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HubSpot CRM sync

HubSpot WhatsApp integration: the AI answers, HubSpot gets the lead.

Aivastark's AI agent answers your customers on WhatsApp, Instagram, Facebook Messenger, Telegram and your website. When someone leaves their details, the lead is created or updated as a HubSpot contact, with the chat summary and an intent score in a note on its timeline. Tickets the agent opens can follow as HubSpot tickets.

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  • HubSpot sync from the Starter plan
  • 7-day trial on paid plans
  • Replies in 80+ languages
A woman in a grey blazer takes a phone call while working on a laptop at a meeting tableHubSpot connected

Aivastark inboxHubSpot

  • Leads become HubSpot contacts
  • Chat summary on the timeline
  • Tickets as HubSpot tickets

How does the HubSpot WhatsApp integration work?

Aivastark connects to HubSpot with a key you create in HubSpot. When its AI agent captures a lead on WhatsApp, Instagram, Messenger, Telegram or your website, Aivastark creates or updates the matching HubSpot contact and adds a note with the chat summary and intent score.

The conversation itself is answered and kept in the Aivastark inbox. HubSpot gets the record your sales team works from: the contact, the note, an optional HubSpot Lead record, and tickets if you sync them.

H

Harbour & Pine Interiors

Replies on WhatsApp · any hour

WhatsApp

  1. Hi, do you do kitchen redesigns? We're in Dubai Marina.

  2. We do, and the studio covers Dubai Marina. Every redesign starts with a design consultation. Shall I ask the team to call you to book one?

  3. Yes please. I'm Sara, weekday mornings are best.

  4. Thanks, Sara. I've saved your details with this number, and the team will call you on a weekday morning.

Illustrative conversation with a fictional studio. WhatsApp is on Starter; the lead goes to HubSpot as a contact.
In this example chat

What the agent did, while nobody was at the desk

  • Leads become HubSpot contacts
  • Chat summary on the timeline
  • Tickets as HubSpot tickets

What Aivastark does on HubSpot

  • Every channel, one CRM

    Leads from website chat, WhatsApp, Instagram, Messenger and Telegram reach HubSpot the same way.

  • Matched, not duplicated

    An existing contact is updated: matched by email, or by phone number when a WhatsApp lead gave no email.

  • Context on the timeline

    A note carries the chat summary, the hot, warm or cold intent score and the answers to your form.

Features

What reaches HubSpot from each conversation

01

WhatsApp and Instagram leads, straight into HubSpot contacts

When a customer asks to be contacted, the agent takes their details in the chat and saves the lead. Aivastark then creates or updates the HubSpot contact with whatever was given: name, email, phone, company, job title and website.

  • WhatsApp: the customer's number is the contact, so the agent doesn't have to ask for an email.
  • Instagram, Messenger and Telegram: the agent asks for an email or a phone number before it saves the lead.
  • Existing contacts are updated, matched by email, or by phone in both of HubSpot's phone fields when there's no email.

Instagram DMs

Example

  1. Can I get a quote for fitted wardrobes in a 2-bed?

  2. Happily. What's the best email or phone number for the team to send the quote to?

  3. omar.h@example.com

  4. Lead saved · HubSpot contact created
On Instagram the agent asks for an email or a number.
02

A note on the timeline, and a HubSpot Lead when you want one

HubSpot has no standard field for what the customer actually wanted, so it goes in a note on the contact: the chat summary, the intent score, the category, the page they were on and any UTM source for website chats, and every answer from your lead form.

  • By default the contact's lifecycle stage is set to Lead and its Lead Status to New.
  • Turn on HubSpot Lead records and each lead also appears in Sales › Leads, linked to its contact with a hot, warm or cold label. That needs Sales Hub Professional or Enterprise.
  • A text property, aivastark_source, marks where the contact came from. Check HubSpot setup creates it for you when your key is allowed to.

HubSpot contact

Example
Omar Haddadomar.h@example.comCreated
Lifecycle stage · Lead StatusLead · NewSet
Note on the timelineSummary · intent · page · form answersAttached
HubSpot Lead recordSales › LeadsOptional

Chat summary

Wants a quote for fitted wardrobes in a two-bedroom flat. Intent: HOT (score 72).

Matched by email, or by phone when there's none.
03

Tickets from any channel, as HubSpot tickets

When the agent opens a support ticket, Aivastark can create it as a HubSpot ticket with its subject, description, priority and category, and move its stage as the status changes in Aivastark. When the ticket has an email address, the requester is added as a HubSpot contact and linked to it.

  • Ticket sync and lead sync share one HubSpot key, connected once.
  • Conversations stay in the Aivastark inbox. Nothing is written to HubSpot's own conversations inbox.

