Too Long? Read This First ● Choose a canvas for your template. A 1200 × 700 wide design follows the 12:7 example in Meta’s guide. 1125 × 600 is an older convention, not a universal requirement. ● Export a supported image. Use JPEG or PNG below 5 MB. WebP sticker support does not make WebP an image-header format. ● Check the message on a phone. Keep the main offer readable, place useful details in the body, and send a test from AiSensy before broadcasting. |
Say a customer fills out your enquiry form and asks you to share the product details on WhatsApp.
Their contact is already in HubSpot, so your salesperson opens WhatsApp, sends the brochure, and makes a note to follow up tomorrow.
That works when you have a handful of enquiries.
As more customers come in, your team has to remember who needs a brochure, who has booked a demo, and whose follow-up is still pending. Wouldn’t it help if the relevant action in HubSpot could start that WhatsApp message for you?
With HubSpot WhatsApp integration, you can connect WhatsApp to HubSpot’s inbox on an eligible plan.
You can also use Integrately to trigger approved WhatsApp messages through AiSensy when a HubSpot event occurs.
In the AiSensy setup, replies are handled separately and don’t automatically appear in HubSpot’s inbox.
Let’s walk through both options, compare the costs, and see how to connect AiSensy with HubSpot for the follow-ups your sales team handles every day.
What is HubSpot WhatsApp integration?
HubSpot WhatsApp integration connects your CRM activity with WhatsApp messaging.
Depending on the connection, it can bring chats into a shared inbox, send a template when a contact meets your criteria, or help your team follow up when a deal progresses.
Say you run a training business. Someone asks about a course through your website and becomes a HubSpot contact.
You want to acknowledge their enquiry, let a counsellor continue the conversation, and send a reminder if they book a consultation.
Those are related tasks, but a connector that sends the first message may not also sync the reply, assign the counsellor, and update the deal. Decide which parts you need before choosing your setup.
Our WhatsApp CRM guide explains the wider CRM use case; this guide focuses on the HubSpot connection.
Which HubSpot WhatsApp integration option should you choose?
| Setup option | Where the team works | What to check before choosing |
|---|---|---|
| HubSpot native WhatsApp channel | HubSpot conversations inbox | Requires Marketing Hub or Service Hub Professional/Enterprise. Check number eligibility, templates and message allowance. |
| HubSpot native channel with coexistence | HubSpot and the WhatsApp Business App | Lets an eligible Business App number keep working in the app. Follow HubSpot’s coexistence onboarding and check history limitations. |
| HubSpot → Integrately → AiSensy | HubSpot supplies the trigger; AiSensy handles the WhatsApp send | Configure the LIVE API campaign and mapping. This connector’s send action does not provide inbound chat sync to HubSpot. |
| A specialist connector or custom integration | Depends on the product or build | Evaluate inbox access, inbound events, CRM updates, maintenance and pricing individually. |
HubSpot’s native connection guide lists Marketing Hub or Service Hub Professional/Enterprise as eligible.
Having Sales Hub alone does not establish eligibility for that native channel.
If your team already uses AiSensy and wants a HubSpot event to send a WhatsApp message, start with the AiSensy–HubSpot connector in Integrately.
Its listed AiSensy capability is Send Template Message, with no AiSensy triggers. Build your reply-handling plan around that limit.
What do you need before connecting WhatsApp to HubSpot?
Start with the audience and the message.
A contact appearing in your CRM is not proof that they agreed to receive your WhatsApp follow-ups.
Store verifiable permission for the messages you intend to send and respect opt-outs.
HubSpot explains its subscription controls in its WhatsApp consent guide.
Next, check these practical details:
- The number: identify whether it is a personal WhatsApp number, a WhatsApp Business App number, or an existing API number. The migration and coexistence requirements differ.
- The access: arrange the required HubSpot permissions and Meta business access for the native route. For AiSensy, confirm API campaign access in your account and keep API credentials private.
- The recipient: choose one reliable phone property, including the country code. Decide what happens when a number is missing or belongs to more than one record.
- The message: use the appropriate approved template for a business-initiated send. In HubSpot’s native channel, free-form replies are available within the 24-hour customer service window after the customer’s last message; outside it, use an approved template.
If the number already runs through another provider, plan the change before disconnecting anything.
An outbound Integrately automation does not make the same number simultaneously available through both AiSensy and HubSpot’s native channel.
How to connect WhatsApp to HubSpot using the native channel
For a team that wants conversations inside HubSpot, use the documented native setup:
- Open Settings → WhatsApp in HubSpot.
- Select Connect a WhatsApp phone number, then Continue with WhatsApp.
- Complete Meta’s connection flow for your business portfolio, WhatsApp Business Account and phone number.
- Review permissions and finish the connection.
- Select Connect to Inbox, choose the inbox and save.
The standard connection brings in new messages rather than historical chats.
It also changes how you use the connected number, so read the number requirements before moving an existing app number.
Can you keep using the WhatsApp Business App?
Yes, HubSpot now documents a coexistence setup. An eligible number can work in both the Business App and HubSpot, with messages syncing between them.
