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KaiCalls
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CRM Integration

Connect HubSpot with KaiCalls.

Send caller details and call summaries straight into your HubSpot CRM as contacts and activity notes.

Kai handing off a lead to HubSpot

1-Click OAuth

Authorization

Sign in to HubSpot and approve the KaiCalls app.

Contacts & Notes

Data created

Makes a contact record and adds a call note to their activity.

Auto-matching

Phone lookup

Matches repeat callers to their existing contact record.

Overview

What the HubSpot connection does.

Kai captures caller info and logs notes directly into your portal.

Creates new contacts

When someone calls your number, Kai gets their name, phone number, and address. If they are new, he creates a contact record in HubSpot.

Writes call notes

Kai summarizes the call. He saves the summary and transcript link to the contact activity feed.

Updates existing leads

If a customer calls again, Kai finds their phone number in HubSpot and adds a new note to their history without making a duplicate.

Assigns lead source

Kai tags new contacts with the lead source so your marketing reports stay clean.
HubSpot portal showing contacts and call summaries created by KaiCalls
Contacts and call notes created directly in your HubSpot portal.

Prerequisites

Before you connect.

1. HubSpot portal access

You must have super admin or app marketplace permissions in your HubSpot portal.

2. Free or paid plans

KaiCalls works with all HubSpot tiers, including free CRM, Starter, and Professional.

Setup

How to connect your HubSpot portal.

Link your account in under a minute.

  1. 1

    Open Connections in KaiCalls

    Go to Connections > HubSpot.
  2. 2

    Click Connect HubSpot

    You will see the secure HubSpot authorization window.
  3. 3

    Choose your account

    If you have multiple portals, select the right company and click Choose Account.
  4. 4

    Approve permissions and finish

    Click Connect App. You will be redirected back to KaiCalls with a green Connected badge.

Verification

How to prove it worked.

Test the connection with a quick call.

  • Place a test call to your KaiCalls number from a phone not saved in HubSpot.
  • Give a test name like "Peter Parker" and say you need an estimate.
  • Hang up and wait 30 seconds for Kai to write the call recap.
  • Open your HubSpot portal and click CRM > Contacts.
  • Confirm "Peter Parker" appears with the correct mobile number.
  • Open the contact record: Confirm the note shows the call summary and recap.

Troubleshooting

Fix common HubSpot issues.

Contacts not appearing

Confirm you connected the right HubSpot portal ID. If you manage multiple portals, check your portal selector.

Notes missing from timeline

In HubSpot, click Filter activity on the contact timeline. Ensure Notes and Call activities are checked.

Permission error during connect

You must have App Marketplace permissions in HubSpot to install third-party apps. Ask your account admin to connect it.

Session expired

Click Reconnect on the HubSpot card in KaiCalls to refresh your login token.

Leaving

How to disconnect HubSpot.

Click Disconnect on the HubSpot card in KaiCalls anytime. Kai will stop sending contacts and notes. Contacts and call history already in your HubSpot portal stay there.