Smartphone screen showing apps with a focus on the green WhatApp app icon
Chris Grant (he/him) March 18, 2025 A 4 minute read

How to Use WhatsApp Business Desktop: A Guide for Businesses

WhatsApp Business is a game-changer for small and medium-sized businesses looking to streamline communication with customers. While the mobile app is the most common way to use WhatsApp Business, integrating it with your desktop setup can significantly boost productivity and efficiency.

Managing messages on a larger screen, using a full-sized keyboard, and integrating with other business tools make WhatsApp Business Desktop a powerful addition to your digital communication strategy. This guide will walk you through everything you need to know about setting up and optimising WhatsApp Business on your desktop.

Why Use WhatsApp Business on Desktop?

Using WhatsApp Business on a desktop provides several key benefits:

1. Increased Efficiency

Typing messages with a keyboard is much faster than using a smartphone. This is particularly useful for businesses that handle a high volume of customer inquiries.

2. Better Organisation

The larger screen allows you to manage and categorise chats more effectively. You can also use labels to segment customers and streamline follow-ups.

3. Seamless Multitasking

With WhatsApp Business on your desktop, you can easily switch between different applications, such as your CRM, order management systems, and spreadsheets, without constantly checking your phone.

4. Easier File Sharing

Transferring documents, images, and other files is much more convenient on a desktop than on a mobile device. You can drag and drop files directly into conversations.

How to Set Up WhatsApp Business Desktop

There are two primary ways to use WhatsApp Business on a computer:

  1. WhatsApp Web – The browser-based version that doesn’t require installation.
  2. WhatsApp Desktop App – A standalone application available for Windows and macOS.

Method 1: Using WhatsApp Business Web

WhatsApp Business Web allows you to access your account directly through a web browser without installing additional software. Follow these steps:

  1. Ensure Your Mobile App is Up-to-Date

    • Before setting up WhatsApp Business on desktop, make sure you have the latest version installed on your phone.

  2. Open WhatsApp Web

  3. Scan the QR Code

    • Open WhatsApp Business on your phone.
    • Tap on the three-dot menu (Android) or Settings (iPhone).
    • Select Linked Devices > Link a Device.
    • Scan the QR code displayed on your browser screen.

  4. Start Chatting

    • Once linked, your WhatsApp Business account will be accessible on the desktop browser.

Method 2: Using the WhatsApp Business Desktop App

For businesses that require a dedicated solution, the WhatsApp Business Desktop App is an excellent option. Here’s how to set it up:

  1. Download the App

  2. Install and Open the App

    • Once installed, launch the application on your computer.

  3. Link Your Device

    • Open WhatsApp Business on your phone.
    • Tap on Linked Devices and scan the QR code displayed on your desktop screen.

  4. Use WhatsApp Business Features

    • The desktop app functions similarly to the mobile version, allowing you to send messages, create automated responses, and manage customer interactions.

WhatsApp Business Features on Desktop

The WhatsApp Business Desktop version includes several powerful features to help you manage customer interactions:

1. Quick Replies

Save common responses and use shortcuts to send them instantly. This saves time when answering frequently asked questions.

2. Labels for Organisation

Categorise chats with labels such as “New Customer,” “Pending Payment,” or “Order Completed.” This makes it easy to track customer conversations.

3. Automated Messages

Set up away messages or greetings that are sent automatically when a customer messages you outside of business hours.

4. Product Catalogues

Showcase your products or services directly within WhatsApp Business. Customers can browse and place orders without leaving the chat.

5. Multi-Device Support

WhatsApp Business now allows linking up to four devices without needing your phone to be online. This means you can manage messages across multiple workstations.

Best Practices for Using WhatsApp Business on Desktop

To get the most out of WhatsApp Business Desktop, follow these best practices:

1. Maintain a Professional Tone

Ensure all customer interactions are professional and aligned with your brand voice. Use greetings and polite responses to enhance the customer experience.

2. Set Business Hours

Use the Away Message feature to inform customers when you are not available and let them know when they can expect a response.

3. Train Your Team

If multiple team members will be using WhatsApp Business, provide guidelines on how to handle customer inquiries efficiently.

4. Use Message Templates

For frequently asked questions, use saved quick replies to reduce response time and ensure consistency.

5. Secure Your Account

Enable two-step verification for added security and regularly check for any unrecognised linked devices.

Conclusion

WhatsApp Business Desktop is a powerful tool that can help businesses improve customer communication, streamline workflows, and enhance efficiency. Whether you use WhatsApp Web or the standalone desktop app, integrating it into your daily operations can save time and improve customer satisfaction.

By leveraging features like quick replies, automated messages, and product catalogues, businesses can optimise their communication strategy and build stronger relationships with customers.

If you’re looking for more ways to enhance your business’s digital presence, OBM can help! Get in touch with our team today for expert guidance on digital marketing, web development, and business communication strategies.