How to Integrate Private Website Data with HubSpot Chatbot (Professional Plan)?

[Hrshsin]

Hi Community,

I’m working on a use case where I need to integrate private website data (specifically orders) with HubSpot. We’re using the HubSpot Professional plan.

Here’s what I want to achieve:

• A visitor comes to our website and opens the HubSpot chatbot.

• The chatbot asks for the user’s email or order ID.

• Based on this input, I want the chatbot to fetch the user's order details from our private database (hosted on our server).

• Then, I want the chatbot to respond with the order status, like “Your order #12345 has been shipped and will arrive on May 4.”

I’m planning to:

1. Capture the email/order ID using Chatflow.

2. Store it in a contact property.

3. Trigger a custom code action via workflow to hit our API and get the order data.

4. Store that data back in custom properties.

5. Display it to the user in the chat.

Is this the recommended approach?
Are there better ways to integrate private backend data into HubSpot conversations?

And how can I best handle the response timing so the chatbot doesn't feel disconnected from the API call?

Any help or code samples or workarounds would be greatly appreciated!

Thanks in advance!

[nickdeckerdevs1 · Accepted solution]

If you don't want any delay in api calls, then I'd suggest having order information sent back to the contact/deal/order/whatever object -- and storing it in a property. 

So instead of reaching out when needed, from your external db, when an update is made, that updates the matching HubSpot record. 

This should address any issue with needing to do complex stuff in a workflow or api calls, as you will already have this information updated from the external source as it gets updated.

[GRajput]

Hi @Hrshsin 

Are you using a server here for API calls, or you are using the custom code in the workflow only?
Your approach is looking good here, but the only thing that is bothering me is the time taken by the workflow to revert the order status to the Contact custom property, which you will fetch to show the user in the chatbox. This will be a long process, so before proceeding, please do the testing using the sandbox.

I hope this will help you out. Please mark it as Solution Accepted and upvote to help another Community member.
Thanks!

[Jaycee_Lewis]

Hey, @Hrshsin 👋 Thanks for sharing your concept. It looks well-thought-out. I've noticed that the community tends to work best when it's answering or troubleshooting specific issues rather than validating concepts. You definitely didn't do anything wrong by asking, this is just my experience. 

What I'd do is use a test account and build this out. You're likely to hit a few roadblocks along the way, and that's a great time to loop back and post a follow-up question for the community. And we'll leave this open in case other community members have any immediate feedback for you as well. 

Have fun testing! — Jaycee