How to Create WhatsApp Bot and HubSpot Connection

  1. Overview
  2. How to
  3. How to Create WhatsApp Bot and HubSpot Connection

This guide walks you through the complete process of connecting a WhatsApp Bot (Source) to HubSpot (Destination) using the sysConnector platform. Once configured, user responses collected via WhatsApp will sync automatically into HubSpot.

Prerequisites

Make sure you have the following:

  • Twilio Credentials:

    • Account SID

    • Auth Token

    • WhatsApp Business Number

    HubSpot Credentials:

    • Private App Access Token

Step 1: Create a New Connection

  1. Log in to the sysConnector.

  2. Click Create Connection.

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If your app is missing, click Request Integration to notify the sysConnector team.

Step 2: Configure WhatsApp Bot as the Source

Select WhatsApp Bot

  • Choose WhatsApp Bot from the app list

  • Click Next

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  • Choose a bot

  • Select which bot to use for this connection from the dropdown

  • Click Next

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How to Create a WhatsApp Bot Automation

  1. Go to the Automation tab in sysConnector

  2. Click WhatsApp Bot → Create WhatsApp Bot

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  1. Fill in the bot details:

    • Bot Name

    • Welcome Message

    • Thank You Message

  2. Add your questions:

    • Question Text

    • Field Name (use lowercase and underscores only)

    • Field Type (e.g., text, number, email)

    • Required (Yes/No)

  3. Add as many questions as needed

  4. Click Create to finish the bot automation

Enter Twilio Configuration

You will need to provide:

  • Twilio Account SID

  • Twilio Auth Token

  • WhatsApp Business Number

  • Webhook URL

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Webhook Setup Instructions:

  1. Log in to your Twilio Console

  2. Navigate to Messaging → Settings → WhatsApp Sandbox (or your WhatsApp Sender)

  3. Find the "When a message comes in" field

  4. Paste your Webhook URL

  5. Set HTTP Method to POST

  6. Click Save

  • Check the box “I have added this webhook URL to my Twilio account”

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Account Naming

Account Name *

  • Give this account a name to easily identify it in your connected accounts
    Example: WhatsApp Bot Sales

Connect WhatsApp Bot

  • Click Connect WhatsApp Bot

  • Once successful, you will see: App Connected – Your WhatsApp Bot has been connected successfully

  • Click Next to proceed

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Step 3: Configure HubSpot as the Destination

  • Select HubSpot as the Destination App.

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  1. Enter a Destination Account Name
    Example: HubSpot Marketing or HubSpot CRM Prod.

  2. Enter required credentials:

    • Private App Access Token

  3. Click Connect to HubSpot to verify access.

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How to Create HubSpot Private App Access Token

  1. Log in to HubSpot

  2. Click the Settings (gear icon) in the top navigation bar

  3. In the left sidebar, go to Integrations → Private Apps

  4. Click Create a private app

  5. Enter a name for your app
    Example: sysConnector Integration

  6. Set Required Scopes

  7. Under the Scopes tab, select the permissions required for your use case (e.g., contacts, companies, deals)

  8. Click Create app

  9. Copy the Access Token

Step 4: Define Connection Settings

  1. Connection Name
    Use a clear, descriptive name such as:
    WhatsApp Leads 2026

  2. Project Selection
    Choose an existing Project (folder) or use Unassigned.

  3. Sync Frequency
    Select Event Space to enable real-time syncing when a lead is submitted.

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Projects act like folders inside sysConnector.

  • Select an existing Project, or

  • Leave it as Unassigned if no structure exists yet

This is especially useful for:

  • Separating marketing vs sales workflows

  • Organizing by region or business unit

  • Controlling user access permissions

Step 5: Field Mapping and Data Transformation

This step defines exactly how data collected in WhatsApp Bot is translated, formatted, and delivered into HubSpot. Proper configuration here ensures clean data, accurate reporting, and successful automation.

5.1 Basic Field Mapping

This section establishes a direct relationship between WhatsApp Bot fields (source) and HubSpot fields (destination).

Process:

  • For each data point, select the WhatsApp Bot field on the left.

  • Map it to the corresponding HubSpot field on the right.

Example:

  • WhatsApp Bot field Name → HubSpot field First Name

  • WhatsApp Bot field Email → HubSpot Email

If a required HubSpot field is not mapped, records may fail to sync or be rejected.

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5.2 Using Custom Text

The Custom Text feature allows you to send a fixed value that does not exist in the WhatsApp Bot itself.

Common Use Case:

  • Create a field in HubSpot called Lead Source

  • Use Custom Text to automatically populate it with WhatsApp Bot for every lead coming through this connection

This is especially useful for campaign tracking, reporting, and segmentation.

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5.3 Custom Transformations (Merging and Formatting)

Custom transformations allow you to manipulate or enhance data before it reaches HubSpot, which is useful when the data structures between systems do not align perfectly.

Merge Fields

  • You can select multiple WhatsApp Bot fields and combine them into a single HubSpot field.

  • You may apply a divider (comma, dash, pipe, etc.) between values for readability.

Example:
If your WhatsApp Bot contains separate columns for First Name and Last Name, you can merge them into a single Full Name field in HubSpot (e.g., John Doe).

Prefix and Postfix

You can add text before (prefix) or after (postfix) a value.

Example:

  • Prefix: WA-

  • Result: WA-john.doe@email.co

This is useful for tagging, internal labeling, or adding context to incoming data.

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5.4 Data Type Conversion

In some cases, WhatsApp Bot sends data in a format that does not match the required data type in HubSpot.

Example:

  • WhatsApp Bot sends a value as Text

  • HubSpot requires an Integer

How sysConnector Handles This:

  • During testing, sysConnector automatically detects mismatched data types.

  • Since HubSpot field types are fixed, you must adjust the Source Type in sysConnector to match the destination field.

This ensures records are accepted and processed correctly.

5.5 Mandatory Testing and Validation

Before a connection can be activated, mapping must be tested successfully.

Process:

  1. Enter sample test data for every mapped field.

  2. Click Test Mapping.

  3. The system validates formatting (e.g., email fields must contain valid email formats).

  4. After a successful test, log in to HubSpot and confirm the test record appears correctly.

Activation is blocked until testing passes.

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Step 6: Testing and Activation

  1. Enter sample test data and click Test Mapping.
    This step is mandatory before activation.

  2. Log in to HubSpot and confirm the test data was received correctly.

  3. Click Save and Activate to begin live syncing.

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Managing Your Connection

Monitoring

Go to Reports to view:

  • Successful lead transfers

  • Failed sync attempts

  • Logs from the last 24 hours to 30 days

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