HubSpot WhatsApp Integration: Setup, Costs & Workflows

Too Long? Read This First ● Connect HubSpot to AiSensy through Integrately. Use a relevant HubSpot event to trigger an approved WhatsApp template from a LIVE AiSensy API campaign. ● Build follow-ups around your sales process. Start with an opted-in enquiry, a confirmed demo or a defined deal-stage change, then map the contact and template values. ● Test the message and plan the handoff. Budget for AiSensy, WhatsApp message charges and Integrately tasks. Handle replies in AiSensy; syncing them to HubSpot needs a separate setup.

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 a HubSpot WhatsApp integration through AiSensy and Integrately, a relevant CRM event can start an approved WhatsApp message for you. Your team can then continue the conversation with the customer in AiSensy. 

Let’s see how to connect AiSensy with HubSpot, what to budget for, and which follow-ups you can build for your sales team. 

What is HubSpot WhatsApp integration?

HubSpot WhatsApp integration connects your CRM activity with WhatsApp messaging.

With the HubSpot → Integrately → AiSensy setup, a selected CRM event triggers an approved WhatsApp template through your AiSensy API campaign. 

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.

How does the HubSpot AiSensy integration work?

Say an opted-in lead joins your course enquiry list in HubSpot. Integrately picks up that event, passes the contact’s details to the selected AiSensy API campaign, and triggers your approved acknowledgement message. 

Our WhatsApp CRM guide explains the wider CRM use case; this guide focuses on the HubSpot connection.

What do you need to connect WhatsApp to HubSpot with AiSensy? 

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.

Next, check these practical details:

• The accounts: have access to HubSpot and Integrately, plus an AiSensy account with WhatsApp API and API campaign access.
• The campaign: prepare a Meta-approved WhatsApp template and a LIVE API campaign in AiSensy.
• The recipient: choose a reliable HubSpot phone field and include the country code. Define what happens if the phone number is missing.
• The audience: choose the enquiry list or event that identifies the contacts who should receive this message.
• The balance: keep sufficient WCC in AiSensy and check that your Integrately plan supports the filters or lookups you need.

If the number already runs through another provider, plan the change before disconnecting anything.

Keep a test contact ready so you can check the complete message before activating the automation.

Why use AiSensy for HubSpot WhatsApp automation?

Think about the course enquiry we started with. Your counsellor sends the same introduction several times a day, changing the name and course each time. Connecting HubSpot to AiSensy lets you prepare that first message once and use the enquiry details when the right event occurs.

Send the first follow-up without copying each number

Choose a relevant HubSpot trigger in Integrately and connect it to your AiSensy API campaign. An opted-in enquiry can receive your approved message while the salesperson gets on with helping customers who have replied.

Make the message relevant to the enquiry

Map the contact’s name, course or appointment details to the variables in your approved template. A customer asking about a weekend batch should receive the details of that batch. Check the source fields and add a fallback wherever your message needs one. 

Continue the conversation in AiSensy

Decide who will pick up replies in AiSensy before activating the automation. Your team can answer the customer’s questions there and record the next action in HubSpot, so the salesperson knows what to do after the initial message. 

Build around the sales events you already track

A new enquiry, a confirmed meeting and a deal-stage change can each need a different follow-up. Build a separate rule and approved message for each use case, then test one workflow before adding the next. 

How to integrate AiSensy with HubSpot using Integrately

For this setup, AiSensy connects to HubSpot through Integrately. HubSpot supplies the event, Integrately passes the selected fields, and AiSensy sends the approved WhatsApp template through a LIVE API campaign.

Open the AiSensy–HubSpot connector in Integrately and keep your AiSensy account ready. Here’s how to put the first follow-up together. 

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.

In the current AiSensy dashboard, open Developer → API Campaign Key. Use the key from your account when adding AiSensy in Integrately. 

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’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 with AiSensy cost?

Budget for your AiSensy account, WhatsApp message charges and Integrately automation usage. Keep your existing HubSpot subscription in the budget too, and check that your selected trigger and workflow features are available in your accounts. 

For the AiSensy route, check three separate components:

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 AiSensy

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?

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.

Start with the follow-up your team sends every day

Go back to that customer asking for course details. Choose the HubSpot event that identifies the enquiry, prepare the approved message in AiSensy, and connect the two through Integrately.

Once your test contact receives the right message and your team can handle the reply, you have a workflow you can build on. Add the next use case around what your customers actually need to hear.

Explore AiSensy’s Integrately connection to get started, or check the AiSensy plans and message rates for your audience. 

Frequently asked questions