HubSpot Teams Handled Inbound Calls Faster With a Vapi Voice Assistant

Client Overview

The client is a B2B sales team using HubSpot as their primary CRM. Their inbound call volume grew steadily, and the team needed a faster way to qualify leads, schedule meetings, and log interactions without manual effort.

Challenges

As inbound calls increased, the team struggled with key operational issues:

• Missed calls during peak hours
• Manual note-taking that slowed down follow-ups
• Delayed updates inside HubSpot after each conversation
• Repetition of the same qualification questions across all calls

Solution

The team deployed a Vapi powered voice assistant fully integrated with HubSpot. The system allowed:

• Automated lead qualification based on company, need, and timeline
• Real-time call summaries pushed directly into HubSpot
• Automatic creation of contacts, deals, and follow-up tasks
• Instant meeting scheduling when prospects were ready
• Call transcripts and sentiment analysis for every inbound call

Business Impact

The voice assistant delivered strong, measurable improvements:

• Faster response to inbound calls at any hour
• Higher lead capture rate through automated qualification
• No manual CRM updates required after calls
• Clear visibility on call intent and next steps for the sales team

Client Testimonials

“The voice assistant captures every detail and updates HubSpot instantly. Our reps spend more time closing instead of logging calls.”
- Sales Operations Manager

“We no longer miss inbound calls. Meeting scheduling happens automatically, and our pipeline moves faster now.”

- Head of Growth

Ready to connect a voice assistant to HubSpot?

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