The office desk has been replaced by kitchen tables and home offices everywhere. Your sales team needs smart tools to meet remote work demands. Miscommunication during virtual calls can cost more than just time; it can cost deals.
Picture a sales call that automatically syncs into your CRM—no manual work, no missed details. Aircall and HubSpot make this possible by combining cloud-based calling with a powerful CRM to keep your remote sales team on track.
Let's explore how these tools can transform your remote sales operation from scattered to streamlined.
Remember when sales teams could tap their colleague's shoulders for quick advice or huddle around a whiteboard for strategy sessions? While remote work has given us flexibility and wider talent pools, it's also brought unique challenges to sales teams. Let’s talk about them.
Your sales reps are juggling multiple tools and platforms to track customer interactions. They constantly switch between their phone system, CRM, email, and chat apps.
Important customer details get lost in this digital shuffle, and your team spends more time on data entry than selling.
What if a rep just had a great call with a prospect but forgot to log the details because they were rushing to their next meeting? That valuable information would be gone with the wind.
86% of employees and executives say that poor collaboration and communication are the main reasons for workplace failures. On the other hand, teams that communicate well can boost their productivity by up to 25%.
Without the natural flow of office conversations, team communication has become fragmented. Your sales reps can't easily share quick tips or customer insights like they used to.
A junior rep might be struggling with a tough customer objection, but instead of getting immediate help from a nearby colleague, they're stuck sending messages and waiting for responses. This delay can mean the difference between closing a deal and losing it.
Working remotely means your team's productivity relies heavily on their tools. But simple tasks become time-consuming ordeals when those tools don't work together.
Your best closer might spend hours each week manually entering call notes into HubSpot, time they could spend talking to prospects. Meanwhile, managers struggle to track team performance without easy access to call metrics and customer interaction data.
Your customers expect seamless service but often repeat their story multiple times because your team can't access their full history during calls.
Customers might only explain their needs to one rep to start from scratch when speaking with another. This frustrates customers and makes your team appear unprofessional and disorganized.
Onboarding new team members and providing ongoing support has become more complex in the remote workplace. New reps take longer to get up to speed without over-the-shoulder learning opportunities.
Managers can't easily monitor calls or provide real-time feedback, making it harder to maintain consistent sales practices across the team.
These challenges might seem daunting, but they're not insurmountable. They're precisely what the Aircall and HubSpot integration was designed to solve.
Think of Aircall as your team's virtual phone system, except it’s better. Unlike traditional phone systems that just ring and record, Aircall is built specifically for modern, remote sales teams.
When you connect Aircall to HubSpot, it becomes more than just a phone system—it transforms into a powerful sales acceleration tool. Here are some features of the integration your team might find useful.
Remember spending hours logging calls and updating customer records? This integration can help you avoid that.
Every time your team makes or receives a call, the system automatically captures every detail. Call duration, notes, recordings, outcomes, and even missed calls sync instantly to the right contact, company, or deal record in HubSpot.
The impact on your team's productivity is dramatic. Consider this: sales reps only spend 28% of their week on selling, while most of their time is taken up by tasks like managing deals and entering data.
With automatic call logging, that time gets reinvested into actual selling. Your team could save 5-10 hours per week just by eliminating manual data entry and the hunt for past conversation details.
For managers, this automation creates a clear view of team performance. Every call is documented consistently, making it easy to spot patterns, identify coaching opportunities, and track the customer journey from first contact to closed deal.
Imagine a customer calls, and before your rep even picks up the phone, they know exactly who's calling and why.
The moment a call connects, your team sees everything from the caller's name and company details to their recent interactions, open deals, and support tickets. It's like having a customer relationship cheat sheet right at your fingertips.
Your reps can scroll through past interactions, check previous call outcomes, and review email exchanges without putting the customer on hold or asking them to repeat information. It's all there, organized, and ready to use.
This efficiency means a lot, especially because 72% of clients say they blame poor service experiences on having to repeat themselves to multiple agents.
However, when you have smart insights, conversations become more personal and productive. Your team can reference past purchases, anticipate needs based on history, and address ongoing concerns proactively.
Instead of starting from scratch with each call, they're building on existing relationships and delivering a personalized experience that turns customers into advocates.
The integration truly shines in turning routine tasks into workflows. When a call ends, the system automatically handles it for you. More businesses are using automation to make processes quicker and more efficient, so why not apply it to your sales calls?
