Ask less on the website. Ask the rest on WhatsApp, a tap at a time.

Keep the web form to two fields, then follow up on WhatsApp with a short Flow. Each answer enriches the HubSpot record, and enquiries with a real project reach an SDR with the context.

Get started free Try a live Flow on WhatsApp (opens in a new tab)
Flo, the Flowella mascot, pointing at a simple flowchart in an open ring-bound playbook with colourful tabbed pages
Trigger
A short web form or your chat button
Channel
WhatsApp, with the answers in HubSpot
Workflow
3 templates, 1 Flow, 1 branch
Needs
HubSpot workflows, on Professional or Enterprise

Step through the play as the lead.

Daniel, a prospect, gets in touch through your contact form or the chat button on your site. Each step shows what he sees on WhatsApp and what lands on his HubSpot record, from the welcome to the hand-off. Your answers in the Flow decide which way the branch goes.

Flo pointing along one of three signpost arrows, the way the branch sends each lead down one path
Web Contact Follow-upStep 1 of 5
  1. Where Daniel comes from

  4. Yes, 60 or more: hand off to an SDR

    No, under 60: keep the drip going

  5. Hand-off: web_handoff and an owner

    Drip: web_next_step, one question later

Acme SoftwareBusiness account
Sample data

Today

Daniel PriceLarkfield, +44 7700 900152
Sample data

Properties

flowella_entry_point
No valueContact us form
enquiry_reason
No value
team_size
No value
enquiry_details
No value
lead_score
No value
lifecyclestage
lead
hubspot_owner_id
No value

Activity

    1 of 7 properties written

    Workflow triggers and actions need HubSpot Professional or Enterprise. Workflow actions guide

    Try a live Flow

    Scan the code with your phone to open one in WhatsApp. It’s Flowella’s own Flow, not this playbook.

    Open it in WhatsApp (opens in a new tab)

    The web enquiry blueprint.

    A short form, a welcome, a two-tap Flow, then one branch: real projects go to an SDR with the context, and the rest get one question at a time. You build it in a HubSpot workflow, from Flowella’s WhatsApp triggers and actions.

    • Trigger
    • Send WhatsApp
    • Delay
    • Branch
    • Goal
    • Numbered note
    1. Enrolment triggerA short form or the chat button

      A HubSpot form with name, WhatsApp number and consent, or a first message from your site.

      Two fields on the site

      Name and WhatsApp number, with a consent tick box. Everything else comes in the chat.

    2. Delay5 minutes, for form leads

      Chat-button leads messaged first, so their welcome goes straight away.

    3. Send WhatsApp TemplateThe welcome

      web_welcome, with the Flow button “Tell us more”.

    4. Delay until event happensForm Completed, up to 2 days

      The answers land as enquiry_reason, team_size and enquiry_details.

      No answer in 2 days: one gentle nudge, then the workflow ends.

      One question at a time

      Every extra question costs replies. Ask what the SDR needs first.

    5. BranchIs lead_score 60 or more?

      Reason and team size add up to the score: up to 50 and 30 points.

      Score as you go

      Each answer adds points to lead_score, so the record is ready when it clears 60.

    6. Yes
      Rotate record to ownerSDR team

      A named rep, with the answers already on the record

      Send WhatsApp TemplateThe hand-off

      web_handoff, with a round-robin meetings link that puts the owner first

      GoalMarketing qualified lead

      Lifecycle stage set; the SDR calls with context

      No
      Send WhatsApp TemplateThe next step

      web_next_step, with a guide that fits

      DelayA few days

      Then one more one-tap question, never a long form

      GoalStill a lead, still talking

      Back to the branch when a later answer clears 60

      Hand off with context

      The SDR sees the reason, team size and note before the first call.

    Workflow triggers and actions need HubSpot Professional or Enterprise. The answers land as contact properties on every HubSpot plan, Free included. Workflow actions guide

    Copy that turns an enquiry into a conversation.

    Three WhatsApp templates and the Flow they open carry the play. Each one reads well on a phone, asks for one small thing, and every variable comes from the HubSpot record.

    Show the messages as

    • web_welcomeMarketingEnglish (UK)Sample data

      Sends 5 minutes after the form, or straight back to a chat-button message

      Thanks for getting in touchHi {{first_name}}, thanks for your message through our website. Instead of a long form, two quick taps here tell us what you need, so the right person picks it up.Reply STOP to opt outTell us more
      Thanks for getting in touchHi Daniel, thanks for your message through our website. Instead of a long form, two quick taps here tell us what you need, so the right person picks it up.Reply STOP to opt outTell us more

      Confirms the enquiry landed and swaps a long form for two taps.

    • web_followupWhatsApp Flow1 screenSample data

      Opens from the welcome’s button, synced from your HubSpot form

      The Flow, Tell us about your enquiry: what brought you to us today (an active project, comparing options, just exploring), team size (1 to 10, 11 to 50, 51 or more) and an optional question, anything else we should know.

      Daniel’s Flow, with an active project and 11 to 50 chosen, and the optional question left blank.

      Reason and team size as taps, details optional. Each answer lands as its own property.

