An AI agent that works inside HubSpot

What the HubSpot connection does

The HubSpot integration links a MyChatBot sales assistant to your HubSpot account. Once connected, the assistant does CRM work inside the conversation: it creates a lead when someone shows interest, updates it as the talk moves on, creates deals with products attached and keeps contacts current, with no manual data entry.

You decide what gets written. In the Entities & Data Fields Configuration panel you switch on Use Leads and Use Deals, tick the standard and custom fields the assistant may fill and choose the pipeline with Select Pipeline. Only fields saved with Apply fields are written.

The integration works with three HubSpot entity types:

• Leads — potential sales opportunities.
• Deals — sales transactions in progress, optionally with product line items.
• Contacts — individual client records, found or created by phone.

What the AI agent does inside HubSpot

A connected assistant gets four CRM tools. It decides when to use them from its instructions and the conversation.

1. create_crm_lead creates a lead with full_name, phone, Status, hs_pipeline_stage and the custom fields you enabled. The contact is found or created by phone and linked.
2. edit_crm_lead updates an existing lead: name, phone, status or stage, or any other configured field.
3. create_crm_deal creates a deal with full_name and phone (both required), a deal stage, custom fields and products, each with name, sku, price and quantity. The contact is found or created and linked.
4. add_crm_client_contact creates or updates a contact (full_name and phone required). A matching lead is updated too, and the MyChatBot client record stays in sync.

Some fields fill themselves: lead_custom_source is set to AI- plus the assistant’s name and deal_source to the channel or AI, so AI-sourced pipeline is easy to report on. lead_chat_link and deal_chat_link open the exact conversation behind each lead and deal.

For line items, the assistant reuses an existing HubSpot product matched by product_id, line_item_id or name plus SKU and creates a new one only when nothing matches, which is why sku is needed for new products.

Which channels feed HubSpot

The integration belongs to an assistant, not a channel, so any Sales Platform channel connected to that assistant can end in a HubSpot record: the Website Widget, WhatsApp, a Telegram bot or Telegram Account, Instagram, Facebook Messenger, TikTok, a Viber bot or E-Chat Viber, Gmail, SMS, OLX buyer chats, AI calls and the Webhooks API.

deal_source records the communication channel or AI, which helps you report on where AI-created deals came from. Contacts are found or created by phone, so a number the customer already left on another channel is matched to the existing contact. Switch on Lead Phone Required and Deal Phone Required so the assistant captures a phone before creating a record, which keeps duplicates down.

Example: from first message to a HubSpot deal

Here is one conversation turning into CRM records, based on the documentation’s instruction examples. The channel is Instagram; the flow is the same on any connected channel.

1. First message. A customer sends a DM asking about a product. The assistant answers from your knowledge base and asks for a name and phone number.
2. Lead created. The customer shares both. Following an instruction like ‘when a customer expresses interest, create a lead with the status New’, the assistant calls create_crm_lead. The lead is linked to the contact matched by phone, tagged through lead_custom_source and carrying a lead_chat_link to this DM.
3. Status updates. When the customer asks for a call back, the assistant calls edit_crm_lead, sets the status to In Progress and notes the preferred time in a field you enabled. Once interest is confirmed, the status becomes Qualified.
4. Deal created. When the purchase is confirmed, the assistant calls create_crm_deal with the full name, phone and the product as a line item (name, SKU, price, quantity) at the stage Appointment Scheduled. deal_source is filled in; deal_chat_link points back to the chat.
5. Your team takes over. A salesperson opens the deal and reads the whole chat through the link before calling. To answer in the chat itself, they switch its AI off and the chat moves to operator mode; handoff settings live under Handoff Control.

Setup in three steps

1. Create a private app in HubSpot. As an admin, open Settings > Integrations > Private Apps, click Create a private app, name it, select all scopes (CRM, CMS, Communication preference, Marketing, Settings, Other), click Create App and copy the API key.
2. Connect it in MyChatBot. Open Integrations, choose the assistant in the header dropdown, find HubSpot under CRM Systems, click Connect, paste the API Key and click Submit. The card then shows a Connected chip.
3. Choose entities and fields. Switch on Use Leads and Use Deals, tick the fields, pick the pipeline, click Apply fields and run Sync statuses in the Funnel Status Sync panel.

Then tell the assistant in plain-language instructions when to create a lead, which status to set and when a purchase becomes a deal. Status names must match your HubSpot pipeline. The HubSpot setup guide walks through every screen; the documentation has the full field reference.

Limits and requirements

• Plan. The pricing page lists HubSpot among the Pro plan’s CRM and ERP integrations; Multipro and Corporate include everything in Pro. On Standard the HubSpot card shows a PRO chip.
• Per assistant, one CRM. The connection applies only to the selected assistant; others need their own connection or a copy via Select Existing Connection. Each assistant can have only one CRM connected.
• Exact statuses. Status values must match your HubSpot pipeline exactly, or a record can land in the wrong stage. Re-run Sync statuses after pipeline changes, or target a stage by hs_pipeline_stage ID.
• One-way stage sync. Sync statuses imports HubSpot stages; moving a card on the MyChatBot Leads board does not move the HubSpot deal.
• Tests write for real. Write-type tools really execute when you test them, so rehearse with dummy data you can clean up.