Getting the most out of HubSpot with Zadarma for sales and support

• Why do businesses need telephony integrated with CRM?
• How to make calls from HubSpot in one click?
• How does call analytics improve team performance?
• How does AI call transcription simplify data management?
• How to automate messaging in HubSpot?
• Are video calls really worth it for building trust?
• Real life use cases of CRM and PBX integration
• Final thoughts on Zadarma + HubSpot integration
• FAQ: How to integrate Zadarma with HubSpot and make calls?

Why do businesses need telephony integration with CRM?

Phone communication is a vital part of growing any company. From small businesses just getting started to rapidly expanding enterprise companies, high-quality phone systems and a great customer experience are essential to stand out against the competition. And investing in the technology that helps your customer care and sales teams do their best work is key to delivering that service.

By combining Zadarma telephony with HubSpot CRM, businesses can enhance efficiency, track performance, and automate the work processes to improve the customer experience.

Zadarma is a digital telephony provider — that enables you to set up a business phone system without heavy hardware and wiring expenses. You can create a free cloud PBX online and integrate it with HubSpot in a couple of minutes. Used by over 2 million people worldwide, Zadarma proves its reliability and adaptability to all types of use cases. Zadarma VoIP integration for HubSpot offers calling directly from CRM, recordings transfer, SMS automation, AI speech analytics and more.

HubSpot is a powerful Customer Relationship Management (CRM) system that’s incredibly easy to use. HubSpot helps businesses, companies, and organizations reach more customers and keep them engaged. It can help with sales and marketing, customer service, website and content management. With powerful analytics offered in HubSpot, you can see how customers and prospects interact with your company, what’s working, and what isn’t.

By using Zadarma cloud PBX with HubSpot, you can create a much more efficient system for all your client-facing teams. Saving all information in one place and generating searchable transcripts for every customer call — you make the workflow easier for the employees. Spend less time searching for information from months or years prior, and ensure frictionless communication.

Here’s how a Zadarma calling solution increases productivity of your team and makes communication better than ever.

How to make calls from HubSpot in one click?

Making calls is time-consuming enough as it is — finding a customer’s information, dialing, hoping they answer, leaving a message, logging the call, and following up via email.

But with the Zadarma VoIP solution for HubSpot, sales and customer care associates can call customers in one click, straight from HubSpot. They should just press the Call button in the contact's card and enter the integration key once to start calling. Having all the necessary tools and information about a client available in one system simplifies the work of call center agents, automating their routine.

HubSpot interface remains active during calls, allowing you to access all info saved in the CRM. This makes for a better experience for the client — no more needing to recite their entire history with the company to get the associate they’re speaking to up to speed. This client-first approach increases brand loyalty and conversion rates.

And after the call, a ticket will be automatically created in HubSpot — with the call recording attached.

How does call analytics improve team performance?

When the company is actively growing, it’s important to keep tabs on what processes are working and which need some improvement, and the same goes for new staff. It takes time to understand the ins and outs of your product, so many teams go through sales or customer care bootcamps when they’re first hired. To ensure your workers are performing as well as you’d hoped, it’s essential to keep an eye on their overall progress as they ramp up.

Zadarma can collect and present call statistics and recordings and provide analytics and feedback; this feature allows managers to evaluate agent performance both quantitatively and qualitatively. Listening to call recordings is also an efficient way to deal with training, to monitor progress and improvement.

This feature can also help with conflict resolution and difficult customers — by integrating with HubSpot, a support agent can see the complete history of a customer as they’re calling, helping them to provide the best advice and care possible. And having a procedure in place for when a customer simply can’t be helped is critical, and consulting Zadarma’s call recordings can be an integral part of the process to find out where things might have gone wrong.

How does AI call transcription simplify data management?

When there’s a problem to be fixed, it’s critical to have every piece of the puzzle in place before offering solutions. Zadarma helps with it, offering AI transcription and analytics of calls. If speech recognition is enabled in the integration settings, a transcript will be added to the tab Call. It is also useful when you need to revise the information quickly, without listening to dozens of recordings.

If the word “disappointed” is coming up regularly in calls, there may be some work to be done with the products or the communication approach. And if “great service” is popping up more and more, it’s a sign that your company is doing something right.

How to automate messaging in HubSpot?

