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Work the inbox · 5 of 5

HubSpot and WhatsApp together

Your pipeline tells you who went quiet. WhatsApp wakes them up. One assistant, two connectors: HubSpot's reads your deals, ours drafts and sends the follow-up.

You'll learn to
  • Find the HubSpot deals that went quiet
  • Match each one to its WhatsApp chat
  • Send approved follow-ups and log them on the deal
⏱ 15 minHubSpot · Makes real changes
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Connect HubSpot next to TimelinesAI

Both connectors live in the same assistant, so one question can reach your pipeline and your inbox at once. Practise with demo deals whose contacts have WhatsApp numbers you own.

The assistant matches a HubSpot contact to the right WhatsApp chat by phone number, so keep numbers in the same international format, like +44 7700 900456, in both places.

Why it matters

Your CRM knows the deal, WhatsApp knows the conversation, and usually nobody connects the two by hand. With both, the assistant can answer questions neither can alone, like which promising deals haven't heard from you this week.

  1. 1

    Add HubSpot to your assistant. Our HubSpot MCP setup guide walks you through it.

  2. 2

    Check that both answer.

    Prompt
    List my open HubSpot deals, and list my connected WhatsApp accounts in TimelinesAI.

Find the deals that went quiet

HubSpot knows which deals stalled. TimelinesAI knows when you last spoke on WhatsApp. Put them side by side and your follow-up list writes itself.

“Quiet” means different things to different teams. Pick a window that matches your sales cycle, seven days for quick deals and longer for big ones, and say it in the prompt.

Why it matters

Deals rarely end with a clear no. More often they fade because nobody followed up. A regular list of quiet deals is one of the cheapest ways to protect your pipeline.

  1. 1

    Pull the stalled deals.

    Prompt
    Find my open HubSpot deals with no activity in the last 7 days. Show the deal name, stage, contact and phone number.
  2. 2

    Match each one to its WhatsApp chat.

    Prompt
    For each of those contacts, find the matching WhatsApp chat in TimelinesAI and tell me when we last messaged them.
  3. 3

    Look for questions nobody answered.

    Prompt
    Which deals in the 'Proposal sent' stage have a WhatsApp message from the customer that we haven't answered?

Send the follow-up

The assistant writes a follow-up for each deal from its stage and your last conversation. You decide which ones go. Then HubSpot gets a note, so the pipeline stays accurate.

The best follow-ups mention something real: the deal stage, the last question, the promised date. The assistant pulls those from both places, which is why the messages read as personal rather than generic.

Why it matters

A follow-up that mentions the last conversation gets answers; a generic “just checking in” gets ignored. The assistant does the remembering, so every message feels personal without the extra work.

  1. 1

    Draft the follow-ups.

    Prompt
    Draft a short, friendly WhatsApp follow-up for each deal, based on its stage and our last WhatsApp conversation. Number the drafts. Don't send anything.
  2. 2

    Send only the ones you approve.

    Prompt
    Send drafts 1 and 3.
  3. 3

    Log it on the deals.

    Prompt
    Add a note to deals 1 and 3 in HubSpot: "WhatsApp follow-up sent today."
?

Keep it small. Follow up with a handful of deals at a time, and always read the drafts. Never let a bulk send run on a real pipeline.