Automation · Sales and quoting

Log a WhatsApp lead in HubSpot with its company and deal

An AI agent logs whoever writes on WhatsApp in HubSpot, with their company and deal associated, without duplicate contacts and with a yes on every write.

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How do I get whoever writes on WhatsApp into HubSpot, with company and deal, without the rep copying them by hand?

A Met connected to your company's HubSpot portal first checks whether the person already exists and asks for their email, which is the key that prevents duplicates. It creates or updates the contact by that email, records the company by its domain or its tax id, checks whether there is already an open deal and, if not, opens one at the stage you defined. It then associates the three records. Before every write it explains the change and waits for a yes from the person it is talking to; the tool does not write without the confirmation, which the Met sets only after that yes. The rep opens HubSpot and finds a complete record, not three loose ones. When the customer confirms progress, the Met moves the deal to the next stage.

What starts it

When the customer writes

It starts when a prospect writes on WhatsApp asking about your products or services. There is no trigger to set up: the Met assigned to the sales line handles it inside that conversation.

Nothing to set up. The Met assigned to that channel picks up the conversation and runs the procedure inside it.

Who runs it

Met that receives and qualifies prospects

Sales team

This is not a named, seeded Met. It is the Met that answers the sales line, with HubSpot connected. Its work ends when the prospect is in HubSpot exactly once, with their company and deal associated, at the right stage.

Run by the lead qualification Met

Channels: WhatsApp

What you need connected

HubSpot Sell and serve

6 steps · 8 tools

The procedure, step by step

Each step shows the tool that runs. They belong to the real connector: if one of them stopped existing, this page would not build.

1
Look the person up before asking everything again

The Met searches HubSpot by the email, name or phone the person gave, and asks only for the properties it needs. The phone is compared with the text stored in HubSpot: if your team saved it in another format, it may not be found, which is why email stays the key. If they already exist, it uses what your team recorded and does not ask again. Reading and searching need no confirmation; each search returns up to one hundred records per page.
- hubspot_search_contacts HubSpot
2
Create or update the contact by email

Email is the key: the tool first looks for a contact with that email and, if it finds one, updates it instead of creating another. No email means no record, so the Met asks for it in the conversation. Before writing it shows the person what it will save and waits for their yes; without the confirmation set to true the tool rejects the write.
- hubspot_upsert_contact HubSpot
3
Record the company by domain or tax id

If the prospect buys for a company, the Met looks it up and then creates or updates it using the domain or the unique property your portal uses, such as the tax id, as the key. As with the contact, if it already exists under that key it is updated, not duplicated, and the write waits for the person's yes.
- hubspot_search_companies HubSpot
- hubspot_upsert_company HubSpot
4
Open the deal without duplicating it

Deal creation does not deduplicate, so the Met first checks whether that contact already has an open deal. If not, it creates one with the name, estimated amount and initial stage you defined in its instructions: the connector does not list pipelines or stages, so the stage value has to be known in advance. Creation also requires confirmation.
- hubspot_search_deals HubSpot
- hubspot_create_deal HubSpot
5
Associate contact, company and deal

With the three records ready, the Met associates them using the HubSpot association type that fits each pair, for example the contact with its company and the deal with both. The association type id is required and lives in the Met's instructions; it is never guessed. It is another write, and it also waits for the yes.
- hubspot_associate_records HubSpot
6
Move the deal when the customer moves forward

When the customer confirms something that changes the deal, such as accepting a proposal or asking for a meeting, the Met explains which stage and properties it will change, waits for the yes and updates the deal in HubSpot. Without the confirmation, the tool does not write.
- hubspot_update_deal HubSpot

Before you start

What you need ready

The Met solves none of these for you. If one is missing, the automation stops there.

A HubSpot private app token

You create it in your own HubSpot portal as a private app, with CRM read and write permissions on contacts, companies and deals. It is pasted once into Connections in Meteor, stored encrypted and never requested in the chat.
Your portal's initial stage and association types

The internal values for the stage where the deal starts and the association type ids are looked up in your HubSpot portal settings and written into the Met's instructions, because the connector does not list them.
A WhatsApp line with the Met assigned

The business connects its WhatsApp Business API line and assigns the sales Met. The conversation happens there; HubSpot stays as the CRM where your sales team works.

The limits

What this automation does NOT solve

Better said here than discovered halfway through the rollout.

It does not record a contact without an email. Email is the key that prevents duplicates; if the person does not give one, the Met does not create the contact with made up data.
It does not delete contacts, companies or deals. No tool in the connector removes a HubSpot record.
It does not leave notes, tasks or meetings in HubSpot. The connector covers contacts, companies and deals; the rep's follow up is scheduled elsewhere.
It does not create new properties in your portal or list pipelines and stages. It writes to properties that already exist and to the stage you defined.
It does not guarantee zero duplicates for near simultaneous records. HubSpot takes a few seconds to index a new record, and two creations in a row with the same email can duplicate it.

FAQ

Questions about this automation

It avoids it by searching by email first and updating the record it finds. With companies it does the same using the domain or the unique property you choose, such as the tax id. The only case that slips through is two creations in a row, before HubSpot indexes the first.

The person it is talking to, which in this procedure is the prospect. The Met explains the change and waits for their yes before creating, updating or associating. Searching and reading need no confirmation.

Because the connector does not work with HubSpot notes, tasks or meetings. If you need the summary, you can store it in a contact or deal property that already exists in your portal.

The Meteor CRM is included and is where your channel conversations live. This procedure is for teams that already run their pipeline in HubSpot and want the Met to feed it there, without switching tools.

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