Summary:

• HubSpot’s built-in calling features help sales teams track and manage calls—but integrating with PhoneBurner enhances efficiency with power dialing, call coaching, and workflow automation.
• Setting up HubSpot calling is pretty straightforward. Choose a provider, verify a phone number, then configure call logging, recording, and custom call outcomes for better tracking.
• PhoneBurner integrates seamlessly with HubSpot, allowing you to sync contacts, map call data fields, and automate follow-ups without manual entry.
• While APIs can also be used to automate tasks like creating follow-up sequences after calls, setting them up can be complex. It requires coding, webhooks, and ongoing maintenance.
• The HubSpot-PhoneBurner integration eliminates the need for complex API setups by handling call logging, task creation, and data synchronization automatically.

The Ultimate Guide to HubSpot Calling: See Calls, Use APIs, & More

HubSpot is one of the best-known CRM tools on the market—but it also comes with calling features that make it particularly valuable for phone sales teams.

That is, as long as you know how to use them effectively. Not everyone does.

Setting up HubSpot to give you maximum bang-for-buck when you’re calling prospects can be a little complicated—but don’t worry, we’re here to help. PhoneBurner integrates with HubSpot to take it even further so you can reach more contacts, seamlessly sync data between both platforms, and improve your follow up to close more deals.

Why Integrate Hubspot with PhoneBurner?

It’s true that HubSpot can do a lot all by itself—and it does allow reps to make calls directly from the CRM. But that doesn’t mean you can’t get even better results by combining it with our industry-leading power dialer.

Integrating PhoneBurner with HubSpot gets you:

• Unlimited dialing—Power dial with no per-minute fees
• The ability to reach up to 4x as many contacts in a given time period
• Spam flag protection and answer rate optimization via our ARMORⓇ (Answer Rate Monitoring, Optimization, and Remediation) service
• Live call coaching and monitoring via PhoneBurner’s Listen In, Whisper, and Barge features
• Workflow automations that streamline tasks and post-call follow-up

Start a free trial of PhoneBurner here to take your calling efficiency to the next level. Then, use the rest of this guide to successfully set up HubSpot calling, make custom APIs work for you, and combine HubSpot with PhoneBurner to get the results you want.

Setting Up HubSpot’s Calling Features (Step-by-Step)

Enable Calling in HubSpot

Making calls with HubSpot is pretty simple if you’re using the native calling feature. There are some limitations you’ll probably notice right away—like a cap on the number of free calling minutes you get—but connecting HubSpot to PhoneBurner later will solve many of these issues.

For now, let’s just focus on getting HubSpot ready for calls. Here’s what to do:

1. Navigate to Settings: Click on the settings gear icon in the top-right corner.
2. Go to "Calling": Under "Objects," select "Calling."
3. Choose a Calling Provider:
   
   • Use HubSpot’s native calling (free for a limited number of minutes per user per month, with paid options for more).
   • Connect an external provider (e.g., PhoneBurner) for advanced features.
4. Verify Your Phone Number: If you’re using HubSpot’s calling tool, you’ll add and verify your phone number here. If you’re using PhoneBurner, you’ll need to connect it as an external provider.

Configure Logging & Recording to See HubSpot Calls When You Make Them

HubSpot comes with the ability to record calls by default, which can help your team by allowing them to review important details afterwards. If you add PhoneBurner, you can get full call transcriptions and AI call summaries for every call. You’ll also get the ability to monitor calls in the moment and provide real-time coaching or support if necessary.

Still, it helps to make sure this feature is working properly when you start using HubSpot for calling. Here’s how:

• Make sure call logging is working: Go to the contact record and navigate to the “Activities” tab. You’ll see specific logs for each call that you can click on for details.
• Call recordings: Enable or disable recording permissions (if legally allowed in your region) under "Settings > Calling > Call Recording."
• Set call outcomes: Hubspot lets you create custom call outcomes in certain subscriptions—so that you can sort contacts into different workflows based on the results of your conversations. For example, you might label a contact as “Left voicemail”, “Interested”, or “Not a fit”. You can also do this in PhoneBurner’s standard plan by using our disposition buttons, and have your HubSpot records automatically updated

Making & Receiving Calls in HubSpot

Now that HubSpot is set up to make calls, here’s how you actually do it:

• Open a contact record, click the "Call" button, and select your dialer.
• Use call scripts and notes within the call window to guide your conversation.
• Tag teammates or create follow-up tasks directly from call logs, based on the outcomes you’ve selected.

Combining HubSpot & PhoneBurner

HubSpot’s built-in calling tools are useful—but for high-volume sales teams, PhoneBurner offers advanced features like power dialing, 1-click voicemails, and post-call automation. Here’s how to integrate them effectively:

Connecting PhoneBurner to HubSpot

Follow these steps once you have accounts set up with both platforms:

1. Go to HubSpot’s App Marketplace and find the PhoneBurner integration.
2. Click "Install App" (if not already installed) and authorize the integration.
3. Navigate to HubSpot’s Settings by clicking the gear icon in the top-right.
4. In the left sidebar, go to "Integrations" > "Connected Apps".
5. Click on PhoneBurner to access the integration settings.
6. Find the Field Mapping section.

For HubSpot and PhoneBurner to work together seamlessly, you need to map fields correctly. This process ensures that contact details, call outcomes, and notes sync accurately, which eliminates data entry mistakes and keeps both platforms up to date. 

