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Order or contract confirmation by WhatsApp template when a deal is closed won

One of 565 written HubSpot workflow specs, by a collective of independent HubSpot consultants.

Professional

Seat pricing: Professional edition. To build it, a GTM Seat or an Ops Seat (an Ops Seat cannot create marketing emails or sequences). Per-hub plans: Marketing Hub Professional.

Contact5 stepsUpdated for HubSpot seat pricing
OutcomeWhen a deal closes as won, the buyer gets a WhatsApp confirmation that names the order, sent from an approved template, and contacts without WhatsApp consent get the same confirmation by email.
Workflow mapmessaging-005
Deal moves to closed won leads to Copy deal name to contact order reference. Copy deal name to contact order reference leads to Stamp order confirmed at on contact. Stamp order confirmed at on contact leads to WhatsApp consent and number known. WhatsApp consent and number known leads to Yes: Send WhatsApp template; No: Send confirmation email. Send WhatsApp template leads to Stamp last WhatsApp sent. Stamp last WhatsApp sent leads to Create kickoff task. Send confirmation email leads to Create kickoff task. Yes No Deal moves to closed won Copy deal name to contact order reference Stamp order confirmed at on contact WhatsApp consent and number known Send WhatsApp template Send confirmation email Stamp last WhatsApp sent Create kickoff task
Deal moves to closed won leads to Copy deal name to contact order reference. Copy deal name to contact order reference leads to Stamp order confirmed at on contact. Stamp order confirmed at on contact leads to WhatsApp consent and number known. WhatsApp consent and number known leads to Yes: Send WhatsApp template; No: Send confirmation email. Send WhatsApp template leads to Stamp last WhatsApp sent. Stamp last WhatsApp sent leads to Create kickoff task. Send confirmation email leads to Create kickoff task. Yes No Deal moves to closed won Copy deal name to contact order reference Stamp order confirmed at on contact WhatsApp consent and number known Send WhatsApp template Send confirmation email Stamp last WhatsApp sent Create kickoff task

When to use it, when not to

Use it

  • Use it when buyers already talk to you on WhatsApp and expect the confirmation there.
  • Use it when the confirmation text is stable enough to live in a Meta-approved template.
Read more on when to use itShow less

Skip it

  • Do not build it as a deal-based workflow. The Send WhatsApp message action is documented for contact-based workflows only. The deal only supplies the trigger value.
  • Do not use it for contacts without a logged WhatsApp opt-in. Build messaging-004 first. Without consent the contact takes the email branch.
Read more on when to skip itShow less

The rest of this spec

Prerequisites · 10 items

Every property with its label, internal name, type and options, plus the assets the workflow needs.

Enrollment · 4 parts

The trigger, the criteria as ticked in the UI, the re-enrollment rule and the suppression list.

Steps · 5 numbered actions

Each action in order with its parameters, branches and delays.

Known pitfalls · 6

Traps seen in production, each with what breaks and what to do instead.

Test plan and UAT script · 4 cases, 3 variants

How to prove it works in a test portal, one case per branch, and a sign-off sheet.

Files · PDF, Markdown, JSON, CSV

The properties JSON creates the fields in one call. The workflow JSON documents the build.

Install · 1 click, switched off

The installer creates the properties and the workflow, switched off, then opens a task for what it cannot create. Nothing is deleted, enabled or enrolled.

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FreeAppointment reminder by SMS 24 hours before a booked meeting, opted-in contacts onlyContact10 steps Capture WhatsApp opt-in and log verifiable consent before any template is sentContact11 steps Frequency cap: stamp the last SMS and last WhatsApp sent on the contact and block a second send within seven daysContact11 steps WhatsApp template budget guard: a monthly counter against the 1,000 template message capContact3 steps

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