HubSpot tickets

Example
“My order arrived damaged”High priorityCreated
“Can I move my installation date?”Solved in AivastarkStage updated
“The invoice has the wrong VAT number”BillingCreated

Conversations stay in the Aivastark inbox

Pushed one way, from Aivastark to HubSpot.
Setup

Connect HubSpot in four steps

  1. 1

    Create a HubSpot key

    In HubSpot, open Settings → Integrations → Service keys and create one named Aivastark, with the contact and ticket scopes, plus the Leads scopes if you want Lead records. Older portals call these private apps; either key works.

  2. 2

    Paste it into Aivastark

    In the Aivastark dashboard, open Tickets → Settings → CRM sync, choose HubSpot and paste the key. It is stored encrypted and never shown again.

  3. 3

    Send leads to HubSpot

    Under Leads → Settings → Where leads go, pick HubSpot as your CRM, then press Check HubSpot setup to see what your key and portal allow.

  4. 4

    Catch up on earlier leads

    Leads captured before you connected can be sent from the Leads page in one go. Each lead shows whether it reached HubSpot, with a link to the contact.

Start free →Read the setup guides
Know before you start

Before you connect HubSpot

What is sent, and what isn't

  • Sent: a contact for each lead, a note with the chat summary and qualification, and a HubSpot Lead record if you turn that on.
  • Sent if you sync tickets: each ticket the agent opens, as a HubSpot ticket whose stage follows its status in Aivastark.
  • Not sent: the conversation itself. It is answered and kept in the Aivastark inbox.
  • Not created: deals. Turning a lead into a deal stays your team's decision.
  • Not read back: a change made in HubSpot doesn't flow back to Aivastark.

Which plan includes it

HubSpot is connected under Tickets → Settings → CRM sync, which is on Starter and above, and WhatsApp, Instagram, Messenger and Telegram start on Starter too. Paid plans start with a 7-day trial.

One CRM per project

Each project sends its leads to one CRM: HubSpot or HighLevel. The same lead can also go to your own webhook and to an email list at the same time.

What your HubSpot key needs

  • Contacts read and write, for every lead.
  • Tickets read and write, for ticket sync.
  • Leads read and write, for HubSpot Lead records (Sales Hub Professional or Enterprise).
  • crm.schemas.contacts.write, so Check HubSpot setup can create the aivastark_source property.

The contact is the delivery. If a note, a Lead record or the source property can't be written, the contact still arrives, and the Leads page says what is missing.

FAQ

Questions about Aivastark on HubSpot

Does Aivastark integrate with HubSpot?

Yes. Aivastark sends the leads its AI agent captures to HubSpot as contacts, with a note on each contact's timeline, and can create HubSpot tickets from the tickets it opens. You connect it with one HubSpot key under Tickets → Settings → CRM sync, on Starter and above.

Can WhatsApp leads go into HubSpot?

Yes. When a WhatsApp customer leaves their details, the lead is created or updated as a HubSpot contact, using their WhatsApp number when they gave no email. The note on the contact carries the chat summary and the intent score.

Do WhatsApp chats appear in HubSpot's inbox?

No. The conversation is answered and stored in the Aivastark inbox, and HubSpot receives the contact, the note and, if you turn them on, Lead records and tickets. Nothing is written to HubSpot's conversations inbox.

Does it work with Instagram DMs too?

Yes. Instagram, Facebook Messenger and Telegram leads reach HubSpot the same way as WhatsApp leads. On those channels the agent asks for an email or a phone number before saving the lead, because the contact needs one of the two to be matched on.

Will it create duplicate contacts?

It updates the existing contact when it finds one. Leads are matched by email first, and by phone number when there is no email, checking both of HubSpot's phone fields.

Is Aivastark a HubSpot chatbot?

Aivastark is a separate AI agent, not HubSpot's built-in chatbot. It answers on your website, WhatsApp, Instagram, Messenger and Telegram from your own knowledge base, and sends the leads it captures to HubSpot.

Does it create deals in HubSpot?

No. Each lead becomes a contact, plus a HubSpot Lead record if you turn that on. Turning a lead into a deal stays a decision for your sales team.

Do tickets sync both ways?

No. Tickets go one way, from Aivastark to HubSpot: a new ticket is created there, and its stage follows status changes made in Aivastark. A change made in HubSpot doesn't flow back.

Which plan do I need?

Starter or above. HubSpot is connected under Tickets → Settings → CRM sync, which starts on Starter, as do WhatsApp, Instagram, Messenger and Telegram. Paid plans start with a 7-day trial.

Integrations

Works well with HubSpot

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Related reading

Answer on WhatsApp. Follow up from HubSpot.

  • HubSpot sync from the Starter plan
  • 7-day trial on paid plans
  • Replies in 80+ languages
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