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Syncing VGraple CRM with HubSpot runs through Zapier rather than a direct connection, combining VGraple CRM's own triggers and actions with HubSpot's Zapier app to move leads one way and trigger WhatsApp messages from HubSpot deal changes the other way. This walkthrough covers both directions as two separate Zaps.
Before you start
- You need an API key from Settings > API Keys to connect the VGraple CRM app in Zapier.
- You need a HubSpot account already connected to Zapier, or ready to connect during the Zap build.
- Decide which direction matters most to you first, VGraple CRM leads reaching HubSpot, or HubSpot deal activity triggering a WhatsApp message, since these are built as two independent Zaps, not one combined sync.
Steps: VGraple CRM leads into HubSpot
- Create a new Zap and choose VGraple CRM's New Lead (or New Contact) trigger. Connect with your API key if this is your first VGraple CRM Zap in this account.
Test the trigger to pull sample data, name, phone and email fields among them, for the next step's mapping.
Add HubSpot as the action app and choose Create or Update Contact. This matches an existing HubSpot contact by email rather than creating duplicates on every sync.
Map VGraple CRM's fields to HubSpot's contact properties. Name maps to First Name (or split it if you track first and last name separately in HubSpot), phone to Phone Number, email to Email.
Test and turn the Zap on. A new VGraple CRM lead now creates or updates a matching HubSpot contact within moments.
Steps: HubSpot deal changes trigger a WhatsApp message
Create a second Zap, choosing HubSpot's Deal Stage Changed (or similar) trigger. Filter it, if needed, to only continue for a specific pipeline stage, for example "Proposal Sent," using a Filter step.
Add VGraple CRM's Send Template Message action. Choose an approved template from the dynamic dropdown, and map the "To" field to the deal's associated contact's phone number.
Map body variables. If the template has
{{1}},{{2}}placeholders, map them to HubSpot fields like deal name or amount.Test and turn on. A HubSpot deal reaching the filtered stage now sends the mapped WhatsApp template automatically.
What you will see
New or updated VGraple CRM leads appear as contacts in HubSpot within moments, matched by email so repeated syncs update rather than duplicate. A HubSpot deal reaching the stage you filtered for produces a sent message in VGraple CRM's inbox, visible on that contact's conversation like any other template send.
Settings and options
| Setting or field | What it does | Default |
|---|---|---|
| VGraple CRM trigger | New Lead or New Contact, event that starts the sync to HubSpot | Chosen per Zap |
| HubSpot action | Create or Update Contact (upsert by email) | Recommended over Create Contact alone |
| HubSpot trigger | Deal Stage Changed or similar, event that starts the WhatsApp send | Chosen per Zap |
| Send Template Message | VGraple CRM action sending the approved template | Requires a "To" phone number mapped from HubSpot |
| Filter step | Restricts which HubSpot events continue to the action | Optional, added inside Zapier |
Troubleshooting
| Symptom | Likely cause | Fix |
|---|---|---|
| HubSpot contacts are being duplicated | The action used HubSpot's Create Contact instead of Create or Update Contact | Rebuild the action step choosing the upsert-capable action |
| Send Template Message fails with "no approved template" | The template picked in the Zap is no longer approved or was disabled | Reselect a currently approved template from the dynamic dropdown |
| WhatsApp message never sends from the HubSpot Zap | The deal's associated contact has no phone number, or the mapped field is blank for that specific deal | Add a Filter step requiring a non-empty phone field before the Send Template Message action runs |
| Leads reach HubSpot but with blank names | The mapped VGraple CRM lead did not have a name, only a phone number, common for a WhatsApp-first lead | Expected for some sources; consider mapping the phone number into HubSpot's name field as a fallback using a Zapier Formatter step |
| The HubSpot trigger fires but the wrong deals reach the action | No filter, or a Filter step condition set to the wrong pipeline or stage name | Double check the exact stage name string matches your HubSpot pipeline configuration |
Example
A real-estate agency's sales team runs deals through HubSpot. When a deal moves to "Site Visit Scheduled," a Zap sends that lead a WhatsApp template confirming the appointment, so the customer gets an instant WhatsApp confirmation without an agent switching tools.
Once both directions are set up, see connecting Zapier for the complete trigger and action reference, or sending new contacts and leads to Google Sheets for a simpler recipe if a spreadsheet is all you need.