You need HubSpot Super Admin access, the relevant Meta access and a number registered in the WhatsApp Business App. Start from the WhatsApp connection flow, enter the number and complete the Business App QR-code confirmation.
HubSpot can import up to 180 days of chat history through this route, but historical media is not backfilled. If you connect to help desk, backfilled conversations create new tickets. Check that impact with your support team before importing a busy number.
How do you automate a native HubSpot WhatsApp message?
Use an approved template synced from the connected WhatsApp Business Account.
In CRM → Message Templates → WhatsApp, prepare and publish the message for automation.
Then open Automation → Workflows, set your enrollment criteria, and add Communications → Send WhatsApp Message.
Choose the target contact, published message, and sending number, save and review the workflow before turning it on.
HubSpot’s template and workflow guide supports contact and company personalization tokens. It does not support deal, ticket, or custom-object tokens in these messages.
If your reminder depends on a deal-specific value, resolve how you will make that value available before building the message.
Step 1: Create a LIVE API campaign in AiSensy
In AiSensy, open Campaigns → Launch Campaign → API Campaign. Give the campaign a clear name, choose your approved template, and set the campaign LIVE.
For a course enquiry, your name might be hubspot_course_enquiry.
Keep the campaign name handy: the automation must refer to the exact campaign you created.
The current API campaign guide places key generation under Developer → Generate API Campaign key.
AiSensy’s older Integrately walkthrough shows Manage → API Key.
Follow the Developer path first and check your account’s interface if the labels differ.
Paste credentials only into the connection’s authentication field.
Step 2: Choose the HubSpot trigger in Integrately
Select HubSpot and AiSensy in Integrately. Choose a HubSpot trigger such as Contact created, Contact created in a list, or Deal stage changed, and use AiSensy’s Send Template Message action.
Choose the trigger around the intended audience.
If you only want course enquiries, triggering on every new contact could also include suppliers or unrelated leads.
Use an appropriate source list, or filtering rule, with the required plan features.
Connect HubSpot through Integrately’s connection prompt, then add the AiSensy connection using your API key.
Bring in a test record that resembles a real eligible lead.
Step 3: Map the recipient and template values
Connect the fields deliberately.
The person receiving the message should be the contact you intended to follow up with, and each template variable should receive the right value.
| AiSensy field | Value to map from your workflow | What to check |
|---|---|---|
| Campaign name | Exact LIVE API campaign name | Do not use the HubSpot deal name or a display label from another campaign. |
| Recipient phone | Selected contact’s phone, with country code | Normalize the value; avoid adding the country code twice. |
| User name | Contact’s name | Add a sensible fallback if your template needs a name. |
| Template parameters | Values in the approved template’s variable order | The count and order must match the template. |
| Optional tags or attributes | Relevant source or campaign details | Create these in AiSensy first if you want them recorded. |
AiSensy’s API reference explains the campaign, recipient, and parameter requirements.
For a deal-based trigger, you may need an additional HubSpot contact lookup: a deal ID is not a phone number.
If several contacts are associated with the deal, define which one should receive the message.
Step 4: Test the received message before activating
Run the automation with a permitted test contact.
Check the recipient, delivered message, variable values, and destination of any button or link.
A successful API request alone does not establish that the message was delivered or that the customer replied.
Now test the awkward cases: no phone number, no permission, a missing variable, and the same trigger occurring twice.
Decide whether the workflow should skip the record, request a correction, or alert the owner.
When those checks pass, use Integrately’s Test & Activate flow.
Review automation logs and the message result in AiSensy after the first real sends.
Timing depends on the trigger and your automation plan; do not assume every send is instant.
Step 5: Decide who handles replies
This step matters as much as the initial message.
The listed Integrately AiSensy action sends a template; it does not supply an inbound AiSensy trigger that syncs customer replies into HubSpot.
Assign someone to monitor and respond in AiSensy.
If HubSpot also needs a reply flag, deal update, or conversation record, configure and verify a separate supported integration or custom process.
Until that exists, the owner can record the outcome in HubSpot manually.
What does HubSpot WhatsApp integration cost?
There is no single price for every HubSpot WhatsApp integration.
Your budget depends on whether you use HubSpot’s native messaging allowance or run messages through AiSensy and a separate automation platform.
Native HubSpot costs
Budget for an eligible Marketing Hub or Service Hub subscription, any applicable onboarding, seats, or contact tiers, and your WhatsApp allowance.
Published starting prices are US$100/month per seat for Service Hub Professional and US$890/month, including three Core Seats, for Marketing Hub Professional.
The catalog lists US$3,000 required onboarding for Marketing Hub Professional; your existing subscription or contract may change the comparison.
HubSpot’s product catalog describes an included allowance of 1,000 WhatsApp messages and a US$70/month limit increase for another 1,000 messages.
Additional packs are available; unused messages do not roll over.
Confirm the applicable subscription and billing terms for your account rather than treating the pack price as the entire integration cost.