Automating call-related tasks can make a big difference in productivity, especially for remote teams. When a call ends, the system automatically takes care of it instead of manually updating your CRM or setting reminders.
For example, say your sales rep finishes a call with a prospect interested in a premium offer. The system instantly creates a high-priority ticket, sends a follow-up email with pricing details, and schedules a reminder for the rep to follow up in two days.
The sales manager is alerted about the lead, and the marketing team is cued to send targeted content.
With this setup, remote teams stay connected without relying on manual updates. The automation keeps your entire workflow in sync, freeing your team to focus on closing deals instead of managing data.
Getting calls to the right person quickly is crucial for customer satisfaction, especially for remote teams. SmartFlows makes it easier to route calls based on specific conditions like the customer’s location, language, or past interactions.
For instance, a VIP client’s call can automatically be sent to their account manager during work hours. Still, if that person is unavailable, it can be forwarded to another team member who knows the account well. V
IP clients can leave a priority voicemail during off-hours or schedule a callback. SmartFlows can even route calls based on the client’s time zone, ensuring your West Coast clients aren’t waiting for help when it’s still early on your end.
Calls aren’t just conversations—they’re opportunities to learn and improve. Conversational Intelligence helps you capture valuable insights from every call by identifying moments, like pricing discussions or objections.
This feature is especially useful for sharing knowledge and improving performance for remote teams.
Managers can review important highlights from calls without listening to the whole recording.
If a sales rep handles a tough objection well, that moment can be flagged and shared as a learning tool with the rest of the team. The system also tracks keywords or phrases that may indicate emerging issues, allowing you to address them early.
With this tool, remote teams can still share knowledge and learn from each other, even without over-the-shoulder observation.
Now that you know how powerful the HubSpot and Aircall integration can be, here’s how to get started and ensure a smooth adoption across your team, especially if you’re working remotely.
Install the integration by searching for Aircall in the HubSpot App Marketplace. Once found, connect it by logging into your Aircall account and reviewing the requested access permissions. You’ll need Super Admin permissions to use this tool.
You can start by setting up a two-way sync to ensure your contacts stay updated across both platforms. If you're more comfortable, you can opt for a one-way sync based on your business needs.
After connecting the app, you should configure a one-way or two-way sync for your data. Decide which contact properties you want to sync between HubSpot and Aircall.
For example, with two-way sync, contact properties from both platforms will be merged.
Use sync filters to limit the scope of synced data—this is especially helpful when testing your integration. Consider starting with a small, static list of contacts before applying changes to your full database.
Regularly review your sync settings to avoid syncing unwanted duplicates or conflicting information. This will keep your data clean and useful.
In the Aircall dashboard, set up how call outcomes will be logged in HubSpot. For instance, inbound answered calls can be mapped to “Connected,” while missed calls with voicemail can be marked as “Left Voicemail.”
Aircall Tags allow for dynamic mapping to HubSpot call outcomes. For example, you can map a tag like “bad call” to mark the outcome as “No Answer” in HubSpot, even if the call was answered.
Use custom outcome mapping to refine your reporting further and ensure that your logged calls reflect the reality of your team’s activities.
Do you want HubSpot to automatically create or update tickets based on calls or SMS activity? You can assign calls like "Outbound Answered" to automatically generate a ticket in your preferred pipeline.
If a pipeline or stage is deleted in HubSpot, the system will automatically set calls to “not create a ticket,” so monitor pipeline updates to avoid configuration issues.
Always assign the correct ticket pipeline and stage to each type of call or SMS to ensure accurate tracking and efficient case management.
The future of sales is here, and it's more connected than ever. Combining HubSpot's powerful CRM with Aircall's intelligent phone system, your remote sales team can work smarter, close deals faster, and deliver the personalized service that customers expect.
Your success isn't just about having better tools—it's about creating a seamless workflow that empowers your team to focus on what matters most: building relationships and driving revenue.
With automated logging, smart insights, and intelligent workflows, you're not just keeping up with but leading digital transformation.
Don't let your team struggle with disconnected tools and manual processes. Origin 63 is here to help you maximize the power of HubSpot and Aircall integration.
As certified HubSpot experts, we don't just set up your integration—we optimize it for your specific needs. Our team will help you design custom workflows tailored to your sales process, train your team to leverage every feature effectively, create automation that saves time and drives results, and provide ongoing support to ensure long-term success.
Book a consultation with Origin 63 today and discover how we can help your remote sales team thrive. Let's transform your sales operation into a streamlined, data-driven powerhouse.