For many metal traders, more business now happens on WhatsApp than on email. Contractors send photos of nameplates, importers in Dubai ask for today's price, and buyers in Africa confirm orders with a voice note. Yet many companies still run all of this from a personal number with no profile, no catalogue and no system. A proper WhatsApp Business setup makes you look more professional, respond faster and lose fewer enquiries.

WhatsApp Business app vs WhatsApp Business Platform

  • WhatsApp Business app — free, works on your phone, ideal for small and mid-sized traders with a few people handling chats.
  • WhatsApp Business Platform (API) — for larger teams that need multiple agents, CRM integration and automated messages. It is accessed through Meta or approved providers and usually has per-conversation charges.

Most metal traders should start with the free app and move to the platform when message volume grows.

Step 1: Use a dedicated business number

Keep business and personal chats separate. A dedicated number can be handed over to a colleague, stays with the company if staff change, and looks more professional. You can use a landline number for verification if you prefer.

Step 2: Complete your business profile

  • Business name exactly as on your invoices
  • Logo as profile photo
  • Category: manufacturing, industrial or wholesale as appropriate
  • Description: "Exporter of SS & CS pipes, fittings and flanges. ASTM / ASME / IS. Supplying 20+ countries."
  • Address, email, website and business hours

A complete profile is the first trust signal a new buyer sees.

Step 3: Build a product catalogue

The catalogue lets buyers browse without asking "send details". Create items for your main product groups:

  • Photo of the actual product
  • Clear name with standard and grade
  • Short specification: size range, schedules or classes, finish
  • Link to the product page on your website

Keep prices out of the catalogue if they change daily; offer "price on request".

Step 4: Set up quick replies

Quick replies save hours. Type "/" to insert saved messages:

  • /thanks — "Thank you for your enquiry. Please share size, grade, quantity and delivery location; we will send our best price shortly."
  • /bank — your company bank details
  • /docs — "We supply EN 10204 3.1 MTC, test reports and packing list with every order."
  • /location — factory or warehouse address with map link

Step 5: Use greeting and away messages

  • Greeting message for new contacts introducing your company and how you can help.
  • Away message outside business hours: "Thank you for your message. Our team will reply by 10 AM IST." This is important for buyers in other time zones.

Step 6: Organise chats with labels

Use labels such as:

  • New enquiry
  • Quotation sent
  • Follow up
  • Order confirmed
  • Payment pending
  • Dispatched

At a glance you know which buyer needs attention. Pin your most important active chats.

Step 7: Send quotations as PDFs

Typing prices into chat is fast, but it is easy to lose and hard to compare. Send a short message with a branded PDF quotation attached. QuoteMitra can even turn a pasted WhatsApp enquiry into a ready quotation with weights and terms. Read how to write an export quotation.

Etiquette that builds trust

  • Reply within an hour during business hours.
  • Use clear text; voice notes are fine for quick updates, but confirm specifications in writing.
  • Avoid forwarding chain messages or unrelated content to buyers.
  • Do not add buyers to broadcast lists without permission — it damages trust and can get your number restricted.
  • Confirm order details in writing before production: specification, quantity, price, Incoterm, delivery and payment.

Protect against fraud

Payment fraud using fake bank details is a real risk in trade. Tell buyers clearly that your bank details will never change by message alone, and always verify any change in bank details by a phone call to a known number. Enable two-step verification on your account.

Connect WhatsApp to your website and marketing

  • Add a click-to-chat button on your website's product pages.
  • Put your WhatsApp link on LinkedIn, B2B portals and email signatures.
  • Use a QR code on catalogues and exhibition stands.

Get it set up professionally

MetalMitra's WhatsApp Business setup service configures profiles, catalogues, quick replies and labels for metal and pipe companies, and connects them to your website and enquiry flow.

Frequently asked questions

Can I use WhatsApp Business on a computer?

Yes. WhatsApp Web and the desktop app work with WhatsApp Business, so your team can reply from a computer during office hours.

Can more than one person use the same business account?

The WhatsApp Business app supports linked devices, so a small team can share one number. Larger teams usually move to the WhatsApp Business Platform.

Should prices be shown in the catalogue?

For metals, prices change often. Many traders show 'price on request' and send a quotation after confirming specifications.

Is it okay to send broadcast messages?

Only to contacts who have agreed to receive updates and saved your number. Unwanted promotional messages can get your number reported and restricted.

Key takeaways

  • Use a dedicated number and complete business profile.
  • Build a catalogue, quick replies and labels.
  • Send PDF quotations and confirm orders in writing.
  • Protect your buyers and yourself from payment fraud.

WhatsApp is where many buyers already are. Make sure your business looks as professional there as it does on paper.