Introduction
Integrating a VOIP system with HubSpot can take your sales and customer service operations to the next level, enhancing communication and automating workflows. Whether you’re looking to track calls, log activities automatically, or improve team collaboration, a VOIP integration ensures everything is streamlined within HubSpot.
This guide will walk you through the process of setting up VOIP with HubSpot, highlighting key features, benefits, and tips to help you make the most of this powerful integration.
Key Challenges Businesses Face Without HubSpot-VOIP Integration
Delayed Customer Response
Without a VOIP integration, businesses often struggle to quickly connect with leads or respond to customer inquiries, leading to missed opportunities and slower response times.
Fragmented Communication
Switching between multiple softwares for calls, messages, and CRM management can be cumbersome, causing delays and disrupting communication flow across teams.
Data Discrepancies
Inconsistent call logging and manual data entry can result in incomplete or inaccurate customer records, making it harder to maintain a clear understanding of customer interactions.
Inefficient Workflows
Without automation, repetitive tasks like follow-ups and call tracking can eat up valuable time, preventing sales and support teams from focusing on higher-value activities.
Limited Visibility
A lack of real-time insights into call history, lifecycle stages, or deal status means businesses miss out on key information needed to make informed decisions and track performance effectively.
Benefits of VOIP Integration with HubSpot
- Click to call: No need to toggle between Salesforce and a VOIP software. Click to call any contact / lead from Salesforce and log details in the contact record for better context
- Call Pop / Caller ID: easily identify if its a lead / contact / customer calling for a more personalized experience
- Setup automations: Run automations based on various call tags. E.g. automatically send a text / email to anyone with a particular call tag / call status and so on. (please add more examples here)
- Sync all your contacts to your VOIP phone: Sync contacts from Salesforce to your VOIP to easily search and make calls on the go
- Call Routing: Automatically route incoming calls to the right sales or support agent based on criteria like location, language, or account status.
- Call Transfers: Transfer calls internally to other agents or departments without disrupting the customer’s experience.
- Call Recording: Record all calls automatically and store them in Salesforce under the relevant contact/lead record.
- Call Transcript: Automatically transcribe call conversations and log them in Salesforce for easy search and reference.
- Voicemails: Quickly drop pre-recorded voicemail messages when a call goes unanswered, saving time for your team.
- Call Scheduling And Reminders: Schedule calls directly from Salesforce and get reminders to follow up. Sync with calendars to avoid missed calls or scheduling conflicts.
- Click-to-SMS: Initiate SMS conversations directly from Salesforce and log the messages for complete communication tracking.
- Call Tags and Dispositions: Create custom tags for calls (e.g., “Interested,” “Follow Up Required,” “Not Interested”) to categorize and segment leads effectively.
- Notes And Feedback: Agents can take notes during a call, which automatically syncs with Salesforce.
- Team Collaboration Features: Leverage conference calling with internal teams while keeping all details logged in Salesforce. Use team messaging, message reactions, or tags to signal the next action to team members directly in call logs.
- Metrics/Reporting: Track the productivity of your team: number of calls made / number of calls to a contact / number of follow ups etc (please add more)
How VOIP Integration with HubSpot Helps?
Faster Lead Response
VOIP integration automates call and SMS workflows, ensuring immediate engagement with leads and customers for faster response times.
Centralized Communication
With VOIP, you can make and receive calls, send texts, and manage workflows all within HubSpot, eliminating the need to switch between multiple softwares.
Accurate Record-Keeping
All call details, recordings, and transcriptions are automatically logged in HubSpot, ensuring that customer interactions are accurately recorded and easy to reference.
Enhanced Productivity
AI-driven call routing, power dialers, and dynamic lists streamline communication, helping teams reach more leads and close deals faster.
Comprehensive Reporting
Gain access to detailed call analytics, including call count, talk time, and engagement metrics, providing valuable insights to improve decision-making and optimize sales strategies.
Features of an Ideal VOIP Solution for HubSpot
Native Integration
The VOIP system should integrate directly with HubSpot, allowing seamless operation within the CRM without the need for external software or complex setups.
Workflow Automation
Automate key actions like SMS or calls based on lead activity or lifecycle stage, ensuring timely engagement without manual intervention.
