WhatSyncHubSpot WhatsApp integration: every chat on the contact, on any plan
HubSpot's own WhatsApp channel needs a Professional plan and a Business API number. Here is the other way: link the WhatsApp you already use, and every chat lands on the right contact.
· 8 min read
The quick answer
Is your deal on WhatsApp but missing from HubSpot?
On Marketing Hub or Service Hub Professional, with a WhatsApp Business number? Use HubSpot's own WhatsApp channel. It is built in.
Anything else? Use WhatSync for HubSpot. Link the WhatsApp you already use, and every chat lands on the right contact.
- Sales Hub, Starter or the free CRM: WhatSync.
- Your team sells from personal WhatsApp: WhatSync.
- You send marketing templates to people who opted in: HubSpot's channel.
The two ways, side by side
| Decision | HubSpot's WhatsApp channel | WhatSync for HubSpot |
|---|---|---|
| HubSpot plan | Marketing Hub or Service Hub, Professional or Enterprise | Any plan, including the free CRM |
| Which WhatsApp | A WhatsApp Business account. Personal WhatsApp is not allowed | Personal WhatsApp or the WhatsApp Business app |
| Your phone keeps working | Only with coexistence. Otherwise the number leaves the WhatsApp app | Yes. It links like WhatsApp Web |
| Where chats show up | The conversations inbox | The contact's timeline, a WhatsApp tab on the contact, and a team inbox |
| Past chats | None on a normal connect. 180 days with coexistence | From the day you link |
| Group chats | No | Yes. Each group gets its own contact |
| Marketing templates | Yes, to people who opted in | No. It is for one-to-one chats |
| Meta message fees | Yes, on template messages | None. It is your normal WhatsApp |
HubSpot facts checked October 11, 2026 on HubSpot's knowledge base. Plans and limits change, so check before you buy.
Why are your WhatsApp chats not in HubSpot already?
HubSpot logs your emails for you. Calls too. WhatsApp, it does not.
So the deal moves forward on WhatsApp, and HubSpot shows a contact nobody has spoken to in three weeks. Your manager asks for an update. You scroll your phone.
There are two ways to fix it. HubSpot has its own WhatsApp channel. And there is WhatSync for HubSpot. Which one fits depends on your plan and on which WhatsApp your team uses.
What does HubSpot's own WhatsApp channel need?
HubSpot's channel puts WhatsApp in the conversations inbox. Before you can turn it on, you need:
- Marketing Hub or Service Hub, on Professional or Enterprise. Sales Hub alone does not include it.
- A WhatsApp Business account. HubSpot's docs say a personal WhatsApp account cannot be connected.
- Admin access to your company's Meta Business Manager, and a number that is not connected to any other WhatsApp tool.
- A verified Meta business, if you want to start more than 50 conversations a day.
Know this first
On a normal connect, past chats do not come over, and the number stops working in the WhatsApp app. Its messages only show up in HubSpot. HubSpot's coexistence setup fixes both for WhatsApp Business app numbers: you keep the app, and it brings in 180 days of past chats.
What does WhatSync for HubSpot do?
It links to your WhatsApp the way WhatsApp Web does. Your phone keeps working. Every message you send or receive from then on is logged in HubSpot, on the right contact.
- Every message, both ways. Each one is logged as a WhatsApp activity on the contact's timeline, with the text and the time. Replies you type on your phone are logged too.
- The right contact, found for you. It looks up the sender's number in HubSpot. If nobody has that number yet, it creates the contact.
- A WhatsApp tab on every contact. Open a contact and see the latest messages, how many there are in total, and a box to send a reply.
- A team inbox. Invite your team, and everyone can read and answer the shared chats from one screen.
- Group chats. Each WhatsApp group you sync gets its own contact in HubSpot, and every message shows who sent it.
How do you set it up?
- Go to hubspot.whasupcrm.com and sign in with your work email.
- Click Connect HubSpot and approve. It asks to read and write contacts, nothing else.
- On your phone, open WhatsApp, tap the three dots, then Linked devices, then Link a device. Point the phone at the code on the screen.
- Choose what to keep out: numbers to skip, which groups to sync, and whether HubSpot gets the full text or only who and when.
- Send yourself a test message. It shows up on the contact within a minute or two.
How does it find the right contact?
Phone numbers in HubSpot are messy. One rep types +44 7700 900123. Another types 07700900123. It handles both.
It checks three fields on every contact: phone number, mobile phone number and WhatsApp phone number. It compares the last ten digits, so spaces, dashes and country codes do not get in the way.
No match? It creates a contact, with the name the person uses on WhatsApp and the full number in both the phone and WhatsApp fields. You never lose a chat because nobody added the lead yet.
