HubSpot WhatsApp Integration Made Easy: A 5-Step Guide

Keeping WhatsApp conversations outside your CRM slows response times, scatters valuable customer data and makes it harder to personalize interactions. Without HubSpot WhatsApp integration, your team is stuck jumping between platforms, losing context, and missing chances to engage customers properly.

Connecting WhatsApp to HubSpot fixes this by keeping everything in one place. But not all integrations are equal. Below, we’ll break down what HubSpot WhatsApp integration actually means, the options available and why respond.io is the best way to do it

What is HubSpot WhatsApp Integration?

HubSpot’s native WhatsApp integration syncs your WhatsApp conversations directly into HubSpot, ensuring every customer interaction becomes actionable data.

Instead of scattered chats, messages, conversation histories and customer profiles are all logged in one place. This makes it easier for teams to respond faster, track engagement and personalize interactions.

With WhatsApp inside HubSpot, teams can do more than just chat. They can nurture leads, manage customer relationships and create personalized experiences at scale without switching between platforms.

Types of HubSpot WhatsApp Integration

Businesses looking to integrate WhatsApp with HubSpot usually take one of two approaches: HubSpot’s native integration or third-party customer messaging software like respond.io.

#1 Using HubSpot’s Native WhatsApp Integration

HubSpot offers a built-in WhatsApp integration for Professional and Enterprise plans. This lets businesses link their WhatsApp Business accounts directly to the HubSpot inbox, making it easier to manage conversations inside the CRM.

The biggest advantage of this HubSpot WhatsApp integration is convenience. Messages appear inside HubSpot, so teams don’t have to switch between platforms.

That said, note that HubSpot isn’t a WhatsApp Business Solution Provider (BSP), meaning businesses still need to get WhatsApp Business API access through an official provider and complete Meta Business verification before connecting WhatsApp to HubSpot.

#2 With Third-Party Customer Messaging Software

Alternatively, many businesses choose third-party messaging software like respond.io instead of relying on HubSpot’s built-in integration.

Rather than just pulling WhatsApp chats into HubSpot, respond.io gives teams full control over conversations with advanced automation, deep analytics and multi-agent collaboration. It also supports other messaging channels like Telegram, Instagram, TikTok and even WhatsApp voice calls.

Instead of being locked into HubSpot’s inbox, businesses can manage WhatsApp alongside other messaging channels, automate conversations, route messages intelligently and scale customer engagement—all from one place.

Benefits of HubSpot WhatsApp Integration

But how exactly does integrating WhatsApp with HubSpot help your team drive more conversions and improve customer relationships?

WhatsApp HubSpot Integration Benefit 1: Improve Team Collaboration and Productivity

When multiple team members handle WhatsApp conversations, things can get messy. While HubSpot’s native integration centralizes messages, managing a high volume of chats efficiently requires more advanced collaboration tools.

Certain integrations allow businesses to organize WhatsApp interactions more effectively—whether through shared inboxes, automated chat assignments, or performance tracking—helping teams work together better.

WhatsApp HubSpot Integration Benefit 2: Use Automation to Save Time

You know what doesn’t scale well? Manually responding to each and every single WhatsApp message. Automation is your secret ally here and with the right setup you can:

• Send instant replies based on triggers (like a customer filling out a form).

• Qualify leads automatically without human intervention.

• Save your team from drowning in messages.

WhatsApp HubSpot Integration Benefit 3: Rich Analytics to Optimize Messaging Strategies

A good WhatsApp integration doesn’t just bring messages into HubSpot. It helps you track response times, measure agent performance and analyze conversation trends to improve customer engagement.

HubSpot’s built-in integration logs WhatsApp messages, but some integrations take it further with deeper analytics, advanced reporting and insights that actually help you refine your messaging strategy. The right setup gives you more than just message history. It helps you see what’s working, what’s not and where you can improve.

Limitations of Native HubSpot WhatsApp Integration

Now while HubSpot’s native WhatsApp integration is a step in the right direction, it comes with serious limitations.

Native HubSpot WhatsApp Integration Limitation #1: Basic Messaging and Automation

HubSpot’s official integration supports basic messaging but lacks in-depth automation. You can trigger simple automated WhatsApp messages through HubSpot workflows, but the automation isn't flexible enough for more complex conversational flows.

Multi-step chatbot-like interactions, such as handling FAQs with an AI Agent, aren't natively supported. This means you can't easily set up rich, automated conversations using HubSpot alone.

Native HubSpot WhatsApp Integration Limitation #2: Managing Multiple Agents in HubSpot is a Pain

Using WhatsApp with a team gets tricky with the native integration. Once a WhatsApp number connects to HubSpot, you lose access to WhatsApp’s native mobile and web apps, as all messages only appear within HubSpot.

This means your entire team must work exclusively from HubSpot’s inbox interface, which isn't specialized for high-volume messaging. There's no built-in sophisticated agent routing or in-depth performance tracking, creating friction as your team tries to scale.

