Integration: HubSpot
AI phone assistant with HubSpot integration
With the HubSpot integration, the calls and chats a Neurobots AI employee handles end up in your CRM. Depending on setup, it creates or updates contacts or leads and passes on the contact details, the request, any booked appointment and a summary of the conversation. Your team keeps working in HubSpot as before, without sticky notes or typed-up callback requests.
Key facts
- Passes contact details, request, appointment and conversation summary to HubSpot
- Works for calls as well as WhatsApp, SMS, messenger, email and website chat
- Set up by a certified partner in about 14 days
- Data held by Neurobots on servers in Nuremberg, Germany; DPA available
Updated: October 2026
What happens on a call and what reaches HubSpot
A prospect has visited your website and calls instead of filling in a form. The assistant answers, responds to their questions using the knowledge you have provided, asks for name, phone number and email address and, if it fits, offers an appointment from your calendar. After the call, HubSpot receives:
- The contact details the caller gave
- Their request and the answers to your qualifying questions
- A booked appointment, if one was made
- A short summary of the conversation, as a new contact or lead or as an update to an existing record
Businesses that win customers mainly through their website, content and forms can easily lose track of phone enquiries, because these never show up in a form. With the integration, they sit in the CRM next to all other requests.
Typical use cases for teams using HubSpot
HubSpot is common among small and mid-sized businesses that win customers through their website, content and email marketing. This is where the AI employee helps:
Calls after a form or newsletter
Some prospects would rather pick up the phone after reading a newsletter or downloading a guide. The assistant takes these calls, and the conversation is recorded in HubSpot instead of on a sticky note.
Requests in the evening and at weekends
People who call or send a WhatsApp message outside office hours get an answer and, if they want, an appointment. The next morning the request is in HubSpot.
Pre-qualifying first calls
The assistant asks the questions your sales team needs before a first meeting, such as need, company size or timeframe. The answers are in the summary.
Small team, many channels
When two or three people look after phone, chat and inbox on the side, the assistant collects requests from every channel in one place: HubSpot.
Setup in about 14 days
A certified partner sets up the HubSpot connection as part of the implementation, which takes about 14 days in total. You provide access to HubSpot and your rules for how different requests are handled.
Agree on the workflow
In the initial call you agree with the partner which calls and messages the assistant handles, which details it asks for and when a person takes over.
Provide access to HubSpot
You give the partner access to HubSpot, for example an API key. The exact form of access depends on your system.
Connect and add knowledge
The partner connects HubSpot and your calendar to the AI employee and adds your services, frequent questions and your rules for appointments and call forwarding.
Test and go live
Before launch you call in yourself, send test messages and check the entries in HubSpot. Answers and workflows can still be adjusted after launch.
Data protection
Neurobots processes the conversations on servers in Nuremberg, Germany. Once data has been passed to HubSpot, its processing there is governed by your contract with HubSpot, including any data processing agreement you have in place with HubSpot.
- Processing under the GDPR, storage on servers in Nuremberg, Germany
- Data processing agreement (DPA) with Neurobots available
- Established language models act as data processors; conversation threads are not stored by the model providers
- Encrypted connections over HTTPS, multi-factor authentication (MFA) and role-based access control
More on the security and data protection page.
Phone, WhatsApp and pricing
Besides calls, the AI employee answers messages on WhatsApp, SMS, messenger, email and your website chat, and those requests go to HubSpot as well. What the assistant does on the phone is described on the AI phone assistant page; the plans are on the pricing page.
Frequently asked questions about the HubSpot integration
What data does the assistant pass to HubSpot?
The caller's or sender's contact details, their request, any booked appointment and a summary of the conversation. Depending on setup, the assistant creates a new contact or lead or updates an existing record.
Do I need a particular HubSpot plan?
For the connection, the partner needs access to your HubSpot account, for example an API key. Whether your account meets all the requirements is checked by the partner in the initial call.
Do WhatsApp messages and website chats reach HubSpot too?
Yes. The AI employee passes requests from all connected channels to HubSpot: phone, WhatsApp, SMS, messenger, email and website chat.
Who sets up the HubSpot integration?
A certified Neurobots partner, as part of the implementation in about 14 days. You provide access to HubSpot and check with test calls before launch what the entries look like.
What if the assistant cannot answer a question?
It records the request and hands it to your team, either as a forwarded call or as a callback request, depending on your rules. The summary is in HubSpot, so nobody has to ask the caller everything again.
Other integrations
Pipedrive
For small sales teams with a pipeline: requests reach Pipedrive even when everyone is out with customers.
Salesforce
For larger sales teams: first qualification by phone, handed over as a contact or lead in Salesforce.
SAP
For mid-sized companies on SAP: calls and messages handed over to your SAP CRM or SAP systems.
Microsoft Dynamics
For companies built on Microsoft software: sales and service requests as contacts or leads in Dynamics.
HubSpot is a trademark of HubSpot, Inc. It is named only to describe the technical connection.
See the HubSpot integration in a demo
Show us how your team works with HubSpot. We'll go through which requests the AI employee can take on and what the handover to the CRM should look like.