Key points
- WhatsApp's policy (updated 23 September 2026) only allows messages to people who gave you their number and agreed to receive messages from you.
- Ask with a QR code on a table card, note what each person agreed to, and remove anyone who asks to stop that same day.
- One message for one reason, such as a new item or holiday hours. A broadcast list only reaches people who saved your number.
- Judge the results from your sales records in Kazeer: servings of the featured item in the 7 days after the message, against the 7 days before.
Picture this: a regular who used to drop by almost every morning hasn't been in for three weeks. The croissant they always ordered is back on the menu, but they don't know.
You can send news like that through WhatsApp, as long as the customer has agreed to receive it. This article covers the permission, the messages, and how to judge the results from your sales records. The focus is useful messages, not discounts.
Note: The WhatsApp features and rules here follow WhatsApp's official policy and Help Center as of October 2026, and they can change. Menu names on your phone may differ slightly. Every sales figure is an example.
Start with permission
The WhatsApp Business Messaging Policy (opens in a new tab), last updated 23 September 2026, also applies to the WhatsApp Business app. You may only contact people who have given you their number and agreed to receive messages from you. How you ask for that permission is your responsibility.
The simplest way to do it at your outlet:
- Open the short link in WhatsApp Business. Every account gets a short link and a QR code automatically. Set its default message, such as "Hi, I'd like news about new menu items and opening hours."
- Print the QR code on a table card, with one sentence on what you'll send and how to stop.
- When a customer pays, the cashier can ask, "Would you like news about new menu items on WhatsApp?" If they say yes, the customer scans the code and sends the message themselves.
That way, the number and the permission come from the customer. Never add numbers quietly, for example from your order records. Before you print a lot of cards: the QR code (opens in a new tab) doesn't expire, but if you reset it, the old code stops working.
Write down what each person agreed to, such as "new menu items and holiday hours", and the date. If someone asks to stop, in a chat or in person at the counter, remove them from your list that same day. WhatsApp's policy requires you to respect that request, including removing them from your contacts list.
Set up WhatsApp Business
WhatsApp Business (opens in a new tab) is a free app for Android and iPhone. You can't use one number on regular WhatsApp and WhatsApp Business at the same time, but you can move it from one to the other. Use the outlet's number, not a staff member's personal number.
Set these up before your first message:
| Part | What to set up |
|---|
| Business profile | Name, address, category, description, and opening hours. A complete profile means fewer questions about your hours. |
| Catalog | Tools > Catalog > Add new item, with up to 10 photos or videos per item. Items appear once WhatsApp approves them. |
| Quick replies | Up to 50 ready answers, such as your address and opening hours. Type "/" in a chat to use them. |
| Greeting message | Sent automatically when a customer messages you for the first time, or after 14 days with no chat. |
| Away message | Sent automatically on a schedule, such as outside your opening hours. That schedule needs opening hours in your profile, and the phone needs an internet connection. |
As of October 2026, labels are gradually being replaced by lists. While you still have labels, you can create up to 20. Make one label or list, such as "Agreed to news", for customers who have given permission.
What to send, and how often
One message, one reason: a new item, a seasonal item coming back, opening hours over a long holiday, or a temporary closure. Keep to what people agreed to: agreeing to news about new items is not agreeing to a message every day.
Example: Hi, Croissant Butter is back, every day from 07:00. If you drop by, show this message to the cashier so we know it reached you. Reply "stop" if you'd rather not get news from us.
How often? No number fits every outlet. As a starting point, send only when there's real news, say no more than twice a month. After each message, count how many people ask to stop. If that number goes up, send less often.
WhatsApp's Help Center (opens in a new tab) suggests: send only to people who opted in, remove contacts who haven't interacted with you recently, and make your messages match what people signed up for. WhatsApp's policy also prohibits promoting alcohol and tobacco through the WhatsApp Business app.
If the message carries a bundle price or promo price, work out its gross profit first with the guide to slow-hour promotions, then set the price in Kazeer's promo feature before you send the message.
