Send Yirlo replies and hot leads to HubSpot

What ends up in HubSpot

Your webhook endpoint receives two event types from Yirlo. A reply.received event fires whenever a prospect writes back. When Yirlo judges that a response shows genuine interest, it sends a hot_lead.received event as well. Point a tool like Zapier, n8n or Make at that URL, and either event can be passed along to create or update records in HubSpot.

A typical setup uses both events for different jobs. The hot lead event creates or updates the contact and opens a deal. The reply event adds the text of the answer to the contact's timeline as a note, so whoever picks up the conversation sees exactly what the person wrote.

Interested people are also sent to your booking link. If you use HubSpot Meetings, that link is the one in the reply, and the meeting lands on the calendar of the HubSpot user who owns it.

Fields available in the webhook

Each payload carries the sender's address, their name, their company, the name of the campaign behind the opening email, and what they wrote back. All of these map cleanly onto HubSpot: email, first name, last name, company name, and a note body for the reply text. Store the campaign in a custom contact property or inside the deal name to see which audience produces pipeline.

The Send test event button in Yirlo posts a sample payload to your webhook URL. Run it once while you build the automation, and your tool will show the exact field names to pick from in each step.

• Email: the match key for creating or updating the HubSpot contact
• Name: split into first and last name if your tool needs two fields
• Company: company name on the contact, and a good start for the deal name
• Campaign: tells you which audience and angle produced the lead
• Reply text: the body of the HubSpot note
• Event type: lets one workflow route replies and hot leads differently

Step 1: create the webhook receiver

Every tool starts the same way. Create a workflow whose trigger is a webhook, copy the URL it gives you, and paste that URL into the webhooks section of Yirlo. Then press Send test event so the tool has a sample to work with.

Zapier needs its Catch Hook trigger, found under the Webhooks by Zapier app. In n8n, add a Webhook node and switch its method to POST. Make has a Custom webhook module for the same job. With any of them, sending a first test event shows the tool which fields to expect.

Every event is signed. The signature is an HMAC-SHA256 digest delivered in the X-Yirlo-Signature header. If the workflow should only trust genuine Yirlo traffic, add a short code step that computes the digest from your signing secret and compares it with the header value. The API docs at yirlo.com/api-docs cover the specifics.

Step 2: build the HubSpot steps

Zapier: after the Catch Hook trigger, add a Filter step that continues only when the event is a hot lead. Add the HubSpot action Create or Update Contact, match on email, and map name, company and campaign. Add a second HubSpot action, Create Deal, name it with the company and campaign, choose your pipeline and first stage, and associate it with the contact. A third action, Create Note, attaches the reply text to the contact.

n8n: connect the Webhook node to an IF node that checks the event type. On the hot lead branch, add a HubSpot node for Contact with the Create or Update operation, then a HubSpot node for Deal with the Create operation, using the contact ID from the previous node for the association. On the reply branch, add a HubSpot node that logs the reply text as a note against the contact.

Make: after the Custom webhook module, add a Router with one route per event type. On the hot lead route, add the HubSpot CRM module for creating or updating a contact, then the module for creating a deal. On the reply route, add the module that creates a note, and map the reply text into its body. Use filters on each route so the right event reaches the right modules.

Turn the workflow on after one clean test run. From then on every new reply and hot lead arrives in HubSpot by itself.

Sending interested people to a HubSpot Meetings link

When a campaign's goal is a booked call, Yirlo drafts the answer to an interested reply so it points to your booking link. A HubSpot Meetings link works there just like a Calendly or Cal.com link. Paste it as the booking link for the campaign, and the prospect picks a slot from your HubSpot calendar.

This pairs well with the deal step. The deal exists in HubSpot as soon as the hot lead arrives, and the meeting booked through your Meetings link attaches to the same contact, so the sales rep sees the reply, the deal and the meeting in one record.

Keeping the CRM clean

Matching on email address means someone who replies a second time updates the existing contact rather than spawning another. Because Yirlo writes to one decision maker at each company, a company ends up as a single contact and a single deal, with no clutter of duplicates.

Decide on three things in HubSpot before switching on the workflow. First, which pipeline and stage a new hot lead deal starts in. Second, who owns it: a fixed owner, or a round-robin rule you already run in HubSpot. Third, which contact property holds the campaign name, so reports can group deals by audience.

Who gets emailed depends on what you sell. A payroll software vendor could run one campaign aimed at HR leaders at businesses of 50 to 200 employees and a second aimed at finance chiefs at employers operating in several states. A security consultancy could target IT heads at regional healthcare groups. When the campaign name is stored on the deal, a rep can open it and immediately see which angle earned the response: a compliance deadline, a cost comparison, or a specific issue at that person's own company.

Other ways to get the data into HubSpot

For teams that would rather sync overnight from their own code than react to a live webhook, the API can pull hot leads and inbox contents on a timetable. It also writes back: attach a note to a conversation or update a lead's status in Yirlo when the deal advances in HubSpot.

For a one-time bulk load, download the leads as a CSV and run the file through HubSpot's own importer. Each row holds the contact's email, name and job title, plus their company, its website, industry and size, and their LinkedIn profile. It also gives the city, state and country, the campaign that reached them, a status, the conversation, where the deal stands and a note.

Zapier, n8n and Make all work today through the webhook route described above, and each tool's own webhook trigger is all you need on their side. Setup is quick.

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