[Extension] How to Send Outbound WhatsApp Messages Through HubSpot

1. Introduction

2. Features

3. Prerequisites

4. Installation and setup

5. Bulk message sending

6. Individual message sending

7. Tracking messages

8. Support

Brief description: Send outbound WhatsApp messages through Blip directly from HubSpot, in bulk through Workflows or individually from the contact record, using templates approved by Meta.

Introduction

The HubSpot: Outbound message sending extension connects your HubSpot account to Blip and lets you send outbound WhatsApp messages without leaving HubSpot. You can send messages to multiple contacts at once from a Workflow or send them individually from a contact record.

For example, when a lead fills out a form and enters a workflow in HubSpot, the extension sends an approved WhatsApp template with the lead's name already filled in from the contact properties and records the message on the contact's timeline.

Features

• Send outbound WhatsApp messages in bulk from HubSpot Workflows.

• Send individual messages through the Blip card on a contact record.

• Use WhatsApp templates approved by Meta, with variables, media, and dynamic buttons.

• Automatically populate template variables from contact properties in HubSpot.

• Redirect the contact to a specific bot or flow after sending.

• Automatically record each message on the contact's timeline in HubSpot, with the status (Sent, Delivered, Read, or Failed).

Supported channel: WhatsApp.

Prerequisites

Before you begin, make sure you have:

• A bot in Blip with a connected WhatsApp channel, either on the bot itself or on the Router it belongs to.

• A HubSpot account with administrator permission to install and authorize apps.

• A WhatsApp template approved by Meta and available in the bot.

• A contact property in HubSpot with the phone number entered in international format (for example, +5511999999999) or in a valid Brazilian format.

• Access to HubSpot Workflows if you plan to use bulk sending.

Installation and setup

Install the extension on the bot that will send the messages. This bot must have a connected WhatsApp channel, either directly or through the Router it belongs to. The extension automatically locates the WhatsApp number.

1. Go to the HubSpot: Outbound message sending extension in Blip Store.

2. Click Install. The extension will appear in the bot's list of installed extensions.

3. Open the extension to start the setup.

4. Click Log in with HubSpot. A HubSpot authorization window opens.

5. In the window, log in to your HubSpot account, select the account to be integrated, review the permissions, and click Connect app. The window closes and the account appears as connected in the extension.

If the authorization window does not open, check whether your browser is blocking pop-ups. Also confirm that the bot shown in the extension is the one that will send the messages. To switch HubSpot accounts, click Log in with another account and repeat the process.

Note: by logging in with HubSpot, you accept Wiv's terms of use and privacy policy, which are displayed on the extension's login screen.

Note: to send outbound messages, you need a WhatsApp template approved by Meta and available in the selected bot. The template may contain text, variables, media (image, video, or document), and buttons, depending on the type of message.

Bulk message sending

Bulk sending takes place within HubSpot Workflows. Build the workflow as you prefer and, at the point where you want to send the WhatsApp message, add the extension's action. The action works in both new and existing workflows. If you have not created a workflow yet, see the HubSpot workflow documentation.

Add the sending action

1. In the workflow, click the + icon to add a new action.

2. Open the Connected apps section and find the Blip app (in older accounts, it may appear under Wiv's previous name, Blip - White Wall).

3. Select the Send WhatsApp message action.

Configure the message

Fill in the action fields:

• Sending bot: the Blip bot that sends the message.

• Contact's WhatsApp number: the contact property that contains the phone number.

• Message template: only WhatsApp-approved templates appear in the list.

• Variables separated by line: enter one variable per line, in the same order as in the template. The first line replaces the first variable, the second line replaces the second variable, and so on. The number of lines must match the number of variables in the template.

• Media file link: the public URL of the image, video, or PDF when the template uses media.

• Button variable: the value sent to the dynamic button when the template has a button.

• Position user in bot and Position user in flow: optional settings for directing the contact to a bot or flow state after sending.

With the block configured, click Save and then Review and publish to activate the workflow. Create a simple workflow with a test contact before publishing it to production.

Attention: all required template fields must be filled in, and the number and order of the variables must exactly match the template. Otherwise, the message will not be sent.

Individual message sending

You can also send an outbound message to a single contact directly from their HubSpot record.

1. In HubSpot, go to CRM > Contacts and open the record of the contact who will receive the message.

2. On the right sidebar, find the Blip card. If it is not visible, it may be collapsed or need to be added to the record view.

3. On the Blip card, click Send outbound message. A window opens with the sending form.

4. Select the sending bot.

5. Select the property containing the phone number, choose the message template, fill in the variables, and enter the media link when requested by the template.

6. If you want, enable Position user in bot and select the destination bot and flow.

7. Click Send. After sending, confirm that the message reached the correct contact.

Individual sending limitations

Individual sending through the card supports text, variables, and an image in the template header. Templates with a dynamic button, video, or document must be sent through the Workflow, which supports these features. If the template does not appear or is not accepted on the card, use the workflow or a compatible text template.

Tracking messages

Each message is automatically recorded on the contact's timeline in HubSpot as a WhatsApp communication, with the status updated (Sent, Delivered, Read, or Failed). The update runs in the background, so it may take a few minutes for the status to appear.

In Blip, sent messages create campaigns in Growth, where you can track the audience and progress of each send.

In the Actions field, download a spreadsheet with the message details. The file shows the recipient, sending status, and errors that occurred during processing.

When a message fails, first review the contact's phone number, the selected template, and the variables. The most common causes are:

• The phone number is empty, invalid, or not in international format.

• The template is inactive, rejected, or not found in the bot.

• The number or order of variables differs from the WhatsApp template.

• The media link is invalid or not public.

• The bot has no active WhatsApp channel or lacks the required permissions.

• The extension is connected to a different HubSpot portal than the one running the workflow.

Adjust the data and run a new sending test.

Support

If you have questions or problems with the setup, contact Wiv's support team at support@wiv.com.br.

Need more help? Explore our content on Blip Academy or Blip Community, watch tutorials on our YouTube channel, or get answers to your questions through our support channel 😃