How to Send WhatsApp Messages from HubSpot (2026): The Complete Integration Guide

Last updated: April 3, 2026 · 11 min read

HubSpot is one of the most popular CRMs in the world. WhatsApp is the most popular messaging app. Yet connecting the two has traditionally been a frustrating experience filled with workarounds, limited native features, and unreliable third-party hacks.

That changes when you use the official WhatsApp Business API through a platform like WhatsTeam. Instead of relying on browser extensions or unofficial connectors that violate WhatsApp's terms of service, you get a proper, scalable integration that syncs your HubSpot contacts, automates messages based on CRM events, and keeps your account safe.

In this guide, we'll walk through exactly how to set up the HubSpot-WhatsApp integration, what you can do with it, and how thousands of businesses are using it to close more deals.

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Why HubSpot Needs a WhatsApp Integration

HubSpot excels at organizing your contacts, tracking deals, and automating email sequences. But email open rates average around 20%, and response times are measured in hours or days.

WhatsApp flips those numbers. Messages see open rates above 95%, and most replies come within minutes. For sales teams relying on HubSpot to manage their pipeline, adding WhatsApp as a communication channel means:

• Faster lead response times — reach new leads on WhatsApp within seconds of form submission
• Higher engagement on deal updates — notify contacts when deals move stages
• Better support resolution — handle ticket updates through a channel customers actually check
• Stronger campaign performance — send promotional messages with conversion rates 3-5x higher than email

The challenge is that HubSpot's native WhatsApp support is limited. It requires a Business or Enterprise HubSpot plan, only works within the conversations inbox, and lacks features like bulk messaging, AI chatbots, and advanced automation triggers.

That's where a dedicated WhatsApp Business API platform bridges the gap.

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HubSpot Alone vs. HubSpot + WhatsTeam

Before diving into the setup, here's a clear comparison of what you get with HubSpot's native WhatsApp features versus what becomes possible when you add WhatsTeam.

The key difference: HubSpot's native integration treats WhatsApp as a secondary channel inside its existing inbox. WhatsTeam treats WhatsApp as a first-class platform with full API capabilities, then connects it back to your CRM data.

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How the Integration Works

The WhatsTeam-HubSpot integration connects your WhatsApp Business API account to your HubSpot CRM through a secure, bidirectional sync. Here's what happens under the hood:

1. Contact sync — HubSpot contacts with phone numbers are automatically available in WhatsTeam. New WhatsApp conversations create or update HubSpot contacts.
2. Activity logging — WhatsApp messages (both inbound and outbound) are logged as activities on the corresponding HubSpot contact record.
3. Workflow triggers — HubSpot workflow events (deal stage changes, form submissions, list membership) can trigger WhatsApp messages through WhatsTeam.
4. Property mapping — HubSpot contact properties map to WhatsTeam contact fields, enabling personalized message templates.

All of this runs through the official WhatsApp Business API, which means your messages are delivered reliably, your account stays compliant with WhatsApp's policies, and you can scale to thousands of conversations without risking a ban.

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Step-by-Step Setup Guide

Prerequisites

Before you start, make sure you have:

• A WhatsTeam account (Starter plan or above)
• A HubSpot account (any plan, including Free CRM)
• A verified WhatsApp Business API number connected to WhatsTeam
• Admin access to both platforms

If you haven't set up your WhatsApp Business API number yet, follow our WhatsApp API onboarding guide first.

Step 1: Connect HubSpot in WhatsTeam

1. Log in to your WhatsTeam dashboard
2. Navigate to Integrations in the left sidebar
3. Find HubSpot in the available integrations list
4. Click Connect and authorize WhatsTeam to access your HubSpot account
5. Select which HubSpot portal to connect (if you have multiple)
6. Choose your sync preferences: contacts, deals, or both

The OAuth connection takes about 30 seconds. Once authorized, WhatsTeam begins syncing your HubSpot contacts in the background.

For detailed integration setup instructions, see our HubSpot integration page.

Step 2: Configure Contact Sync

After connecting, configure how contacts flow between the two platforms:

• HubSpot to WhatsTeam — Choose which HubSpot lists or segments to sync. Only contacts with valid phone numbers in international format (e.g., +1234567890) will sync.
• WhatsTeam to HubSpot — Decide whether new WhatsApp conversations should create new HubSpot contacts or only update existing ones.
• Property mapping — Map HubSpot properties (first name, last name, company, deal stage) to WhatsTeam contact fields for use in message templates.

Tip: Clean your HubSpot phone number data before syncing. Numbers without country codes or with incorrect formatting will fail to sync. HubSpot's Operations Hub can help standardize phone number formats at scale.

Step 3: Set Up Message Templates

WhatsApp Business API requires pre-approved message templates for outbound conversations. In WhatsTeam:

1. Go to Campaigns > Templates
2. Create templates for your key use cases (lead follow-up, deal notifications, appointment reminders)
3. Use merge fields that map to your HubSpot properties: {{first_name}}, {{company}}, {{deal_name}}
4. Submit templates for WhatsApp approval (typically takes 1-24 hours)

Once approved, these templates are available for both manual sending and automated workflows.

Step 4: Build Automation Workflows

This is where the integration becomes truly powerful. You can trigger WhatsApp messages based on HubSpot CRM events:

Lead follow-up automation:

• Trigger: New contact created via form submission
• Action: Send WhatsApp welcome message with template
• Delay: If no reply in 24 hours, send follow-up

Deal stage notification:

• Trigger: Deal moves to "Proposal Sent" stage
• Action: Send WhatsApp message with proposal summary and link
• Trigger: Deal moves to "Closed Won"
• Action: Send WhatsApp onboarding message

Support ticket updates:

• Trigger: HubSpot ticket status changes
• Action: Send WhatsApp update to the associated contact

Abandoned cart recovery:

• Trigger: E-commerce cart abandoned (via HubSpot integration)
• Action: Send WhatsApp reminder with product details and checkout link
• Delay: Follow up with a limited-time offer if no purchase

Each of these workflows uses approved WhatsApp templates with dynamic fields populated from your HubSpot data.

