Setup Time: 10 minutes | Difficulty: Easy | HubSpot Plan: Free+
The Problem
Your sales team chats with prospects on WhatsApp, but contact info never makes it to HubSpot:- Leads slip through the cracks
- No visibility into pipeline
- Manual data entry wastes time
The Solution
Eazybe automatically creates HubSpot contacts whenever a new WhatsApp conversation starts.
Step-by-Step Setup
Configure Field Mapping
Map WhatsApp data to HubSpot properties:
| HubSpot Property | |
|---|---|
| Phone Number | Phone number |
| Profile Name | First name |
| - | Lead Source = “WhatsApp” |
| - | Contact owner = Rep who received message |
Video Walkthrough
What It Looks Like in HubSpot
When a new WhatsApp conversation starts, Eazybe creates a contact:
Contact Record Shows:
- ✅ Phone number (with country code)
- ✅ Name from WhatsApp profile
- ✅ Lead Source = WhatsApp
- ✅ Contact Owner = Rep who received the message
- ✅ Create date = When conversation started
Handling Existing Contacts
What if the contact already exists?
What if the contact already exists?
Eazybe matches by phone number. If a contact with that phone already exists in HubSpot:
- No duplicate is created
- WhatsApp conversation is linked to existing contact
- Activity is logged to existing contact’s timeline
What about phone number formats?
What about phone number formats?
Eazybe normalizes phone numbers to E.164 format (+919876543210) before matching. This prevents duplicates from format differences.
Can I disable auto-create for certain reps?
Can I disable auto-create for certain reps?
Yes. Each team member can configure their own auto-create setting in their Eazybe settings.
Best Practices
Use consistent phone format
Ensure existing HubSpot contacts use E.164 format for accurate matching
Set meaningful defaults
Configure Lead Source and Lifecycle Stage for easy segmentation
Enable for all reps
Ensure every team member has auto-create enabled
Combine with Chat Backup
Enable chat backup so conversations are also logged
Troubleshooting
Contacts not being created?
Contacts not being created?
- Verify HubSpot connection is active (Settings → Integrations)
- Check auto-create toggle is ON
- Ensure you have contact create permissions in HubSpot
- Check HubSpot isn’t at contact limit
Duplicate contacts appearing?
Duplicate contacts appearing?
Phone number format mismatch. Clean up existing contacts to use E.164 format, or use HubSpot’s duplicate management tool.
Wrong contact owner assigned?
Wrong contact owner assigned?
By default, owner = rep who received the message. To change this, configure default owner in field mapping settings.