    • web_handoffMarketingEnglish (UK)Sample data

      Sends when lead_score is 60 or more

      The right person is on itThanks, {{first_name}}. Based on your answers, {{rep_name}} is the best person to help {{company_name}}. Pick a time for a call, or reply here with a question first.Reply STOP to opt outBook a call
      The right person is on itThanks, Daniel. Based on your answers, Sam is the best person to help Larkfield. Pick a time for a call, or reply here with a question first.Reply STOP to opt outBook a call

      A named person with the full context, before the first call.

    • web_next_stepMarketingEnglish (UK)Sample data

      Sends when lead_score is under 60

      Thanks, {{first_name}}. Here’s a short guide picked from your answers. We’ll ask one more quick question in a few days, and you can reply here whenever you like.Reply STOP to opt outRead the guide
      Thanks, Daniel. Here’s a short guide picked from your answers. We’ll ask one more quick question in a few days, and you can reply here whenever you like.Reply STOP to opt outRead the guide

      Something useful now, one question at a time, and the chat stays open.

    Sample templates. Meta approves each template before it can send, and the Send WhatsApp Template action maps HubSpot properties to its variables.

    Five things that turn an enquiry into a lead.

    The play captures all five. The answers land in custom properties the play creates, next to Flowella’s own events, so a workflow can read them.

    5 signals, what noise and real demand look like for each, and where each lands in HubSpot
    SignalNoiseReal demandLands in HubSpot as
    Why they got in touchA real project tells the SDR to call; just exploring tells marketing to help. Just exploring An active project enquiry_reason
    How big the team isTeam size sorts a quick answer from a bigger conversation, and adds to the score. 1 to 10 51 or more team_size
    What they addTheir own words, on the record before the first call. Left blank A named need enquiry_details
    How fast they open itFlowella logs how long the welcome took to read. Minutes beat days. Read days later Read in minutes timeToReadSecondsOn the Message read event
    Whether they finishOnly a finished Flow fires Form Completed, so half-hearted taps never reach an SDR. Opened, then left Every question done Form CompletedThe Flowella trigger

    Why a short form and WhatsApp work.

    Long web forms lose people before they press send. Ask for two fields, then ask the rest on WhatsApp, where a question takes a tap and the answer lands in HubSpot.

    • Why speed matters

      An enquiry is warmest in its first minutes. A welcome on WhatsApp while they’re still on your site keeps the conversation going, and each answer arrives as a property, not an email thread.

    • How to enhance it

      Ask one more question every few days, route larger teams to a senior rep, send account questions to your service team, and hand out-of-hours chats to a Breeze Customer Agent.

    • Gotchas

      Add a consent tick box to the form, ask one question at a time, honour STOP replies, and skip the SDR task for anyone already in an open deal.

    The point: the form opens the door; WhatsApp finds out who walked in.

    Every play, in one playbook.

    The HubSpot + WhatsApp Playbook, Vol. 01, puts each play on a two-page spread: why and when it works on the left, the blueprint on the right, and the WhatsApp copy ready to paste. Web Contact Follow-up is one of them.

    1. Leave your WhatsApp number. Four fields, and no sales call attached.
    2. A short Flow arrives. It’s a live Flowella Flow, so you see one working.
    3. The playbook lands in the same chat.
    Get the playbook

    Free. Reply STOP at any time to stop the messages.

    Vol. 01

    The HubSpot + WhatsApp Playbook

    Workflows that actually convert.

    • Each play on a two-page spread
    • The WhatsApp copy, ready to paste
    • Blueprints you can build in HubSpot

    flowella.ioField manual

    Page 1 of 3The cover

    Browse playbooks by what you do.

    Twenty plays, each a working blueprint. These six sit closest to web enquiries.

    Browse all playbooks

    This play is filed under Marketing Qualify leads Professional Services B2B SaaS Charity & Non-profit FinTech

    • Lead Capture & Qualify

      Qualify captured leads with WhatsApp questions, scoring, high-fit sales routing, and nurture for low-urgency contacts.

      • Sales
      • Marketing

    • Meeting Booking Workflow

      Book more meetings: a WhatsApp Flow asks the topic and timing, then sends a HubSpot meetings link that shows the right rep’s times, in the same chat.

      • Sales

    • Re-engagement

      Wake dormant contacts with a WhatsApp preference prompt, branch interest, snooze, and opt-out paths, and clean HubSpot automatically.

      • Marketing
      • Customer success

    • Contact Data Refresh

      Refresh stale CRM records with WhatsApp confirmations, structured corrections, one reminder, and a clear freshness flag.

      • Support
      • Customer success

    • Customer Onboarding

      Guide new customers to first value with milestone WhatsApp prompts, setup nudges, support rescue, and HubSpot onboarding status updates.

      • Support
      • Customer success

    • Trial-to-Paid SaaS

      Convert SaaS trials with WhatsApp activation nudges, usage-based branching, support rescue, upgrade CTAs, and paid-plan exits.

      • Sales
      • Customer success
    Flo jumping for joy with her fist in the air and a phone in her hand

    Follow up every web enquiry on WhatsApp.

    Swap a long form for two fields and a WhatsApp Flow, with every answer in HubSpot. Start free today, or book a 30-minute demo and we’ll map this play to your own form.

    Get started free Try on WhatsApp (opens in a new tab)
    Or book a 30-minute demo