Voice Based Lead Capture with Vapi and HubSpot to Qualify and Store Leads Automatically

System Overview

What it is: An AI-powered voice lead capture system built with Vapi, integrated with HubSpot CRM. The voice agent qualifies prospects through natural conversation, collects their details and stores them directly in HubSpot - eliminating the need for manual data entry.

Core capabilities

• AI voice agent for lead qualification via phone or web widget
• Automatic contact creation and updates in HubSpot CRM
• Customizable qualification questions (budget, timeline, interest level)
• Real-time transcription and sentiment analysis of calls
• Automated lead scoring and tagging in HubSpot
• Slack/email notifications to sales reps for hot leads
• Recording and analytics dashboard for call insights

Business problems solved

• Eliminate manual entry of leads into CRM
• Capture leads 24/7 via AI voice assistant
• Qualify leads in real time with consistent criteria
• Reduce response time for high-value prospects
• Provide sales teams with clean, structured lead data

If you’re facing any of these challenges, this solution can be tailored to you - Get a free consultation

Industries served

SaaS, B2B services, real estate, financial services, eCommerce, consulting firms.

Actor Identification

Primary actor: Prospect engaging with the AI voice assistant via phone or web voice interface.

Secondary actors: Vapi voice agent, HubSpot CRM, sales representatives, Slack/email notification system.

Actor Goals

• Prospect: Share information quickly and easily, without filling forms.
• Sales Rep: Get qualified leads with context delivered instantly in HubSpot.
• Voice Agent: Capture lead details accurately, apply scoring, and store them in CRM.
• CRM System: Maintain structured lead records and enable automated workflows.

Context and Preconditions

• Vapi voice assistant configured with lead qualification dialogue flow
• HubSpot CRM connected via API for contact creation and updates
• Lead scoring rules defined in HubSpot properties
• Slack/email notification channel set up for priority leads
• Compliance approvals in place for call recording and data storage

We help with the entire setup from API integration to compliance - so your team can start using it right away.

Basic Flow (Successful Scenario)

• Prospect calls or engages with the Vapi-powered voice agent.
• Voice agent asks qualification questions (e.g., “What’s your budget and timeline?”).
• Prospect provides responses; Vapi transcribes and validates inputs.
• Vapi sends structured lead data to HubSpot via API.
• HubSpot logs new lead, applies scoring and assigns owner.
• If lead is high-value, Slack/email notification is sent to the assigned rep instantly.
• Sales rep follows up with context-rich lead data.

Outcome: Leads are qualified and stored in HubSpot automatically, eliminating manual entry and improving response speed.

Alternate Flows

A1: Incomplete answers: If prospect skips key questions, voice agent prompts again or marks fields as pending in HubSpot.

A2: Duplicate contact: If HubSpot detects an existing record, lead data is merged/updated instead of creating duplicate.

A3: System downtime: If HubSpot API is unavailable, Vapi queues the lead and retries once the system is back online.

A4: Escalation request: If the prospect requests a live person, Vapi transfers the call to a sales rep with captured context.

Let’s make your lead management 10x faster. Book a call with us today and see the system in action.