Set up HubSpot
ReasonVoice puts a phone inside HubSpot. Call a contact from their record, and the call comes back to the same record — with its length, who it was with, and a short summary of what was said. AI voice agents can answer your number when nobody can, and file what they learn as contacts and deals.
Setting it up takes about five minutes.
Setting it up
- 1
Create your ReasonVoice account
ReasonVoice needs an account of its own because the calling happens on our side: a phone number, the agents that answer it, and the people on your team who can use it. Start a free trial at reasonvoice.ai — no card needed.
- 2
Get a phone number
In Channels → Phone, pick a new number or port the one you already advertise. You can also bring your own carrier if you have one. Calls can be placed and received as soon as a number is on the account.
- 3
Connect HubSpot
Go to Integrations → CRM and choose Connect HubSpot. HubSpot asks you to approve the connection for your portal; you must be a HubSpot user who can install apps. You land back on the CRM page with the portal name, its live contact and deal counts, and the call-logging settings.
- 4
Choose what gets logged
On the connected HubSpot card, three switches control what reaches your CRM. Log calls to HubSpot writes each call to the caller’s contact timeline. Include AI summary adds a short account of what the call was about. Include full transcript is off by default and should stay off if your calls may carry health information.
- 5
Make a test call
Open any contact in HubSpot and call them with the ReasonVoice dialer, or call your ReasonVoice number from your own phone. When the call ends, refresh the contact record: the call appears on the timeline with its direction, duration and summary.
- 6
Bring your team in
Teammates in the same HubSpot portal can sign in with HubSpot instead of creating a password. Their first sign-in records a seat request; approve it in Team → Seats and they can call from HubSpot on your numbers, with their own line.
What we read and write
ReasonVoice never deletes anything in HubSpot.
| Data | Direction | What we do with it |
|---|---|---|
| Contacts | Both ways | We read contacts to match an incoming number to a person and to fill the dialer. We create a contact when a caller is not in HubSpot yet, and update one when a call captures something new. |
| Deals | Both ways | We read deals to show your pipeline inside ReasonVoice, and create a deal when a conversation qualifies as one. |
| Calls | To HubSpot | Each finished call is written to the contact timeline with direction, duration and — if enabled — an AI summary or transcript. |
| Contact properties | From HubSpot | We read your property schema so an agent can fill your own fields rather than only the default ones. |
| Users | From HubSpot | With your permission we read the portal’s users, so teammates can sign in with HubSpot and be given a calling seat. |
Call recordings stay in ReasonVoice and are never sent to HubSpot. Transcripts are off until you turn them on. See the privacy policy and data processing agreement.
If something is not working
The connection says HubSpot refused the stored credentials
HubSpot’s authorization for the app was withdrawn — usually the app was uninstalled and reinstalled in the portal, or the connection was re-approved elsewhere. Press Reconnect on the HubSpot card. Your settings and the calls already logged are kept.
Calls are not appearing on the timeline
Check that Log calls to HubSpot is on, and that the caller’s number matches a contact — we match on the number, ignoring formatting and country code. Calls that nobody answered are logged too, so an empty timeline points at the switch rather than the call.
A teammate cannot sign in with HubSpot
Seats are approved by the account owner. The first sign-in records a request; until it is approved, the teammate sees a message rather than the dialer. Approve it in Team → Seats.
I want to disconnect
Use Delete on the HubSpot card in ReasonVoice, or uninstall ReasonVoice from your HubSpot account. Either one revokes our access immediately. Calls already on your timeline stay where they are — we never delete HubSpot records.
Still stuck?
Write to support@reasonvoice.ai with your HubSpot portal ID and roughly when the call happened, and we will look it up. Or start from our support page.