Sync Vapi call outcomes to HubSpot and Slack

Build an agent workflow that closes the loop after every Vapi call by syncing the outcome into HubSpot and notifying my sales team in Slack.

Trigger: an incoming webhook from Vapi. Subscribe to Vapi's end-of-call-report event (fired once Vapi finishes call analysis) and use the callId from the webhook payload as the entry point for the run.

Step 1. Load the full call from Vapi. Use Vapi Get Call with the callId from the webhook to retrieve the transcript, structured summary, duration, recording URL, and any customer identifiers (phone number, email, or name) captured on the call.

Step 2. Reason over the transcript. Extract: (a) the caller's identifying info (name, phone, email, company if mentioned); (b) qualification signals — budget, timeline, decision maker, pain points; (c) overall sentiment; (d) any explicit next-step commitments the caller or the assistant agreed to (demo booked, proposal to send, callback time, contract review, etc.). Assign a simple qualification tier (for example hot / warm / cold) based on the signals. Only record next steps that the transcript actually contains — do not invent one.

Step 3. Match the caller in HubSpot. Use HubSpot Search Contacts, first by phone number and then by email as a fallback, to find the matching contact. If exactly one contact matches, continue. If none match, skip all HubSpot writes and flag the miss in Slack (see Step 5). If multiple match, pick the most recently updated one.

Step 4. Update HubSpot for the matched contact. Do all three of these:

• HubSpot Update Contact — set lifecycle stage based on the qualification tier and set a last_call_outcome (or equivalent) property with a short human-readable outcome string.

• HubSpot Create Note — attach a note to the contact containing the full call summary, the qualification signals, sentiment, and a link to the Vapi recording URL.

• HubSpot Create Task — ONLY when the transcript contains an explicit next-step commitment. Set the task subject to the committed action, the due date based on what was agreed on the call (default to two business days if the caller said "soon" without a date), and associate the task with the contact. If the contact has a HubSpot owner, assign the task to that owner.

Step 5. Post a summary card to Slack. Use Slack Send a Message to post to the sales channel (make the channel a workflow input). The message should be compact and include: contact name (or phone number if unknown), one-line outcome, qualification tier, call duration, a link to the Vapi recording, and a link to the HubSpot contact. If no HubSpot contact was found in Step 3, replace the HubSpot link with a clear note like "No matching HubSpot contact — please create one" so a rep knows to add the record manually.

Inputs to expose on the workflow: the Slack channel to post to, the default HubSpot owner for unassigned tasks, and the qualification-tier → lifecycle-stage mapping.

Guardrails: never fabricate qualification data or commitments not present in the transcript; never create a task unless the call actually committed to one; never overwrite a HubSpot lifecycle stage that is further along than the tier implies (do not downgrade a Customer back to a Lead).