HubSpot + WhatsApp API Integration — Complete Guide 2025

HubSpot tells you who your leads are and where they are in the funnel. WhatsApp tells them what you need them to know — instantly, with 94% read rates. Connect the two and every HubSpot event becomes a perfectly timed WhatsApp message.

Connect HubSpot + WhatsApp → Talk to an Expert

94%

WhatsApp open rate vs 28% HubSpot email

3×

Higher reply rate from WhatsApp vs email sequences

Bi-dir

WhatsApp replies synced back to HubSpot contact

1 day

Integration setup time

What You Can Automate

Top use cases for HubSpot + WhatsApp API

HubSpot manages your CRM, deals and contact timeline. WA.Expert adds WhatsApp as a two-way communication channel — every WhatsApp conversation logged in HubSpot, every HubSpot deal stage triggering a WhatsApp message.

🎯

Lead follow-up automation

When a new lead is created in HubSpot, fire an instant WhatsApp message within 2 minutes — before competitors reach them.

📋

Deal stage messages

When a deal moves to Proposal Sent, Negotiation, or Closed Won — trigger a personalised WhatsApp to the contact.

🔔

Meeting reminders

Send WhatsApp reminders 24 hours and 1 hour before scheduled HubSpot meetings.

📊

Win-back sequences

Contacts in churned or lost deals get a WhatsApp re-engagement sequence at 30, 60, and 90 days.

Trigger → Action

How HubSpot events trigger WhatsApp messages

HubSpot trigger	WhatsApp action (WA.Expert)	Business impact
New contact created	WhatsApp within 2 min — "Hi [name], saw your interest in [product]"	−80% lead response time
Deal stage → Proposal Sent	WhatsApp with proposal summary + PDF link	+35% proposal read rate
Meeting scheduled	24hr + 1hr WhatsApp reminder	−42% meeting no-shows
Deal → Closed Won	WhatsApp congratulations + onboarding next steps	Smooth handoff
Contact unresponsive 14 days	WhatsApp re-engagement message	15% reactivation

Setup Guide

How to connect HubSpot to WhatsApp API

Connect WA.Expert to HubSpot

In WA.Expert, go to Integrations → HubSpot → Authorise. This uses HubSpot's OAuth — no API key copying required.

Set up HubSpot workflows

In HubSpot Workflows, add "Send WhatsApp via WA.Expert" as an action. Trigger on any contact property, deal stage, or form submission.

Map contact phone fields

WA.Expert maps to HubSpot's phone number fields automatically. Ensure your HubSpot contacts have phone numbers in E.164 format or WA.Expert normalises Indian numbers for you.

Configure WhatsApp templates

Select approved WhatsApp templates for each workflow. WA.Expert's template library has pre-approved templates for lead follow-up, meeting reminders, and deal stage updates.

Enable reply sync

Turn on WhatsApp → HubSpot reply sync. Every WhatsApp message the contact sends is logged as a note on their HubSpot contact record with timestamp.

Sample HubSpot → WhatsApp trigger

// HubSpot Workflow → WA.Expert webhook action
POST https://api.wa.expert/v1/send
{
  "to": "{{contact.phone}}",
  "template": "lead_followup_v2",
  "variables": {
    "name": "{{contact.firstname}}",
    "company": "{{contact.company}}",
    "owner": "{{owner.firstname}}"
  }
}

WA.Expert handles WhatsApp API authentication, template management, and message delivery — you only need to pass the trigger data from HubSpot. No WhatsApp API knowledge required.

FAQ

HubSpot + WhatsApp — common questions

Does WhatsApp reply sync work with HubSpot?

Yes — when a contact replies to a WhatsApp message, WA.Expert logs the reply as a note on their HubSpot contact record. The note includes the message text, timestamp, and a link to the full WA.Expert conversation. Your sales team sees the full WhatsApp history without leaving HubSpot.

Can I trigger WhatsApp from HubSpot sequences?

Yes — HubSpot Sequences can include WhatsApp steps via WA.Expert webhook actions. A 7-day outreach sequence can alternate between email (day 1, 3, 5) and WhatsApp (day 2, 4, 7) for maximum touchpoint diversity.

Does this work with HubSpot Free?

The WA.Expert webhook action works with HubSpot Professional and Enterprise (which have Workflows). HubSpot Free and Starter do not include Workflows, so direct integration requires a workaround via Zapier or Make.

Can I personalise WhatsApp messages with HubSpot contact properties?

Yes — any HubSpot contact or company property can be passed as a variable in the WhatsApp template. Name, company, deal value, assigned owner, last activity date — all available as dynamic fields.

Is WhatsApp conversation history visible in HubSpot?

Yes — with reply sync enabled, all incoming WhatsApp messages appear as timeline activities on the contact record. Outgoing messages sent via HubSpot workflows are also logged. The complete WhatsApp history is visible in HubSpot without switching tools.

What happens if the contact is not on WhatsApp?

WA.Expert detects delivery failure and can trigger a fallback action in HubSpot — such as enrolling the contact in an email sequence or setting a task for manual follow-up. WhatsApp delivery status is passed back to HubSpot as a contact property.

Related Integrations

More WhatsApp integration guides

Ready to connect HubSpot to WhatsApp?

Set up bi-directional HubSpot + WhatsApp integration in under a day. Every lead gets a WhatsApp follow-up. Every reply syncs back to HubSpot.

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