Create HubSpot Contacts from WhatsApp Leads
This recipe makes sure every lead who talks to you in chat ends up in HubSpot, with their details and a note of what they asked about. Part of connecting HubSpot to WhatsApp and AI chat.
What happens today
Leads arrive on WhatsApp and Instagram, and the person replying means to add them to HubSpot later. Some get added, some get added twice, and some stay in a phone. When marketing reports on lead sources, chat barely shows up, even though it brought in a good share of the conversations.
The flow that works
- AeroChat answers the lead’s question first.
- It asks for their name and email, if it does not have them.
- It searches HubSpot by email and phone, so a returning lead updates the existing contact.
- It creates or updates the contact, with the channel as the lead source.
- It adds a note with a short summary of the conversation.
The recipe
Copy this into AeroChat
When someone asks about our products or services, answer their question first from our knowledge base. Then follow these steps.
- If we do not have their name and email, ask: “Can I take your name and email so our team can follow up?”
- Search HubSpot for a contact with that email, then with their phone number.
- If a contact exists, update their phone number if it is missing. If not, create a contact with their first name, last name, email, phone number and the channel they used.
- Set the lead status to New and the original source to chat (example values).
- Add a note to the contact with a two-line summary of what they asked about and anything they said about budget or timing.
- If they ask to speak to someone, hand the conversation to the contact owner in HubSpot, or to our sales team if there is no owner.
Do not ask for their email more than once. If they do not want to share it, carry on helping and create the contact with their phone number. Reply in the customer’s language.
Change the lead status and source values to the ones your HubSpot account uses before you paste it.
What to connect
- HubSpot. A super admin creates a private app for AeroChat with read and write access to contacts and notes, and copies its access token. Paste it in when AeroChat asks.
- Your knowledge base. Upload your product or service details to AeroChat so it can answer before it asks for details.
After you paste the recipe, AeroChat builds the workflow as a draft and shows a checklist: connect HubSpot, add your knowledge base if the recipe uses one, then switch it on. If it built the connection from HubSpot’s public documentation, the checklist asks you to check it once against the current docs.
Using a different system? If it has a public API, it connects to AeroChat the same way: describe what you want, paste in its key, and it runs.
Can’t find your tool? Message us in the chat on this page and we’ll tell you how it connects.
What you still decide
- Which properties AeroChat fills, and the values it uses.
- When it asks for details: right away, or after answering.
- Who gets the handover.
The result to expect
Every chat lead is in HubSpot with a source and a note, without anyone typing it. Your follow-up sequences and reports include chat leads, and duplicates stop piling up.
Measure it with your own numbers: contacts created from chat, and chat-sourced deals, for a month before and after.
Next: qualify leads and create deals.
Send your first chat lead to HubSpot
Paste the recipe, add your HubSpot token, and leave your own details in the chat.
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On Shopify? Install AeroChat from the Shopify App Store.