Power Dialer for Scaling
A power dialer helps businesses handle high volumes of outbound calls efficiently, enabling sales teams to reach more leads in less time.
AI-Driven Call Routing
AI-powered routing directs calls to the best available agent based on contact data and engagement history, ensuring a personalized and effective customer experience.
Unified Data Management
Sync all call metrics, lead statuses, and lifecycle stages back into HubSpot, ensuring accurate and up-to-date customer records.
Campaign Support
The VOIP solution should allow businesses to execute bulk SMS campaigns while maintaining compliance with industry regulations and best practices.
Drawbacks of HubSpot’s Native VOIP Software
Limited Flexibility for Advanced Workflows and Call Routing
HubSpot’s native VOIP software doesn’t offer the flexibility needed for more complex workflows. For instance, dynamic call routing, which adjusts based on factors like lead status or agent availability, is not supported. This can hinder efficiency, especially for businesses with intricate sales processes or high call volumes.
Minimal Customization for Scaling Needs
As businesses grow, their communication needs often become more sophisticated. HubSpot’s native VOIP lacks customization options to support this scaling, such as multi-line support, custom call handling, or specific routing rules tailored to business requirements.
Basic SMS Features
The native SMS functionality is quite limited, lacking bulk campaign support or drip messaging features. For businesses that rely on automated messaging or large-scale campaigns, this becomes a significant drawback, often requiring third-party software to fill the gap.
Higher Costs for Basic Features
While HubSpot offers native VOIP integration, it comes at a higher cost compared to third-party alternatives that offer a broader set of features like advanced analytics, AI routing, and more robust automation—all at a more competitive price.
Limited Reporting and Analytics
Reporting within HubSpot’s native VOIP is basic, focusing primarily on call logs and simple metrics. For businesses seeking in-depth analysis of call outcomes, text performance, or detailed engagement metrics, the native solution lacks the reporting depth needed to fully optimize communication strategies.
Why Emitrr is the Best VOIP Phone for HubSpot?
Emitrr works perfectly with HubSpot, making it a great choice for businesses that want to make communication simple and boost productivity. With smart features and easy-to-use dashboard, Emitrr helps your team save time and keeps your customers happy.
Here’s what makes Emitrr stand out:
- Stay Connected Anywhere: Use Emitrr’s cloud phone system on your desktop or app. Make and take calls from anywhere—no need to be tied to a desk.
- Easy Team Communication: Quickly reach your teammates with direct dial extensions, keeping everyone in sync.
- Smart Call Handling: Impress your customers with advanced features like call routing, call queues, extensions, and easy call transfers.
- Record and Improve: Record calls, take notes, and track call quality to make sure your service keeps getting better.
- More Than Just Calls: Combine phone calls with texting, group chats, web chat, and automation to manage all your customer communication in one place.
- Never Miss a Call: If you miss a call, Emitrr automatically sends a text to the customer so you don’t lose touch.
- Texting Made Easy: Customers can reply to your marketing texts, and their responses go straight to your inbox so you can follow up right away.
- Track Call Performance: See reports for incoming, outgoing, and missed calls by day, week, or month to keep track of how you’re doing.
- See Team Stats: Check metrics like total answered calls and average call duration to understand and improve your team’s performance.
Emitrr saves time, improves team productivity, and helps you get more leads with its simple, smart features. If you’re a hubSpot user, Emitrr is the perfect choice to take your customer communication to the next level.
Key Features of Emitrr VOIP for HubSpot
- Call forwarding: Redirect an incoming call to another extension or device.
- Users & extensions: Add, remove, assign, or edit extensions and determine the call-forwarding behavior of different users.
- Call recording: Record phone calls for quality check and adherence purposes.
- Toll-free numbers: Let your customers call you for free.
- Call disposition: Label calls and add tags as per the call’s outcome.
- Call pop feature: Access call history and information of the caller during a live call to offer a customized experience.
- IVR menu customization: Create your custom IVR menu with options to delete, edit, etc., as per your business needs.
- Missed call text: Send automated text SMS to callers whose calls go unanswered.
- Mobile & Desktop app: Access your small business phone system on your desktop, mobile, laptop, etc., for greater flexibility.
- Multi-location management: Manage and track the performance of your small business operations across multiple locations.
