AI Receptionist CRM Integration: Salesforce, HubSpot, Zoho
An AI receptionist that only answers calls is half a solution. The real value comes when every call automatically creates a lead, contact or task in your CRM — with no copy-paste and no human error.
This guide explains how integrating an AI receptionist with the most-used CRMs — Salesforce, HubSpot and Zoho — works technically, and how to approach custom API integrations.
How CRM integration works
After every call the AI generates a structured record: caller name, phone, intent, summary, transcript and status. That record is pushed to the CRM in real time via webhook or REST API.
Typical flow: call → AI agent → post-call webhook (JSON) → middleware → CRM API endpoint → confirmation with record ID.
Salesforce integration
Create a Connected App with scope `api` and `refresh_token`, use OAuth 2.0 Client Credentials Flow, and POST to `/services/data/vXX.X/sobjects/Lead` with `FirstName`, `LastName`, `Phone`, `Company`, `Description`, `LeadSource = 'AI Receptionist'`.
HubSpot integration
Use a Private App access token with scope `crm.objects.contacts.write`. POST to `https://api.hubapi.com/crm/v3/objects/contacts` with `properties`: `email`, `phone`, `firstname`, `lastname`, `hs_lead_status`. Attach the transcript as a note via `/crm/v3/objects/notes`.
Zoho CRM integration
Zoho uses OAuth 2.0 and regional data centres. POST to `https://www.zohoapis.eu/crm/v2/Leads` with a `data` array containing `Last_Name`, `Phone`, `Company`, `Lead_Source` and any custom fields.
Custom API and webhooks
For your own backend or a niche CRM, the simplest path is a webhook. Callora sends a POST with `call_id`, `caller_number` (E.164), `transcript`, `summary`, `intent`, `structured_data`. Verify the HMAC signature in the `X-Callora-Signature` header.
Common pitfalls
Missing E.164 normalisation, duplicate contacts on repeat callers, and data loss during CRM outages. Fix with validation, dedup by phone, and a retry queue with exponential backoff.
How long it takes
Salesforce, HubSpot or Zoho hookups take 1–3 days. A custom webhook integration is a matter of hours. Callora ships the integration as part of the implementation.
Want to see how an AI receptionist wired into your CRM would work? Book a free consultation.