Zadarma is an integral communication solution, allowing you to reach the clients via different channels. Now, we offer HubSpot SMS integration, allowing to send and receive SMS straight in the CRM interface. It is a well-known communication channel that can help you reach almost everyone. Answering calls requires real-time presence and attention from a customer, while SMS can be read anytime without distracting from other matters.

Send quick updates, confirmations, follow-ups via messages and read texts from clients. All of them are saved in the message history and accessible to all team members in HubSpot.

Are video calls really worth it for building trust?

The best way to build a strong connection and sell the product is to meet face-to-face with a client. A quick meeting may replace a bunch of emails and calls. You can present the product, show a demo, clear all doubts in just one conference. Zadarma offers a free video conference tool, which is now accessible from HubSpot. Sync your calendar with HubSpot, choose a meeting date and select Zadarma as a meeting location. A link will appear in the meeting description, and will be sent to all participants after clicking "Save".

Real life use cases of CRM and PBX integration

1. Sales team in SaaS company

Problem: potential customers were lost in the chaos of emails and calls. Managers spent a lot of time switching between different platforms and manually adding contacts to the CRM.

Solution: Zadarma integration was used for processes automation. How it works for the customer now:

• Leads are automatically created when a call from a new number is received.
• Sales team calls directly from Hubspot.
• Call recording is automatically added to the ticket, so the manager can access them.
• They can send an SMS in two-clicks, if the customer didn’t answer the call.

As a result, the team started processing inquiries faster and management got more control over the process.

2. Support team of an e-commerce store

Problem: it took a lot of time to find the information about orders in different systems, which increased waiting time for the client.

Solution: Zadarma integration transfers call statistics to the client’s card and allows agents to see the full customer record.

• When an incoming call is received, agents see the client’s name and can open contact. It allows identifying the caller faster.
• Agent sees the history of orders and calls from this client in the contact card.
• AI transcript is added to the contact upon ending the call.

As a result, all information about orders is now stored in one place, and data about customers’ calls is added to HubSpot automatically.

3. Consulting firm

Problem: When your services cost is high, the best way to sell it is to meet with a client face-to-face. Consulting is almost always about working in an international environment, with clients located all over the world. To meet them, you need a reliable videoconferencing software. But most popular apps require manual work to create a room, find participants' contacts, and send the invitation link to them.

Solution: Zadarma allows scheduling a videoconference directly from HubSpot and save information about it in the client’s card.

• A conference can be created in HubSpot.
• Link to a meeting is generated automatically in the event description.
• The link is automatically sent via email to all participants.
• During the meeting, notes and tasks can be created in HubSpot.

As a result, you get an easy-to-use tool and comprehensive record of your meetings in HubSpot.

Final thoughts on Zadarma + HubSpot integration

Building business is mainly about building relationships. Strong customer relationships are built on clear communication at every stage of the client’s journey — from first contact to ongoing support. By integrating Zadarma with HubSpot, businesses get access to various communication channels and ability to manage them.

Calls, transcripts, SMS, and videoconferences in one place mean fewer missed details and more meaningful conversations. For growing companies that want to stand out through service, this integration is not just convenient — it is a strategic advantage. Find us on HubSpot today and start exploring Zadarma features.

FAQ: How to integrate Zadarma with HubSpot and make calls?

How do I integrate Zadarma with HubSpot?

To start, you should register in Zadarma and create a cloud PBX. The setup guide is available on our website under Resources → Setup Guides → Zadarma Setup Instructions → Free PBX section. In case of any questions, you can contact our 24/7 chat support.

Once the PBX is configured, you can set up the integration with HubSpot. The integration is free and can be easily set up with our video guide.

Can I make calls directly from HubSpot?

Sure! You can use Zadarma's built-in widget to make calls in HubSpot. If you don’t want to make calls from the browser or prefer using a third-party softphone / IP-phone, you can enable “Only callback” mode in the widget settings. The calls will be made as callbacks; the system rings the agent’s extension first, and upon the answer, it starts calling the client.

What do I need to start calling?

Aside from PBX and integration, you also need to purchase a virtual number in Zadarma for making and receiving calls. Bigger companies may also consider purchasing a bundle which includes a virtual number and free minutes of outgoing calls. The pricing for numbers and bundles is available on the website and in the personal area.