WhatsApp bookings and leads, logged in HubSpot automatically

Most HubSpot users who sell or book on WhatsApp have the same leak. A customer messages at 10:40pm, someone answers the next morning, the appointment goes into a calendar, and the contact never reaches HubSpot. Weeks later nobody can say which campaign produced the booking. A WhatsApp HubSpot integration fixes that leak at the source: every conversation the AI books becomes a contact and a deal, with the service, the date and the channel attached.

NextReply is an AI receptionist for WhatsApp. It answers enquiries 24/7, books appointments into Google Calendar and hands tricky chats to your team. On the Business plan, every booking it makes can also be sent to your CRM by webhook, or through Zapier and Make, and HubSpot is the CRM we see most often. This page explains exactly which fields travel, where they land and how to set up the deal stage so your pipeline reflects real appointments, not guesses.

We wrote it for two kinds of buyers in particular: estate agencies that already track viewings as HubSpot deals, and clinics that run patient enquiries through HubSpot but want bookings to stay in the diary. Both groups need the record to appear on its own, the moment the booking is confirmed.

The Business plan gives you a webhook for every booking plus ready routes through automation tools. Pick the one your team can maintain.

1. Zapier

The quickest route for most small teams. A Zap listens for the NextReply booking webhook, runs "Find contact" in HubSpot by phone, creates the contact if it does not exist, then creates a deal in your chosen pipeline and stage. No code, and you can add a Slack or email alert in the same Zap.

2. Make

Better when you want branching. A Make scenario can send viewing requests to the lettings pipeline and sales viewings to the sales pipeline, or skip deal creation for a free consultation while still logging the contact.

3. Direct webhook to your own endpoint

If you have a developer, point the webhook at your own service and call HubSpot's API directly. This suits agencies with custom objects, such as a "Property" object linked to each deal. Our webhook testing dashboard shows each payload we send, so your developer can check the exact JSON before going live.

Whichever route you choose, the AI's job ends at a confirmed booking. Everything after that, from lead scoring to sequences, stays inside HubSpot where your team already works. You can see the full list of tools on our integrations page.

Property enquiries arrive in bursts after a listing goes live on a portal or a click-to-WhatsApp ad. The AI asks the questions your agents would ask, such as budget, preferred area, move-in date and whether the buyer has a mortgage in principle, then books a viewing into the listing agent's Google Calendar.

The HubSpot side then looks like this:

• Contact found or created by phone, with "Preferred language" set from the chat.
• Deal named "Viewing, [property reference]" in the Lettings or Sales pipeline, stage "Viewing booked".
• Custom properties for budget band and move-in month, so agents can filter hot leads before the viewing.
• Deal owner assigned to the agent whose calendar received the booking.

Agents open HubSpot in the morning and find the viewings already logged, already qualified and already assigned. The AI does not negotiate, quote final prices or promise availability it cannot see. When a buyer asks something only an agent should answer, the chat moves to a person.