CRM integration
Integrate WhatsApp with HubSpot
HubSpot is a CRM and marketing automation platform that centralizes contacts, deals and the whole relationship history in one place. Its Workflows module lets you create visual automations that react to funnel events: when a contact enters a certain lifecycle stage, when a deal advances a step or when a property changes value. It is where marketing and sales teams orchestrate lead nurturing, follow-ups and handoffs without writing code.
Why connect
HubSpot is great for organizing the funnel, but email has a low open rate and slow replies. Connecting ZapZap API brings WhatsApp into Workflows: as soon as a lead enters the "Qualified lead" stage or a deal moves to "Meeting scheduled", HubSpot automatically sends a message to the contact's WhatsApp. You stop depending on the salesperson remembering to send the "hi" and start triggering the conversation on the channel where the reply arrives in minutes. Since ZapZap uses managed instances with community warm-up and anti-ban, the volume of automated sending goes out with a lower risk of the number being restricted.
Step by step
- 1
Activate a number on ZapZap API
Create the instance in the ZapZap dashboard, connect WhatsApp by reading the QR code and copy that instance's x-api-key and x-api-secret. HubSpot will use them to authenticate each send. The number costs R$15 per month, prepaid, with a welcome credit when you create the account, subject to the current campaign.
- 2
Create the Workflow in HubSpot
In the top menu go to Automations > Workflows and click Create workflow > From scratch. Choose the Contact-based type (for contact triggers) or Deal-based (for deal triggers), depending on the event that should fire WhatsApp.
- 3
Define the enrollment trigger
In Set enrollment triggers, choose the event condition. Real examples: 'Lifecycle stage is any of Lead', 'Deal stage is Meeting scheduled' or 'Contact property [Phone] is known'. Make sure the contact has a mobile number filled in a property, since it goes in the request body.
- 4
Add the Send a webhook action
Click the + to add an action and select Send a webhook. Set the Method to POST and the destination URL. Since ZapZap requires the x-api-key and x-api-secret headers, point to an intermediate endpoint of yours (a webhook relay, a Worker or a Make scenario) that receives HubSpot's payload, attaches the two headers and forwards to https://api.zapzapapi.com. Use HubSpot property tokens (e.g. contact.phone) to inject the number into the body.
- 5
Test and publish
Use Review and publish, then enroll a test contact that meets the trigger and check that the message arrived on WhatsApp. Follow each execution in the Workflow's own Enrollment history tab to validate status and reprocess failures. The exact routes and fields of ZapZap are in the docs at https://api.zapzapapi.com/llms.txt.
Example
// ILLUSTRATIVE example of the send your relay makes to ZapZap API.
// Exact route and field names are at https://api.zapzapapi.com/llms.txt
POST https://api.zapzapapi.com/api/v1/{instanceId}/send/text
Headers:
x-api-key: YOUR_API_KEY
x-api-secret: YOUR_API_SECRET
Content-Type: application/json
Body:
{
"number": "5511999999999",
"text": "Hi {{contact.firstname}}, I saw you moved forward here. Can I help?"
}Illustrative. The exact fields and endpoints are in the documentation.
Frequently asked questions
Do I need the official WhatsApp API (Cloud API) to integrate with HubSpot?
No. ZapZap API works with managed unofficial WhatsApp instances, so you do not need to approve templates with Meta or go through business verification. Just connect a number by reading the QR code and use the x-api-key and x-api-secret headers in the requests HubSpot fires.
Does HubSpot's Send a webhook action let me add authentication headers?
The native Send a webhook action sends the record's payload, but not all plans allow custom headers directly. The recommended path is to point the webhook to an intermediate endpoint of yours (a simple relay, a Cloudflare Worker or a Make scenario), which receives HubSpot's data, adds x-api-key and x-api-secret and forwards to ZapZap API.
Can I use contact or deal data inside the message?
Yes. Inside the Workflow you use HubSpot personalization tokens, such as the name, the company or the deal stage, and inject those values into the request body. The message arrives personalized for each contact enrolled in the Workflow.
Does mass sending through HubSpot get my number banned?
High automation volume always carries risk. ZapZap works with community number warm-up and anti-ban features to lower the risk of restriction. Still, use intervals between messages, send relevant content and avoid sending to large cold lists all at once.
How do I receive the contact's reply back in HubSpot?
ZapZap API sends webhooks per event when a message arrives. You set that callback URL to an endpoint of yours that updates the contact or creates a note via HubSpot's API. That way the WhatsApp conversation is recorded in the CRM. The available events are documented at https://api.zapzapapi.com/llms.txt.
Start now
Create your account, connect a number in minutes and test the API with warm-up and anti-ban. R$15 per active number/month, prepaid, no lock-in.