Use case: After a deal is won, you change the deal stage to Onboarding and want to send the client a checklist of all the requirements they need to prepare for a successful product onboarding. After the message is sent, you want to create a ticket in HubSpot as a follow-up reminder.

There is a delay in this Zap, which is intentional. When you send a client an onboarding checklist via WhatsApp, you don't want to immediately chase them up — they need time to read it, digest it, and start working through the requirements. By adding a delay before the ticket is created, you give your client a reasonable window to act on the checklist before your team is prompted to follow up. In the example in this article we use two days, but you can adjust this to whatever timeframe makes sense for your process.

This Zap is also the final step in a larger automated sequence. The full flow starts when a deal stage is updated in HubSpot, moves through finding the associated contact and sending them a WhatsApp template, and ends here with a ticket being created as a reminder to follow up. If you haven't set up the earlier steps yet, see Send WhatsApp message after updated Deal stage in HubSpot.

Instructions

Choose the trigger Updated Deal Stage in HubSpot:
1. Choose the correct Deal Pipeline.
2. Then choose the respective Deal Stage which should trigger the automation.
Note: Because contacts are not directly embedded in deals in HubSpot but are just an association, it takes a few additional steps to find the contact attached to this deal in order to send them a WhatsApp template.
Add the next action Find associations in HubSpot:
1. Open the menu of this action and choose Halt task if associations not found.
2. Choose property: Deal ID.
3. Type of object to search the association in: deal.
4. Number of association types: One.
5. Type of object the first object is associated with: contact.
6. Should this step be considered a success when nothing is found: False.
7. Test the step to see what results the association returns. It should return a Deal To Contact ID which we can use to find the contact in HubSpot.
Add action Get Contact in HubSpot:
1. In this step, simply add the Contact ID, which is derived from the Deal To Contact data.
2. Test the step and the contact details should appear in the test results.
Add the next action Find a Contact in Superchat:
1. In the category Field add Phone number.
2. Choose the respective value found from HubSpot.
3. Success when nothing is found: False.
As the next step, add Send WhatsApp Template in Superchat:
1. Fill out every mandatory field and choose the WhatsApp template you want to send.
Add a delay in Zapier (to create a new task to check in after 2 days):
1. Time delayed for: 2 days (you can customise this to your specific needs).
Add the final action Create Ticket in HubSpot:
1. Choose the deal information Deal Name as the ticket name.
2. Optional: You can also add something custom to the ticket name to make it easier to identify in HubSpot. For example, adding "Checklist Follow-up" after the deal name would result in a ticket name like "Test Corp — Checklist Follow-up", making it immediately clear to your team what the ticket relates to and what action is needed.