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Real-World Use Cases

1. Lead Follow-Up in Under 60 Seconds

A B2B SaaS company integrated HubSpot forms with WhatsTeam to send an instant WhatsApp message when a prospect requests a demo. The message includes the sales rep's name and a link to book a call. Because WhatsApp messages are read almost immediately, prospects often reply within minutes — while they're still on the website.

2. Deal Stage Notifications for Sales Teams

A real estate agency uses the integration to notify buyers when their deal moves through stages. When a property enters the inspection phase, the buyer gets a WhatsApp message with the inspection schedule, documents to prepare, and a direct line to their agent. No more chasing clients through email threads.

3. E-Commerce Abandoned Cart Recovery

An online retailer connected their Shopify store to HubSpot and then to WhatsTeam. When a customer abandons their cart, a WhatsApp message goes out within 30 minutes with the product image, a one-tap checkout link, and a personalized discount code. Recovery rates through WhatsApp consistently outperform email-based abandoned cart flows.

4. Post-Sale Onboarding Sequences

A subscription service sends a series of WhatsApp messages over the first 7 days after purchase: welcome message, setup guide, video tutorial link, and a check-in asking if they need help. The AI chatbot handles common questions automatically, only routing complex issues to a human agent through the Team Inbox.

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Best Practices for HubSpot + WhatsApp

Keep Your Contact Data Clean

The integration is only as good as your data. Ensure HubSpot phone numbers include country codes, remove duplicates, and segment contacts who have opted in to WhatsApp communication. Do not send WhatsApp messages to contacts who haven't consented — this violates WhatsApp's policies and can get your number flagged.

Use Templates Strategically

WhatsApp message templates are not email newsletters. Keep them short, conversational, and action-oriented. The best-performing templates are under 100 words, include one clear call to action, and feel like a message from a person — not a marketing blast.

Respect the 24-Hour Window

WhatsApp Business API has a 24-hour messaging window. After a customer messages you, you can reply freely for 24 hours. Outside that window, you must use an approved template. Plan your automation workflows around this rule to avoid failed message deliveries.

Measure and Optimize

Use WhatsTeam's analytics dashboard to track delivery rates, read rates, response rates, and conversion metrics for each template and workflow. Compare these against your email and SMS benchmarks. Most businesses find WhatsApp outperforms both channels significantly, but specific templates and send times matter.

Use our ROI calculator to project the revenue impact of adding WhatsApp to your HubSpot workflows.

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Frequently Asked Questions

Do I need a paid HubSpot plan to use the WhatsApp integration?

No. The WhatsTeam integration works with any HubSpot plan, including the free CRM. HubSpot's own native WhatsApp feature requires a Business or Enterprise subscription, but since WhatsTeam connects via the HubSpot API, you can use it with any tier. You will need a WhatsTeam plan starting at $29/month.

Is this integration compliant with WhatsApp's policies?

Yes. WhatsTeam uses the official WhatsApp Business API (also known as the WhatsApp Cloud API), which is Meta's approved channel for business messaging. All messages go through Meta's infrastructure. There are no unofficial connectors, browser extensions, or web scraping involved.

Can I send bulk WhatsApp messages to my HubSpot contacts?

Yes, through WhatsTeam's Campaigns feature. You can select a HubSpot list or segment, choose an approved message template, and send to all contacts in that list. Messages are sent through the WhatsApp Business API with proper rate limiting to maintain delivery quality. Note that each recipient must have opted in to receive WhatsApp messages from your business.

How does two-way sync work between HubSpot and WhatsTeam?

When a contact is created or updated in HubSpot, the changes sync to WhatsTeam automatically. When a new WhatsApp conversation starts with someone not in your CRM, WhatsTeam can create a new HubSpot contact with their phone number and any information collected during the conversation. Message history is logged as activities on the HubSpot contact timeline.

Can I use WhatsApp AI chatbots with HubSpot data?

Yes. WhatsTeam's AI chatbots can access HubSpot contact properties and deal information to provide personalized responses. For example, if a customer asks about their order status, the chatbot can look up their HubSpot deal record and provide a real-time update — without any human intervention.

What happens if a contact's phone number changes in HubSpot?

The integration syncs based on the contact record ID, not the phone number alone. If you update a phone number in HubSpot, the change propagates to WhatsTeam on the next sync cycle. The previous WhatsApp conversation history remains associated with the contact record.

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Getting Started

Setting up the HubSpot-WhatsApp integration takes about 15 minutes. Here's the fastest path:

1. Sign up for WhatsTeam if you don't have an account yet
2. Connect your WhatsApp Business API number
3. Navigate to Integrations and connect HubSpot
4. Sync your contacts and create your first message template
5. Build your first automation workflow

If you're already using HubSpot for your sales pipeline, adding WhatsApp as a channel is one of the highest-impact changes you can make. The combination of HubSpot's CRM intelligence and WhatsApp's engagement rates creates a communication system that email alone cannot match.

Thousands of businesses are already using WhatsTeam to bridge HubSpot and WhatsApp. Start your free trial and see the difference in your first week.

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Ready to connect HubSpot and WhatsApp? View our pricing plans or create your account to get started today.