Native HubSpot WhatsApp Integration Limitation #3: No Extensive Omnichannel Support

HubSpot is, first and foremost, a CRM—not a dedicated messaging software. Its WhatsApp integration is limited solely to WhatsApp. If your customers message your business on other channels, these conversations won't appear in HubSpot.

This siloed approach might suffice if WhatsApp is your only messaging channel. However, for businesses juggling multiple messaging platforms, HubSpot’s native solution won't unify your communications effectively.

How to Integrate HubSpot with WhatsApp with Respond.io

We've covered native HubSpot WhatsApp integration's limitations and how third-party solutions like respond.io offer more flexibility.

Now, let's go step by step on how to set up WhatsApp with HubSpot the right way—using respond.io.

Step 1: Get WhatsApp API

To start, you'll need access to the WhatsApp Business API. Unlike the standard WhatsApp Business App, the API provides advanced features suitable for medium to large businesses.

You can obtain access through a WhatsApp Business Solution Provider (BSP) like respond.io.

Step 2: Set Up Your Respond.io Account

Once you have your WhatsApp Business API credentials, create an account on respond.io. This platform will serve as the bridge between WhatsApp and HubSpot.

After signing up, you'll access the dashboard where you can manage integrations and messaging channels.

Step 3: Connect WhatsApp Business API with Respond.io

Once done, open Settings, go to Channels and click "Add Channel."

Choose WhatsApp Business API and enter your credentials.

Once done, WhatsApp messages will appear inside respond.io.

Step 4: Integrate Respond.io with HubSpot

With WhatsApp in respond.io, the next step is linking it to HubSpot. Go to Settings, select Integrations and choose HubSpot.

Click "Connect HubSpot".

Then, enter your login credentials when prompted.

Once connected, WhatsApp conversations will sync with HubSpot, letting you manage customer interactions within respond.io.

Step 5: Verify Contact Sync Between HubSpot and Respond.io

After integrating HubSpot with WhatsApp in respond.io, HubSpot contact properties should appear in both the Inbox and Contacts modules.

Check a few WhatsApp conversations to confirm that contact details sync correctly. A quick check now prevents issues later.

Take Your HubSpot WhatsApp Integration to the Next Level with Respond.io

Now that you’ve connected WhatsApp to HubSpot with respond.io, it’s time to make the most of it. This integration doesn’t just bring WhatsApp into HubSpot. It entirely transforms how your business handles customer conversations.

Here’s what respond.io adds on top of your HubSpot WhatsApp integration setup:

• Advanced automation that features an intuitive, no-code builder that goes beyond simple workflows.

• Omnichannel messaging keeps WhatsApp, email, Messenger, Telegram and other popular messaging channels under one roof.

• Comprehensive reporting and analytics that provide insights into response times, customer interactions and overall team performance.

• WhatsApp call support so teams can handle voice communication within the platform, giving customers another way to connect.

• A shared inbox for multiple users that keeps all WhatsApp conversations in one place, enabling smooth collaboration across departments.

• A lifecycle feature to follow leads and customers through every stage, from first contact to conversion.

By now, you’ve seen it all: why the HubSpot WhatsApp integration matters, what HubSpot offers and how respond.io takes it to the next level. If you’re ready for smarter messaging, deeper insights and a setup that just works, respond.io has you covered!

Frequently Asked Questions (FAQs)

Can I track WhatsApp conversations and performance in HubSpot?

Yes! When you integrate WhatsApp with HubSpot through your preferred HubSpot WhatsApp Integration method, all customer conversations are logged directly within the CRM. You can track messages, monitor response times and analyze engagement metrics.

However, HubSpot’s native integration has limitations in automation and analytics, platforms like respond.io offer more advanced tracking and reporting features.

How do I stay compliant when messaging customers on WhatsApp?

Businesses must use the WhatsApp Business API, obtain customer consent and follow WhatsApp’s messaging policies.

Staying compliant means using approved message templates, avoiding spam-like behavior and providing opt-in and opt-out options.

How much does it cost to integrate WhatsApp API with HubSpot?

When it comes to HubSpot WhatsApp integrations, costs vary based on the WhatsApp API provider, your HubSpot plan and WhatsApp’s per-conversation pricing.

Only Professional and Enterprise HubSpot plans support the integration and automation features may require additional tools.

How can I get started with Respond.io?

Sign up for respond.io, connect your WhatsApp Business API and link it to HubSpot. Once set up, you can sync messages, automate responses and manage conversations from a shared inbox.

Further Reading

If you enjoyed our HubSpot WhatsApp integration article, you should check out the following:

• WhatsApp CRM Integration in 3 Steps: Your Ultimate Guide

• WhatsApp Sales: How to Sell on WhatsApp [Nov 2023]

• How to Get WhatsApp API: A Guide to WhatsApp API Integration [Mar 2024]