatsApp requires explicit opt-in before sending marketing messages. Add opt-in mechanisms: checkbox on website forms ('I consent to receive WhatsApp updates'), SMS keyword (text JOIN to opt-in), or verbal consent logged in CRM. Maintain an opt-in list in your CRM with consent timestamp. Before sending WhatsApp broadcasts, filter contact list to only opted-in contacts. Implement automatic opt-out: when contact replies 'STOP', remove from WhatsApp marketing lists.
Store opt-in status in HubSpot/CRM as boolean field: 'WhatsApp Opt-In: Yes/No' with date stamp. Build n8n workflow: when incoming WhatsApp says 'STOP' → update CRM opt-in to 'No' → reply: 'You've been unsubscribed from WhatsApp updates. To re-subscribe, reply START.' This ensures compliance and prevents spam complaints.
Frequently Asked Questions
Common questions about WhatsApp Business integration
Related Integrations
Explore other tools that work great with your workflow
Ready to Automate WhatsApp Business?
Get a free AI roadmap showing how to connect WhatsApp Business with your existing tools for maximum impact.
Get Your Free AI Roadmap