5 Easy Steps to Integrate WhatsApp CRM

Why Integrate WhatsApp CRM? #

Today, more than 2 billion users rely on WhatsApp for daily communication. With the WhatsApp CRM Integration Module from Systematica, intergate WhatsApp crm thus your Perfex CRM can send automated WhatsApp notifications for:

• Appointments
• Invoice reminders
• Ticket updates
• Custom CRM workflows

This integration enhances customer responsiveness, builds trust, and gives your CRM a modern, omnichannel edge.

Prerequisites for WhatsApp intergration CRM Perfex Module Installation #

Before you begin, make sure you have:

Requirement	Description
Perfex CRM (v3.0 or higher)	Compatible with the Systematica module
WhatsApp Business API	Get it from Meta Business Manager
Admin access to CRM	Required for installation and automation
Module download	Download from Systematica

Step-by-Step: How to Integrate WhatsApp CRM #

1️⃣ Step 1: Upload and Install the Module #

• Go to Perfex CRM > Setup > Modules
• Click Upload Module, select whatsapp_module.zip
• Press Install

2️⃣Step 2: Connect Your WhatsApp Business API #

Setting Up WhatsApp Business API for Perfex CRM (Meta & Facebook Developer Steps) #

To use the WhatsApp Integration for Perfex Module in Perfex CRM, you need to create a Meta Developer account and set up a WhatsApp Business App to retrieve the credentials below:

• API Token
• Business Account ID
• Phone Number ID
• Webhook Callback URL

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🌐 Step 1: Create a Meta (Facebook) Developer Account #

1. Go to the Meta for Developers portal
2. Log in with your Facebook account
3. Click “Get Started” and follow the verification process
4. Choose Developer Role
5. Accept the Terms of Use

🔗 https://developers.facebook.com

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🧾 Step 2: Create a WhatsApp App in Meta Developer Console #

1. From the top menu, click “My Apps” → Create App
2. Choose Business App
3. Name your app (e.g., Systematica WhatsApp)
4. Choose your Business Manager account (or create a new one)
5. Complete app creation

📌 You now have access to:

• App ID
• App Secret

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🏢 Step 3: Connect or Create a Meta Business Account #

If you don’t already have one:

1. Go to Meta Business Suite
2. Create a Business Account
3. Add your developer app to this Business Manager
4. Assign system users or admins

🔗 Outbound Link: https://business.facebook.com

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📞 Step 4: Set Up WhatsApp API Access #

1. In your App Dashboard, under Add Product, choose WhatsApp
2. Click Set Up
3. Select your Business Account
4. Create or use an existing Phone Number
5. Generate a Temporary Access Token

⚠️ Temporary tokens expire in 24 hours. For production, create a permanent system user token.

⚙️ Step 6: Add Webhook to Your App #

1. Under your App’s WhatsApp Settings → Webhooks
2. Click “Configure Webhook”
3. Paste the Webhook URL from the Perfex CRM module settings
4. Set fields to listen for:
   • messages
   • message_status

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✅ Final Step: Save Your Keys into Perfex CRM #

Go to:

nginxCopyEditPerfex CRM → Setup → WhatsApp Integration Settings

Fill in:

• ✅ API Token
• ✅ Phone Number ID
• ✅ Business Account ID
• ✅ Webhook Callback URL

Then click “Connect” to activate the module.

• Navigate to Setup > WhatsApp Integration Settings
• Fill in the following:
  • API Token
  • Phone Number ID
  • Business Account ID
  • Webhook Callback URL (copy from module instructions)

3️⃣ Step 3: Create WhatsApp Message Templates in Perfex #

This step allows you to define reusable WhatsApp messages with placeholders.

• Go to WhatsApp > Message Templates > Add New
• Create templates like:
  • Invoice Reminder:
    “Hi {client_name}, your invoice #{invoice_number} is due on {due_date}.”
  • Appointment Reminder:
    “Dear {contact_name}, your meeting is scheduled at {time_slot}.”

4️⃣ Step 4: Trigger WhatsApp Messages Automatically #

Set triggers based on CRM actions:

• Go to Automation > New Rule
• Choose trigger:
  • Invoice Overdue
  • New Appointment
  • New Ticket Created
• Select corresponding WhatsApp message template

Use Case: Automatically notify clients of overdue invoices every 24 hours until paid.

Real-Life Use Case: WhatsApp CRM = 80% More Engagement #

A Dubai-based SaaS firm using Systematica’s WhatsApp Integration Module saw:

• 3x faster client responses
• 60% reduction in missed appointments
• 2x upsell conversions from invoice reminders

📅 Bonus: Automate WhatsApp Messaging with the Appointment Manager Module #

To take your CRM automation even further, we strongly recommend using the Appointment Manager Module alongside the WhatsApp Integration.

This powerful combo allows your team to automatically notify, remind, and follow up with clients before and after scheduled meetings — all through WhatsApp.

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🔄 Appointment Manager How It Works #

Once both modules are installed, you can connect appointment manager events to WhatsApp triggers using Automation Rules inside Perfex CRM.

Supported Triggers: #

• New appointment scheduled
• Appointment rescheduled
• Appointment status changed
• Missed appointment follow-up

Sample WhatsApp Templates: #

• 📅 Confirmation: “Hi {client_name}, your appointment with {staff_name} is confirmed for {appointment_time}. Location: {appointment_location}.”
• 🔁 Reschedule Notice: “Hello {client_name}, your appointment has been rescheduled to {new_time}. Please contact us if this doesn’t work.”
• 🚫 No-show Follow-up: “Hi {client_name}, we noticed you missed your appointment today. Let us know if you’d like to reschedule.”

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🔍 Real-World Use Cases #

Use Case	WhatsApp Automation Benefit
Medical Clinics	Auto-remind patients of upcoming consultations
Real Estate Agents	Confirm viewings with clients instantly
HR & Recruitment	Remind candidates of interviews and location
Freelancers & Agencies	Cut back no-shows for paid strategy calls
Event Planners / Trainers	Send pre-event checklists and post-event surveys

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🔗 Related Docs & Modules #

• Appointment Manager Module Guide
• Call Manager Module Setup
• Custom Links Module
• CRM Notification Triggers

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🧠 Pro Tip #

Combine WhatsApp automation with:

• Email & SMS reminders
• Staff calendar syncing
• Lead source tracking (via links in messages)

This gives you a 360° appointment engagement workflow, all inside Perfex CRM.