Map HubSpot Fields to PhoneBurner Fields

Once you’re in the Field Mapping section, you can match different HubSpot contact properties to their corresponding fields in PhoneBurner. Some of these are mapped by default, so they don’t need to be configured:

• HubSpot Contact Name → PhoneBurner Contact Name
• HubSpot Email → PhoneBurner Email
• HubSpot Phone Number → PhoneBurner Phone Number

You won’t be able to update things like HubSpot call outcomes and notes directly in the activity log, but you can create custom properties for both in HubSpot that map to PhoneBurner’s call dispositions and call notes.

Set the Sync Direction

Next, you’ll decide whether updates to your data should sync one way or both ways:

• One-way (HubSpot → PhoneBurner): Updates in HubSpot will reflect in PhoneBurner, but not the other way.
• One-way (PhoneBurner → HubSpot): Updates in PhoneBurner will reflect in HubSpot, but not the other way.
• Two-way Sync: Changes in either system will update the other.

For call logs, and email tracking, PhoneBurner → HubSpot sync is recommended so that all call activity is stored in HubSpot.

Save and Test the Integration

1. Click Save and sync to apply changes.
2. Test by creating a contact in HubSpot and ensuring it appears in PhoneBurner.
3. Make a test call in PhoneBurner, log a call, and check to make sure it updates in HubSpot.

Using APIs to Automate Tasks (The Hard Way vs. The Easy Way)

APIs (Application Programming Interfaces) let different software tools talk to each other. If you know how to use them, you can automate tasks in HubSpot—like creating follow-up tasks after calls.

But here’s the thing: manually setting up API automation is a pain. You have to write code, deploy a server, and maintain everything. Or, you can just integrate PhoneBurner with HubSpot and let it handle follow-ups automatically.

Let’s look at both methods.

Method 1: Manually Creating a Follow-Up Task in HubSpot with an API

Let’s say you want to automatically create a task in HubSpot when a call is marked as “Interested” in PhoneBurner.

Step 1: Get Your HubSpot API Key

1. Go to HubSpot.
2. Click Settings > Integrations > API Key.
3. Click Generate API Key (or use OAuth if required).
4. Copy your API key.

Step 2: Set Up a Webhook in PhoneBurner

A webhook is an automated way for one system to send real-time data to another system when a specific event occurs. But if you didn’t already know that, this method might not be for you.

1. Log into PhoneBurner.
2. Go to Settings > Integrations > Webhooks.
3. Add your webhook URL to the “Call End” Automated Dial Session Webhook option.
4. Click “Save”

Step 3: Write an API to Create a Task in HubSpot

Now, you need a custom API that takes the PhoneBurner data and creates a follow-up task in HubSpot.

Here’s an example of how that might look in JavaScript:

const express = require('express');

const axios = require('axios');

const app = express();

‍

app.use(express.json());

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const HUBSPOT_API_KEY = 'your-hubspot-api-key';

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app.post('/create-task', async (req, res) => {

    const { contact_id, call_outcome } = req.body;

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    if (call_outcome === "Interested") {

        const taskData = {

            properties: {

                "hs_task_subject": "Follow up with lead",

                "hubspot_owner_id": "sales_rep_id",

                "hs_task_status": "NOT_STARTED",

                "hs_timestamp": new Date().toISOString(),

                "hs_task_type": "CALL"

            }

        };

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        await axios.post(`https://api.hubapi.com/crm/v3/objects/tasks`, taskData, {

            headers: { Authorization: `Bearer ${HUBSPOT_API_KEY}` }

        });

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        res.json({ success: true, message: "Task created in HubSpot!" });

    } else {

        res.json({ success: true, message: "No follow-up task needed." });

    }

});

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app.listen(3000, () => console.log('Server running on port 3000'));

As you can see, it’s just a little bit complicated—unless you happen to be a sales agent who also has coding experience.

Step 4: Deploy & Test Your API

1. Deploy the API on AWS, Heroku, or a private server.
2. Update your PhoneBurner webhook to point to your API URL.
3. Make a test call in PhoneBurner where the lead is “Interested.”
4. Check HubSpot: A follow-up task should be created.

This process works—but it’s also a huge hassle. You had to get an API key, write and deploy code, and maintain the integration over time.

Method 2: Just Use the HubSpot–PhoneBurner Integration (The Easy Way)

Instead of messing with APIs, you could just use the HubSpot-PhoneBurner integration to automatically create follow-up tasks.

How to Set It Up in Under 5 Minutes:

1. Go to HubSpot’s App Marketplace and install PhoneBurner.
2. Authorize the integration.
3. Enable call logging and task creation in the settings.
4. That’s it—tasks are now created automatically based on call outcomes.

Why Would You Do This Manually?

The API method takes hours (or longer) to set up, requires coding, and needs ongoing maintenance.

The HubSpot-PhoneBurner integration does it instantly, no coding required.

Unless you need a highly custom workflow, using the built-in integration is the smarter move.

See It in Action

Here’s what PhoneBurner looks like once you set it up to work with HubSpot—you can see the custom fields on the right-hand side of the screen where HubSpot data shows up in your dialer for easy reference.

Here’s what HubSpot looks like once you set it up to work with PhoneBurner—you’ll notice that details of the agent’s communications with this lead (like emails and call logs) have automatically been ported in.

Simplify Sales with PhoneBurner’s HubSpot Integration

HubSpot calling is powerful, but integrating it with PhoneBurner takes sales efficiency to another level. By setting up HubSpot’s calling features, using PhoneBurner’s power dialing tools, and using the features you want without having to set up complex custom APIs, your sales team can spend more time talking to prospects and closing deals.

Want to streamline your phone outreach? Start your free trial of PhoneBurner here, then integrate it with HubSpot for absolutely next-level results.