- Simultaneous & sequential calls: Determine if the calls should go to your team in a sequence or simultaneously.
- CRM integration: Integrate with your existing CRM software to access caller information faster.
- Set maximum caller wait time in queue: Set the maximum time callers need to wait for an available member.
- AI feature: Emitrr is also currently building AI features that will come in handy in improving call communication.
- Voicemail to text: Convert voice calls into text to save time.
Other communication features
- Two way texting
- Group texting
- Inbox management
- Message transfer and more
What Makes Emitrr Stand Out?
Seamless Communication: Emitrr integrates directly with HubSpot, allowing you to call, text, and manage workflows all in one place without leaving the CRM. This streamlined approach enhances team efficiency and reduces time spent toggling between different softwares.
Enhanced Collaboration: During live calls, team members can access key information like caller details, tickets, deals, and lifecycle stages—ensuring they’re always equipped with the context needed to provide personalized and effective customer service.
AI-Powered Contact Center: Emitrr offers an intelligent contact center solution with features like IVR (Interactive Voice Response), call routing, power dialing, and workflow integrations. These features optimize operations and ensure a smooth, high-performing communication experience.
Accurate Reporting: With Emitrr, detailed metrics like call count, talk time, and engagement are automatically synced into HubSpot. This provides actionable insights that help refine sales strategies and improve team performance.
Fully Scalable Solution: Whether you’re handling 50 or 500+ calls per day, Emitrr scales with your business. Power dialing and dynamic list building ensure your sales team can efficiently manage high volumes of calls without compromising quality.
Compliance-Centric Design: Emitrr ensures that your SMS campaigns are fully compliant with regulations like 10DLC, so you can confidently engage with customers while adhering to legal requirements.
Advanced Workflow Automation: You can initiate calls or texts based on HubSpot workflow triggers, enhancing automation and responsiveness. Advanced call data, like the last call time and engagement levels, is mapped directly into HubSpot fields for better tracking and follow-up.
Omnichannel Communication: Emitrr supports mobile, desktop, and click-to-call apps, enabling your team members to engage with customers seamlessly across all devices, improving collaboration and communication consistency.
Step-by-Step Guide to Integrating Emitrr with HubSpot
- Navigate to Settings > Go to Integrations
- Select Location on the top left under “All Locations” drop down
- Click on Connect in the HubSpot Integration Card
- Login to HubSpot
- Choose the Hubspot Account
- Authorize the Emtirr Application after reviewing permissions
- Wait for the connection
- Go to HubSpot Integration
- Click on the Settings
- Click on Pull All Contacts from Hubspot To Emitrr Button
- You are all set with the contact sync. You can start making calls and sending texts using Emitrr HubSpot Integration.
Frequently Asked Questions
Yes, HubSpot allows you to make phone calls directly through its platform using integrated VOIP systems or its native calling feature. But it has limited capabilities for VOIP. You can use third-party VOIP integrations like Emitrr to use extensive VOIP features.
A CRM VOIP system integrates voice communication with a CRM platform, enabling features like call logging, tracking, and automation for streamlined customer interactions.
Yes, HubSpot offers a built-in dialer for making and managing calls directly within the CRM. But it has a lot of limitations. You can use third-party VOIP integrations like Emitrr to use VOIP.
HubSpot’s native calling doesn’t include IVR, but third-party integrations like Emitrr can add this functionality.
Yes, HubSpot provides a dial pad for making calls directly from the CRM. But you can use Emitrr VOIP system for extensive VOIP calling features.
HubSpot’s native calling doesn’t support call transfers, but third-party integrations like Emitrr offer advanced features that can enable this capability.
Conclusion
Integrating a robust VOIP solution with HubSpot can transform how your business communicates and manages customer relationships. By streamlining workflows, enhancing call management, and providing actionable insights, VOIP integration ensures your team stays efficient and customer-focused.
Whether you’re looking for seamless communication, advanced call tracking, or workflow automation, choosing the right VOIP solution tailored to your needs will help you unlock HubSpot’s full potential. With Emitrr or other integrations, you can take your sales and customer service to the next level.
Ready to elevate your HubSpot experience? Book a Demo Today and Experience Emitrr’s VOIP Solution in Action!
Leave a Reply