HubSpot Setup Guide
Connect your AI receptionist to HubSpot so every call becomes a contact, a logged call, a note, and — when the caller qualifies — a deal. Setup takes about two minutes.
1. What the integration does
receptionists.io answers your business calls with an AI receptionist. With HubSpot connected, the receptionist keeps your CRM up to date on its own: it recognises returning callers, creates contacts for new ones, logs every call with a full AI summary, and opens deals for qualified leads. You never copy call notes into HubSpot again.
2. Requirements
- A receptionists.io account on the Professional plan or above (CRM integrations are a Professional feature — see pricing).
- A HubSpot account where your user can install apps (the App Marketplace Access permission, on by default for super admins).
- At least one AI agent set up with a phone number.
3. Install
- Sign in to receptionists.io and open Integrations from the left navigation.
- On the HubSpot card, click Connect. You'll be sent to HubSpot's authorization screen.
- Choose the HubSpot account to connect and review the requested permissions (listed in section 6 below — we only ask for what the integration uses).
- Click Connect app. You'll land back on the Integrations page with the HubSpot card showing Connected.
That's the whole installation — there is nothing to install inside HubSpot itself.
4. Configure
- Deal creation: in Integrations → HubSpot → Settings, choose whether qualified leads should automatically open a deal, and the minimum lead score that counts as qualified.
- Which agents sync: CRM logging is on for all agents by default; turn it off per agent in the agent's settings if some lines shouldn't write to HubSpot.
5. What happens on every call
- A caller reaches your AI receptionist.
- We look up the caller in HubSpot by phone number (or email, if they share one). Returning callers are recognised; new callers get a contact created with the details they provide.
- When the call ends, a call engagement (with outcome and duration) and a note (with the AI summary, lead category, score, and intent) are logged on the contact — usually within a few seconds.
- If the caller qualifies as an opportunity, a deal is created and associated with the contact, ready for your pipeline.
6. Data shared with HubSpot
| Object | Direction | Details |
|---|---|---|
| Contacts | Two-way sync | When a call comes in, we search HubSpot for a contact matching the caller's phone number or email. If none exists, we create one with the details the caller shared. |
| Calls & notes | Sync to HubSpot | After every call we log a call engagement (outcome, duration, direction) and a note with the AI summary, lead score, and intent — both associated with the contact. |
| Deals | Sync to HubSpot | When a caller is qualified as a sales opportunity, we create a deal and associate it with the contact. We never modify or delete existing deals. |
OAuth scopes we request, and why
crm.objects.contacts.read— Find the caller's existing contact record by phone or email.crm.objects.contacts.write— Create a contact for new callers, and log the call note and call engagement (HubSpot's engagement APIs use the contact scopes).crm.objects.deals.write— Create a deal when a caller qualifies as an opportunity.oauth— Standard OAuth connection management (required by HubSpot).
7. Uninstall
Click Disconnect on the HubSpot card in Integrations, or remove the app from Settings → Integrations → Connected apps inside HubSpot. Disconnecting stops all syncing immediately; data already written to HubSpot stays in your CRM.
8. Troubleshooting
- Calls aren't appearing in HubSpot: check the HubSpot card still shows Connected (tokens can be revoked from the HubSpot side), and that CRM logging is on for the agent that took the call.
- Duplicate contacts: we match on phone number first; if your existing contacts store numbers in a different format, normalise them in HubSpot or merge the duplicates once — future calls will match.
- No deals created: deal creation only fires for calls that reach your qualification threshold — lower it in the integration settings if you want more.
9. Support
Stuck? Email hello@receptionists.io or visit our support page. We reply within one business day.