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QR Linking vs the Official WhatsApp Business Platform

Two ways to bring a WhatsApp number into a team inbox: link it by QR code or connect it through Meta’s Cloud API. What each means and how to choose.

whatsappx.si team · Product

Published 6 min read

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TL;DR

  • QR linking connects the WhatsApp or WhatsApp Business app you already use as a linked device, like WhatsApp Web. It is the fastest way to start, and recent chat history syncs in.
  • The official WhatsApp Business Platform (Cloud API) connects a number through Meta. It is the right choice for high volume, approved message templates and automation at scale.
  • Meta charges its own fees for messages sent through the official platform, billed separately from any software subscription.
  • Whichever you choose, message only people who opted in and follow WhatsApp’s business policies.

What are the two ways to connect WhatsApp to a team inbox?

There are two common ways to bring a WhatsApp number into a shared inbox such as whatsappx.si:

  1. Link the app you already use. You scan a QR code with the WhatsApp or WhatsApp Business app on your phone. The inbox becomes one of your linked devices, the same feature WhatsApp Web uses.
  2. Connect through Meta’s official WhatsApp Business Platform. The number is connected through the Cloud API that Meta offers to businesses and developers. In whatsappx.si this happens through Meta Embedded Signup inside the app, including phone-number verification.

Both give your team the same shared inbox. The difference is how messages travel and which rules apply.

How does QR linking work?

QR linking uses WhatsApp’s linked-device feature. Your phone stays the primary device and the workspace is added as a companion, so you keep using the number you already have. Recent chat history syncs in, which means your team can pick up existing conversations straight away.

How does the official WhatsApp Business Platform work?

With the official platform, the number is registered with Meta’s WhatsApp Business Platform and messages are sent and received through the Cloud API (Meta documentation). Businesses create message templates that Meta reviews; templates are used to start conversations outside the customer-service window. In whatsappx.si you can create templates and sync them with Meta, and connect several Meta numbers to one workspace.

Meta charges for some messages on the platform according to its own pricing (Meta pricing). Those fees are separate from your whatsappx.si plan.

Which one should you choose?

ComparedQR-linked numberOfficial WhatsApp Business Platform
SetupScan a QR codeMeta Embedded Signup and number verification
Uses your existing app numberYesDepends on your setup with Meta
Recent chat historySyncs inNot covered here
Message templates synced with MetaNoYes
Best forStarting quickly, everyday conversationsHigh volume, templates, automation at scale
Messaging fees from MetaNo platform feesYes, billed by Meta

A simple rule of thumb:

  • Start with QR linking if your team mostly answers customers who message you first and you want to keep your current number and history.
  • Move to the official platform when volume grows, when you need approved templates to reach customers who opted in, or when you want to automate at scale.

What rules apply either way?

Whichever connection you use, WhatsApp’s policies still apply. Only message people who have given you permission, make it easy to opt out and do not send unsolicited bulk messages (WhatsApp Business Messaging Policy).

How do you get started?

Create a workspace, choose Connect WhatsApp and pick either the QR code or the official platform. Then invite your teammates by email and start working from one inbox.

Sources

  1. WhatsApp Cloud API — documentation (Meta for Developers) — accessed October 3, 2026
  2. Pricing on the WhatsApp Business Platform (Meta for Developers) — accessed October 3, 2026
  3. WhatsApp Business Messaging Policy (Meta) — accessed October 3, 2026

Frequently asked questions

Is QR linking allowed by WhatsApp?
QR linking uses WhatsApp’s own linked-device feature, the same one WhatsApp Web uses. You remain responsible for following WhatsApp’s terms and business policies, including only messaging people who opted in. For high-volume or automated messaging, use the official WhatsApp Business Platform instead.
Do I pay Meta when I use the official platform?
Meta charges its own fees for certain messages sent through the WhatsApp Business Platform, according to Meta’s published pricing. These fees are billed by Meta separately from your whatsappx.si subscription. QR-linked numbers do not go through the platform, so those platform fees do not apply.
Can one workspace use both connection types?
Yes. A whatsappx.si workspace can link a number by QR code and also connect numbers through Meta’s official WhatsApp Business Platform, including several Meta numbers per workspace. All of their conversations appear in the same shared inbox.

  • Feature

    Shared inbox

    Answer customer WhatsApp chats as a team: one shared inbox with search, assignment, unread counts and live updates. Connect by QR code or the official API.

  • Glossary

    WhatsApp Cloud API

    The WhatsApp Cloud API is Meta’s hosted API for sending and receiving WhatsApp messages as a business, part of the WhatsApp Business Platform.

  • Comparison

    whatsappx.si vs the WhatsApp Business app

    When the free WhatsApp Business app is enough, and when a team needs a shared inbox with roles, assignment, an API and the official Business Platform.