Broadcast lists or business broadcasts
WhatsApp Business has two ways to send one message to many customers. The permission rules are the same for both.
Broadcast lists (opens in a new tab):
- Up to 256 contacts per list, and as many lists as you like.
- Only people who have saved your number receive the message. So add a line to your table card: "Save this number so our news reaches you."
- Not available on Windows, Mac, or Web. A monthly broadcast limit is rolling out gradually in some countries.
Business broadcasts (opens in a new tab), the new name for marketing messages in some countries:
- Only in the WhatsApp Business app. You pay for each message delivered within five days, and the funds for messages that aren't delivered are credited back.
- Reviewed by Meta before sending, can be scheduled, and can carry buttons, such as one that opens your catalog.
- Can reach (opens in a new tab) contacts who haven't saved your number, and show (opens in a new tab) how many recipients read and replied.
- If many recipients report or block you, your account gets a warning. If the spam continues, business broadcasts are suspended for three days (opens in a new tab), with no appeal.
- Only available in some countries so far. A rupiah rate (opens in a new tab) is listed, but that doesn't confirm the feature is available in Indonesia. Check in your own app.
On 3 April 2025, Meta announced (opens in a new tab) that business broadcasts would become a paid feature so businesses think carefully about what they send, along with limits on how many marketing messages a person receives. For a small list of regulars, a broadcast list is usually enough.
Look after customer data
Customer numbers and chats are personal data. Habits that help:
- Keep the customer list on the outlet's business phone, not on staff's personal phones.
- Never forward a customer's chat to another customer. WhatsApp's policy prohibits it.
- Never ask for full card numbers, account numbers, or ID numbers in a chat. That's prohibited too.
- Set up a privacy policy your customers can read. WhatsApp's policy asks businesses to have one published.
Indonesia also has Law No. 27 of 2022 on Personal Data Protection (opens in a new tab) (UU 27/2022), in force since 17 October 2022. For your business's specific obligations, ask a legal adviser.
You send these messages yourself from WhatsApp Business, not from Kazeer. Kazeer records orders and sales, so you can measure the results.
Measure from your sales records
A message that gets read doesn't always bring people in, so measure it from your sales records. Before you send, decide:
- The item you're announcing, such as Croissant Butter.
- The comparison: the 7 days after the message goes out, against the 7 days before, when the item was already on the menu but not yet announced. For a new item, rely on the tally sheet.
- A tally sheet by the POS: the cashier makes one mark for each customer who shows or mentions the message.
In Kazeer, sales records show the items sold and the sales results. From there, note the servings of Croissant Butter each day in both periods. Kazeer reports also show sales, COGS, and gross profit, and the COGS of each item can be calculated from its recipe.
| Croissant Butter (example) | 7 days before | 7 days after the message | Change |
|---|
| Servings sold | 18 | 30 | up 12 |
| Sales | Rp360,000 | Rp600,000 | up Rp240,000 |
| Gross profit | Rp205,200 | Rp342,000 | up Rp136,800 |
The extra gross profit is 12 × Rp11,400 = Rp136,800, at the regular price. The tally sheet shows 8 customers who showed the message. So the message did reach buyers, but part of the rise may have other causes.
Weather, public holidays, events near your outlet, and menu changes also move sales. Leave unusual days out of the comparison, and look at the results of several messages before you draw conclusions. If you use paid business broadcasts, subtract their cost from the extra gross profit.
Checklist before your first message
- Install WhatsApp Business with the outlet's number, then fill in your profile, quick replies, greeting message, and away message.
- Set the default message on your short link, then print the QR code on a table card with what you'll send and how to stop.
- Ask your cashiers to offer without pushing. Never add numbers quietly.
- Write down what each customer agreed to, then group them in one label or list.
- Write one message for one reason, with how to stop at the end. If it has a promo price, work out the gross profit first.
- Set up the tally sheet by the POS, then compare servings sold in the 7 days before and after the message.
- Remove anyone who asks to stop on the same day.