FrancodesystemsFran<code>systems
ESEN
CommunicationCustom integration

Holded WhatsApp Business integration

Invoices, alerts and payments over WhatsApp Business API connected to Holded.

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HoldedHolded
↔
WhatsApp Business

Implementation time · 6-10 días laborables

Diagnosis

The problem

Email gets ignored. WhatsApp gets read. For B2C companies and many B2B ones in Spain, the effective channel for payment reminders, appointment confirmations or invoice notices is WhatsApp, not email. But DIY solutions (WhatsApp Web, unofficial bots) are fragile, get banned frequently and violate the terms of service. The official API (WhatsApp Business Cloud API) requires technical setup, templates approved by Meta and GDPR consent management that almost no small company knows how to handle on its own. The result: either you use a fragile channel that gets accounts closed, or you skip WhatsApp entirely and leave money on the table.

Proposal

The solution

Every relevant Holded event becomes a WhatsApp message to the right customer: invoice issued with PDF attached, reminder for an outstanding payment, payment received confirmation, project update. We use the WhatsApp Business Cloud API (Meta official) with approved templates and prior consent. It supports individual transactional sends and bulk campaigns with approved templates.

Scope

What we automate

  • Invoice issued -> WhatsApp message with the Holded PDF attached
  • Outstanding payment reminder at -3 days -> WhatsApp message
  • Payment received -> payment confirmation to the customer
  • Due date passed -> escalated dunning sequence over WhatsApp
  • Holded estimate signed -> confirmation plus next steps
  • Bulk campaigns with approved templates (promotions, news)
  • FAQ reply bot: 'status of my order?', 'next payment?'
  • Customer replies STOP -> GDPR flag in Holded to stop sending
Who uses it

Real use cases

These are the profiles that most ask us for the Holded ↔ WhatsApp Business integration and what they get in the end.

Case 01

Clinic charging for no-show appointments

Before: Patients who did not show up and did not pay: email dunning was ineffective.

After: Appointment reminder over WhatsApp plus no-show charge over WhatsApp with a Stripe link. Collection rate rises significantly.

Case 02

Ecommerce with customers who forget their invoices

Before: Business buyers asked for an invoice a week later through a lost email.

After: The invoice arrives over WhatsApp with the PDF right away. The customer files it on the spot.

Case 03

Accounting firm with recurring monthly charges

Before: The monthly fee reminder was ignored in B2C email.

After: WhatsApp with a direct payment link. Payments recovered in 48 hours vs 15 days before.

Before / After

What changes exactly

✕

Without the integration

  • Fragile DIY solutions (WhatsApp Web)
  • Risk of account closure for TOS violation
  • Templates not approved by Meta -> rejected messages
  • Zero traceability of GDPR consents
✓

With the integration

  • Official Meta Cloud API: zero risk of closure
  • Templates approved and managed with Meta
  • Full GDPR traceability of consents
  • Basic bot for frequent FAQs
Architecture

How we build it

WhatsApp Business Cloud API (Meta) with a verified number and approved templates. We handle the template approval process with Meta (it can take 24 to 72 hours per template). Holded webhooks trigger sends via the API. Consents are recorded in Holded (when it was obtained, through which channel). Inbound messages can feed a basic bot or land in a shared inbox (Front, Intercom). It complies with WhatsApp's commercial rules: only approved templates can start a conversation, with a 24 hour window for free-form replies.

flow.ts
webhook whatsapp business.event
→ queue.enqueue(jobId)
→ worker.handle() // idempotent
→ holded.api.call() // retries with backoff
→ log.emit({ status: 'ok' })
FAQ

Frequently asked questions

How much does it cost?

The WhatsApp Business Cloud API charges per conversation started (not per message). The price varies by country: Spain runs around 0.02 to 0.08 euros per conversation depending on the type. We give you an estimate based on your volume after a diagnostic.

Do I need a dedicated phone number?

Yes, a number that is not already using regular WhatsApp. It can be a landline or a mobile number. We help you obtain it and verify it with Meta.

What about the templates? How do they get approved?

Each template (invoice, reminder, etc.) is submitted to Meta for approval. It usually takes 24 to 72 hours. We help you write them correctly for the highest approval rate on the first try.

Is it GDPR compliant?

Yes. We require prior consent from the customer to send commercial WhatsApp messages, we record it in Holded with a timestamp and source, and we honor STOP or opt-out requests immediately.

Does it support inbound messages (two-way bot)?

Yes. We can set up a basic bot that answers frequent FAQs ('status of my order', 'next payment') by querying Holded in real time. Or route to a human inbox (Front, Intercom, etc.).

How long does implementation take?

Between 6 and 10 business days, subject to Meta's verification times (number and templates). Once approved, the development is fast.

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Shall we talk about your WhatsApp Business integration?

A 30-minute call, no strings. You leave with scope and a price.

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