Dial.ai - Voice Assistant With Vapi, GPT and HubSpot CRM
Rishad Al Islam
System Overview
What it is: Dial.ai built a voice assistant using Vapi, integrated with OpenAI’s GPT for natural language understanding and HubSpot for CRM management. The system answers inbound customer calls, provides instant responses and automatically logs qualified leads into HubSpot - reducing missed opportunities dramatically.
Core capabilities
- AI-powered voice assistant for inbound calls
- Natural language Q&A powered by GPT
- Lead qualification via conversational prompts
- Automatic contact creation and updates in HubSpot CRM
- Real-time transcription and sentiment analysis
- Notifications to sales reps for high-intent leads
- Call recording and analytics for performance tracking
- Escalation to live agents when needed
Business problems solved
- Reduce missed lead opportunities from unanswered calls
- Automate FAQs and qualification without human intervention
- Ensure all lead data is logged accurately into CRM
- Speed up sales response times
- Provide scalable support for high call volumes
If your team struggles with missed calls or lost leads, book a free consultation to see how Dial.ai can plug the gap.
Industries served
SaaS, B2B services, real estate, financial services, healthcare, eCommerce.
Actor Identification
Primary actor: Prospect or customer calling the business.
Secondary actors: Vapi voice agent, OpenAI GPT model, HubSpot CRM, sales representatives, notification system.
Actor Goals
Customer/Prospect: Get answers instantly and share lead details without waiting.
Sales Rep: Receive qualified leads directly in HubSpot with full context.
Voice Assistant: Understand queries, respond accurately, and push lead data into CRM.
CRM System: Maintain structured, updated lead records for sales follow-up.
Context and Preconditions
- Vapi voice assistant configured with GPT-powered dialogue flows
- HubSpot CRM connected via API for lead capture
- Lead qualification rules defined (budget, timeline, interest level)
- Notification system (Slack/email) integrated for high-value leads
- Compliance policies approved for call recording and data storage
Basic Flow (Successful Scenario)
- Customer calls into the business line.
- Vapi routes the call to GPT-powered assistant.
- Assistant answers initial questions (pricing, features, availability).
- During conversation, assistant qualifies lead with structured prompts.
- Qualified lead details are sent to HubSpot automatically.
- If lead meets high-intent criteria, sales rep is alerted in real time.
- Transcript and sentiment score are logged for reporting.
Outcome: Missed lead opportunities drop by 80%, responses are instant, and CRM stays updated with zero manual effort.
Imagine your business handling calls 24/7 with zero drop in quality - this is what the flow unlocks. Ready to test it in your own setup?
Alternate Flows
A1: Low confidence in response: If GPT confidence is low, assistant asks clarifying questions or transfers to agent.
A2: Duplicate lead: If HubSpot detects existing contact, record is updated instead of creating a duplicate.
A3: API timeout: If HubSpot or GPT is unavailable, Vapi queues the lead and retries later.
A4: Escalation request: If customer asks for a human, call is transferred to live agent with context.