Vapi With HubSpot Voice Assistant for Lead Capture and Follow-Up

Rishad Al Islam

•6 min read
a monitor with telephone

System Overview

What it is: A Vapi-powered voice assistant integrated with HubSpot that answers inbound calls, qualifies prospects, books meetings, and logs every interaction (transcript, sentiment, intent) directly into HubSpot. It routes hot leads to reps in real time and emails call summaries automatically.

Core capabilities

  • Voice IVR and natural conversation with Vapi
  • Lead capture and qualification (company, need, budget, timeline)
  • Instant HubSpot contact/deal creation and field updates
  • Meeting scheduling via HubSpot Meetings or Google Calendar
  • Call recording, live transcript, and sentiment tagging
  • Slack/Email alerts to owners for hot leads or missed calls
  • Compliance controls (consent prompts, retention windows)

Business problems solved

  • Missed or unlogged inbound calls from prospects
  • Slow manual note-taking and CRM updates
  • Unqualified meetings clogging calendars
  • Poor visibility on call outcomes and next steps
  • Inconsistent handoffs between support, SDRs, and AEs

If these gaps cost you pipeline, a voice assistant can fix them - let’s explore how.

Industries served

SaaS, B2B services, eCommerce, real estate, financial services, healthcare front desks.

Actor Identification

Primary actor: Prospect calling your published support/sales number.
Secondary actors: Vapi voice assistant, HubSpot CRM (Contacts/Deals/Meetings), Slack/Email notifications, live agent queue.

Actor Goals

  • Prospect: Get fast answers, book a meeting, or request pricing without waiting.
  • Sales/SDR: Receive qualified leads with transcripts and next steps already in HubSpot.
  • Voice Assistant: Understand intent, authenticate, qualify, and schedule or route.
  • HubSpot: Stay accurate with contacts, deals, activities, and tasks auto-logged.

Context and Preconditions

  • Vapi number configured (SIP/PSTN) with branded greeting and intents
  • HubSpot OAuth connected; objects/fields mapped (Contact, Company, Deal, Activities)
  • Meeting links/templates set (HubSpot Meetings or Calendar)
  • Consent and recording policy approved by compliance
  • Slack/Email channels set for alerts and summaries

Already on HubSpot? We’ll add Vapi on top - let’s configure the fields and intents that matter.

Basic Flow (Successful Scenario)

  • Prospect calls your number; Vapi greeting plays.
  • Assistant identifies intent (demo, pricing, support) and collects key fields (name, email, company).
  • Vapi creates/updates the Contact and optionally a Deal in HubSpot; logs the call with transcript and sentiment.
  • If qualified, Vapi offers available time slots and schedules via HubSpot Meetings; confirmation email is sent.
  • Slack alert posts to the owner with a one-line summary and link to the HubSpot record.

Outcome: Every call turns into structured CRM data with clear next steps - no missed leads, no manual logging.

Alternate Flows

A1: Low ASR confidence: Assistant asks to repeat or switches to keypad entry; partial data still logs to HubSpot.
A2: After-hours or no availability: Assistant offers voicemail with transcript-to-HubSpot or schedules the next open slot.
A3: Backend/API timeout: Assistant apologizes, captures details, and creates a HubSpot task for manual follow-up.
A4: Human escalation: Caller asks for a person; Vapi transfers and attaches the live transcript to the HubSpot activity.

Ready to turn inbound calls into booked meetings and clean CRM records? Book a free strategy session and we’ll design your voice-to-HubSpot workflow today.