AiSensy and Integrately costs
For the AiSensy route, check three separate components:
| Cost component | What to budget for |
|---|---|
| AiSensy account and API access | Your applicable plan and enabled API campaign features. Check the current account offering. |
| WhatsApp messages through AiSensy | WCC for message charges. AiSensy currently lists Indian marketing messages at ₹1.09 each; recipient country and category affect the applicable rate. |
| Integrately automation | Subscription and task consumption for your trigger, lookups, filters and actions. Choose a plan that supports the logic you need. |
AiSensy’s pricing page publishes the provider rates.
Meta’s platform pricing guide explains its delivered-message charging model.
Use your provider’s current billable rate when estimating spend; a published AiSensy rate is not a universal rate for every provider or country.
On Integrately’s annual-billing pricing, Starter lists US$19.99/month for 2,000 tasks and Professional US$39/month for 10,000 tasks.
Starter does not include filters; Professional does. Taxes are extra, and monthly-billing prices may differ.
Successful actions, searches, and conditions can each consume tasks, so one lead does not necessarily equal one task.
A simple cost example
Suppose you send one marketing message to 500 Indian recipients and all 500 are delivered.
At AiSensy’s published ₹1.09 rate, the message component is 500 × ₹1.09 = ₹545. This excludes your account plan and any other applicable charges.
For automation planning, suppose each successful run uses one filter, one contact lookup, and one send action.
500 × 3 = 1,500 tasks in this illustrative workflow.
More actions or data modifications may increase usage.
Keep the INR message component and USD automation subscription separate when comparing options.
Your actual audience, message category, delivery results, and chosen workflow determine the bill.
Sales workflows you can build with HubSpot and WhatsApp
Start with one event that already matters to your sales team. A useful follow-up gives the contact information they asked for and makes the next step easy.
Acknowledge a new enquiry
For the training business, enroll opted-in course enquiries from a specific HubSpot list.
Send an approved template that acknowledges the enquiry and tells the person how to speak with a counsellor.
An illustrative draft might read:
“Hi {{1}}, thanks for enquiring about {{2}}. Would you like to discuss the course and upcoming batch? Reply here and our team will help.”
Adapt it to your approved template and actual offer. Do not treat this example as pre-approved by Meta.
Remind a contact about a booked demo
Use a confirmed meeting event to prepare a reminder with the correct time and joining details.
Check the timezone and suppress reminders if the meeting is cancelled or rescheduled.
If the reminder is delayed, recheck the current meeting details before sending.
The original booking payload may no longer describe the meeting the customer will attend.
Follow up when a deal reaches a defined stage
A deal moving to “Proposal sent” can be a useful event for a relevant follow-up.
Look up the intended contact and send the approved message for that stage.
Keep the enrollment rule narrow.
Editing an unrelated property should not resend the same proposal message.
Store a sent status or event identifier through a supported action, and check it before another send.
Give the salesperson a clear next action
An automated message starts the conversation; the owner still needs to respond.
Agree where replies are monitored, who takes over, and how the outcome reaches HubSpot.
For a later reminder, stop or suppress the send when the contact opts out, the meeting is cancelled, or the deal closes.
If your plan also depends on detecting a reply, verify the inbound connection first.
The basic Integrately send action does not supply that signal by itself.
See how AiSensy supports the wider process in WhatsApp for sales.
What should you check when the automation fails?
| Cost component | What to budget for |
|---|---|
| AiSensy account and API access | Your applicable plan and enabled API campaign features. Check the current account offering. |
| WhatsApp messages through AiSensy | WCC for message charges. AiSensy currently lists Indian marketing messages at ₹1.09 each; recipient country and category affect the applicable rate. |
| Integrately automation | Subscription and task consumption for your trigger, lookups, filters and actions. Choose a plan that supports the logic you need. |
Fix the smallest workflow first.
Once one eligible contact receives the intended message and the owner can handle the reply, expand the audience gradually, and review the results.
Frequently asked questions
For a wide single-image template, 1200 × 700 pixels is a practical starting design matching Meta’s 12:7 example. Export JPEG or PNG below 5 MB and test the received preview. It is a design recommendation, not a compulsory API resolution.
No. It is a commonly used recommendation from older provider guides. Its actual aspect ratio is 1.875:1. Use it if it suits your campaign preview, while meeting the format, file-size and template requirements.
The standard Cloud API image limit is 5 MB for JPEG and PNG. Keep your export below that ceiling and check whether your provider applies a stricter upload limit.
There is no single file-size limit for the whole template. Its media type matters: images have a 5 MB API limit, videos 16 MB and documents 100 MB. AiSensy’s template guide separately lists a 1,024-character body-format limit for the standard templates it describes.
AiSensy’s media guide describes 1:1 square images as well as 16:9 images. Use a supported file, then check the actual template preview and a received test before sending.
JPEG/JPG and PNG are the image formats to use. WebP support in the standard Cloud API media table is for stickers, with separate limits. Convert a WebP promotional graphic to JPEG or PNG for an image header.
The WhatsApp app’s 2 GB file-sharing feature does not extend to standard API campaign media. Use the API limit for the selected media type, such as 100 MB for a supported document, plus any provider restriction.
No single canvas should be treated as that guarantee. Choose a suitable layout, keep important content away from the edges and test the actual template message on the phones available to you.