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WhatsApp template budget guard: a monthly counter against the 1,000 template message cap

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.

Contact3 stepsUpdated for HubSpot seat pricing
OutcomeEvery WhatsApp template send is counted on the contact, the counters reset on the first of each month, a guard branch limits templates per contact, and one report shows the account total against the cap of 1,000.
Workflow mapmessaging-023
First day of the month leads to Copy counter to last month. Copy counter to last month leads to Set counter to zero and stamp reset date. Any workflow about to send a template leads to Counter at 4 or more. Counter at 4 or more leads to Yes: Stamp block date and use email or end; No: Send WhatsApp template. Send WhatsApp template leads to Increase counter by 1 and stamp send date. Yes No First day of the month Any workflow about to send a template Copy counter to last month Counter at 4 or more Set counter to zero and stamp reset date Stamp block date and use email or end Send WhatsApp template Increase counter by 1 and stamp send date
First day of the month leads to Copy counter to last month. Copy counter to last month leads to Set counter to zero and stamp reset date. Any workflow about to send a template leads to Counter at 4 or more. Counter at 4 or more leads to Yes: Stamp block date and use email or end; No: Send WhatsApp template. Send WhatsApp template leads to Increase counter by 1 and stamp send date. Yes No First day of the month Any workflow about to send a template Copy counter to last month Counter at 4 or more Set counter to zero and stamp reset date Stamp block date and use email or end Send WhatsApp template Increase counter by 1 and stamp send date

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

When to use it, when not to

Use it

  • Use it as soon as more than one workflow sends WhatsApp templates. The cap is 1,000 template messages per month across all connected accounts, and no single workflow sees what the others send.
  • Use it as plumbing. Build the reset workflow once, then copy the guard branch and the counter action into every workflow that contains a Send WhatsApp message action.
Read more on when to use itShow less

Skip it

  • Do not expect a hard stop at 1,000. A workflow branch reads properties of the enrolled record, not an account total. This spec gives a per-contact limit and a visible total. The decision to pause a workflow near the cap stays with an admin.
  • Do not count free-form replies. Agents answering inside the 24-hour window are not template sends.
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 · 3 numbered actions

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

Known pitfalls · 7

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

Test plan and UAT script · 3 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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