Does it log outbound calls or just incoming ones?

Both. Calls made by clicking a number in HubSpot log the same way calls received do, so the record shows the whole conversation history rather than half of it.

Do we have to change our phone system to connect it to HubSpot?

Not necessarily. It depends what you are running now, which is the first thing we check. If your current system can do it, we will say so, and if it cannot, we will tell you what would need to change before you commit to anything.

Will our HubSpot contacts appear on the phones?

Depending on how the connection is built, the directory can sync between the two, so a number saved in HubSpot shows a name when it rings. Whether that runs one way or both is part of what we confirm for your setup.

Can call recordings be attached to the contact?

Where recording is switched on, links to recordings can sit against the logged call. Whether to record at all is a decision to make with your own adviser rather than with us, and the system will be set to match whatever you decide.

We use a different CRM. Is that a problem?

Probably not. HubSpot is one of a number of systems this class of integration covers. Tell us what you run and we will check what your combination supports rather than guessing.

HubSpot phone integration for Australian businesses

Step 1A customer ringsYour published number, dialled the same way it always was.
Step 2The phone system sees the numberIt reads the incoming caller ID before anybody has picked up.
Step 3Your records are searchedThe number goes to your customer software, which looks for a match.
Step 4The record opens on screenWhoever answers can see who it is, and what is already in play.
Step 5The call writes itself downTime, direction and duration land on the record without anybody typing.

What a phone system and your customer records do between them, where the connection supports it. The whole sequence happens while the phone is still ringing.

HubSpot holds your contacts, your deals and your follow ups. Your phone system holds the actual conversations. Run separately, the two drift apart: calls happen that HubSpot never hears about, and the record you rely on stops being the whole story.

Connecting them closes that gap. This page covers what the integration actually does, what it looks like on an ordinary day, and what to check before anyone orders anything. We install and support the phone system side.

What the person answering sees when the number matches a record in HubSpot.

What the integration actually does

When a call comes in, the caller’s HubSpot record opens on screen. Name, company, and what is already in play, before you have answered.
Calls are logged against the contact automatically, inbound and outbound, without anybody typing them up.
Click a phone number in HubSpot and your phone dials it. No reading numbers off a screen into a handset.
Notes go on the record while the call is still fresh, and where call recording is switched on, links to the recording can sit with them.
Depending on how the connection is built, the contact directory can sync between the two, so a number saved in one shows a name in the other.

The problem it solves is follow up

Most businesses do not have a calling problem. They have a logging problem. The call happens, the promise is made, and then the phone rings again before anyone writes it down. By Friday the pipeline says one thing and the week actually went another way.

Logging calls by hand is the first habit that collapses on a busy day, and it collapses quietly. An integration takes that job away from willpower. Every call is on the record because the system put it there, and the follow up task can be created while the conversation is still on the screen.

There is more on why the phone to CRM link earns its keep in how VoIP integrates with CRM and why it matters for sales teams.

What it looks like on an ordinary day

A customer rings about a quote. Their record opens as the phone rings, so whoever answers can see the company, the open deal and the last conversation before saying hello. Nobody asks the customer to explain who they are to a business they have been talking to for a month.

After the call, the duration and direction are already logged. The notes take thirty seconds because the record is already open. Ringing them back on Thursday is a click on the record, and that call logs itself too.

How it connects, and what to check first

HubSpot is one of the CRMs that Yeastar names among its integrations, which is one of the reasons we install that system. But supported lists change over time, and what your setup can do depends on the system, the plan it is licensed on and how your HubSpot account is arranged. So we check your exact combination and tell you what it will and will not do before you commit to anything.

If your software is Cliniko, that is its own page, and using Microsoft Teams as the office phone is a different shape again.

Recordings, and what sits on the record

Attaching recordings to customer records is genuinely useful, and it is also the point where the recording question stops being technical. Whether to record at all, and what you may keep afterwards, is a question for your own adviser rather than for us. Once you have decided, the system is set to match: recording off, on for some extensions only, or announced at the start of the call.

What it costs

There is no price list for this, because the cost follows the phone system rather than the software: how many people are on it, and how much the connection has to carry. The shape of a phone system bill generally is set out on what a VoIP system actually costs.

Before you ask us about it

The useful first conversation is a short one. Tell us roughly how many people make and take the calls that should be landing in HubSpot, what your phones run on today if you know it, and who looks after them, so we can talk to that person about the technical side.

We are not HubSpot, and we are not one of their partners, resellers or authorised agents. We do the phone side, and if the honest answer is that your current setup cannot do this well, we will say so before you spend anything.

Call 1300 865 879, or send us the details and we will come back to you.

Common questions

Does it log outbound calls or just incoming ones?: Both. Calls made by clicking a number in HubSpot log the same way calls received do, so the record shows the whole conversation history rather than half of it.
Do we have to change our phone system to connect it to HubSpot?: Not necessarily. It depends what you are running now, which is the first thing we check. If your current system can do it, we will say so, and if it cannot, we will tell you what would need to change before you commit to anything.
Will our HubSpot contacts appear on the phones?: Depending on how the connection is built, the directory can sync between the two, so a number saved in HubSpot shows a name when it rings. Whether that runs one way or both is part of what we confirm for your setup.
Can call recordings be attached to the contact?: Where recording is switched on, links to recordings can sit against the logged call. Whether to record at all is a decision to make with your own adviser rather than with us, and the system will be set to match whatever you decide.
We use a different CRM. Is that a problem?: Probably not. HubSpot is one of a number of systems this class of integration covers. Tell us what you run and we will check what your combination supports rather than guessing.