Each group becomes one contact, named after the group. Every message in it starts with whether it came in or went out, and who sent it.
What exactly lands in HubSpot?
Messages are sent to HubSpot in the background, usually within a minute or two. If HubSpot asks it to slow down, it waits and tries again, so a busy day does not lose messages.
- One activity per message, on the contact's timeline, marked as WhatsApp, with the time it was sent.
- The message text, or only the direction, type and time if you turn on the private mode.
- A note for photos and files, with the file type and name. The file itself stays in WhatSync and is not attached in HubSpot.
- Sent and received, so the timeline shows the whole conversation, not half of it.
How do you keep private chats out?
Most people sell from the same WhatsApp they use for family. So you decide what goes in:
- Skip numbers. Add family and friends. Their chats never reach HubSpot.
- Or only allow numbers. Flip it around, and only the numbers you list are logged.
- Pick the groups. Turn group sync off, or choose the groups that matter.
- Hide the text. Private mode logs who, when and which direction, without the words.
Tip
If the number is also your personal WhatsApp, start with only allow numbers. Add customers as you go. Nothing personal slips through on day one.
What does it not do?
Better to know now than after you set it up:
- No marketing blasts. It is for one-to-one chats. For templates to opted-in lists, use HubSpot's channel or the WhatsApp Business API.
- No past chats. Logging starts the day you link.
- Contacts only. Messages are logged on contacts, not straight on deals or companies.
- Your phone needs to come online. WhatsApp logs out linked devices if the phone is not used for about two weeks. Open WhatsApp on your phone now and then, and it stays linked.
Can your AI read it too?
Yes. HubSpot has its own connector for Claude and ChatGPT. Add WhatSync next to it, and your AI sees both your CRM and your WhatsApp.
Then you ask in plain words, and it does the digging:
Which of my open HubSpot deals have a WhatsApp chat waiting for my reply?
Summarise everything Daniel said on WhatsApp this month, then draft a follow-up.
- Setup for each AI app: the WhatsApp MCP server.
Questions
- Can I connect personal WhatsApp to HubSpot?
- Not with HubSpot's own channel. Its docs say you must connect a WhatsApp Business account. WhatSync for HubSpot works with personal WhatsApp and the WhatsApp Business app, because it links like WhatsApp Web.
- Does the HubSpot WhatsApp integration work on the free plan?
- HubSpot's own WhatsApp channel needs Marketing Hub or Service Hub on Professional or Enterprise. WhatSync for HubSpot works on any plan, including the free CRM, because logged WhatsApp messages are part of every HubSpot plan.
- Will WhatsApp keep working on my phone?
- Yes. WhatSync links as one of your linked devices, like WhatsApp Web. You keep chatting on your phone, and everything is logged in HubSpot as well.
- Does it bring in my old WhatsApp chats?
- No. Logging starts the day you link. HubSpot's own channel with coexistence can bring in 180 days, but only for WhatsApp Business app numbers on a Professional plan.
- Can I reply to WhatsApp from HubSpot?
- Yes. Open the contact, go to the WhatsApp tab, type your message and send. It goes from your linked WhatsApp, and it is logged like any other message.
- What happens when someone new messages me?
- If no HubSpot contact has their number, WhatSync creates one, using their WhatsApp name and number. Add the number to your skip list if you do not want that person in HubSpot.
- Can my WhatsApp get banned?
- Normal one-to-one chats look like WhatsApp Web use. Sending bulk or unwanted messages from a linked number breaks WhatsApp's rules and can get it restricted, so do not use it for blasts.
Sources
We checked HubSpot's own knowledge base and developer docs. WhatSync builds WhatSync for HubSpot, and what it does is described from its code. External links use nofollow.
- HubSpot: connect a WhatsApp channel to the conversations inbox: Plans needed, Business accounts only, no past chats, the number leaves the WhatsApp app, the 1,000 template limit.
- HubSpot: connect a WhatsApp number using coexistence: Keeping the WhatsApp Business app, and the 180 days of past chats it brings in.
- HubSpot: create or log activities on a record: Logged WhatsApp messages on a record, available on all HubSpot plans.
- HubSpot developer docs: communications: How WhatsApp messages are logged on a contact, and the contact access it needs.
- WhatsApp Help Center: linked devices: How linked devices work, and when they get logged out.
- WhatSync for HubSpot: Sign in, connect HubSpot and link your WhatsApp.
Keep reading
Put your WhatsApp chats in HubSpot
Connect HubSpot, link the WhatsApp you already use, and every chat lands on the right contact. Any HubSpot plan.