3 ways to automatically associate calls to companies with HubSpot AI

As businesses grow, managing customer relationships becomes increasingly challenging. In 2023, when budgets are tight, providing a slick, genuine and efficient customer experience has never been so important.

Fortunately, HubSpot AI offers a range of powerful tools to help automate your customer relationship management (CRM) processes. One of these tools is the ability to automatically associate calls to companies, which can save time and help ensure that customer interactions are properly tracked and logged, providing them with a smooth experience and you with vital oversight.

In this blog post, we'll explore three ways to use HubSpot AI to automatically associate calls to companies, and guarantee the best customer experience, especially during challenging times.

1. Use HubSpot's call-tracking feature

HubSpot's call-tracking feature allows you to track and record phone calls made to and from your business. This feature is available with the Sales Hub  Professional and Enterprise, and the Service Hub Professional and Enterprise plans, and can be used with your existing phone system or with HubSpot's built-in calling feature. As HubSpot themselves explain:

‘Make sales calls from your internet browser without even picking up a phone. Just one click connects you to a prospect through VoIP (voice over IP) or your desk phone. Your calls will always come from your number, and can even be recorded within HubSpot.’

When you’re a salesperson, you can spend much of your day on the phone – so why not make it as easy as possible? To automatically associate calls to companies using HubSpot's call tracking feature, you'll need to set up a few things first.

• First, you'll need to set up your call-tracking settings in HubSpot. This includes configuring your phone number, setting up call routing rules, and configuring call recording and transcription settings.
• Once your call-tracking settings are configured, you can use HubSpot's automatic company association feature to automatically associate calls with the correct company record in HubSpot.
• To enable this feature, go to your call settings in HubSpot and select "Automatically associate calls with company records."

With this feature enabled, HubSpot will use AI to analyse the call recording and associate it with the correct company record in your HubSpot account. This can save you time and ensure that customer interactions are securely tracked in HubSpot so that everyone has visibility and you avoid silos. Not to mention, your sales team can spend more time selling and less time on time-consuming admin.

2. Use HubSpot's AI-powered transcription feature

Another way to automatically associate calls to companies with HubSpot AI is to use HubSpot's AI-powered transcription feature. This feature is available with the Sales Hub Professional and Enterprise , and the Service Hub Professional and Enterprise plans, and uses machine learning to transcribe recorded phone calls into text. As SpaceO Technologies suggests:

‘The time-saving feature of AI transcription is a key advantage. The technology is a useful tool for corporations and organizations having a lot of audio or video information to transcribe since it can do it in a small fraction of the time it would take a human transcriber.’

Is this your business? If colleagues are constantly on the phone to prospects and customers, chances are they’re generating a lot of words that could be used in wider capacities – such as marketing materials – if only they were written down. HubSpot has developed its AI features so conversations can be automatically captured and transcribed, giving you the context to close deals faster.

To use this feature, you'll need to:

• Record your phone calls using HubSpot's call-tracking feature.
• Once the call is recorded, HubSpot's AI-powered transcription feature will automatically transcribe the call into text.
• This text can then be used to automatically associate the call with the correct company record in HubSpot.

To enable this feature, go to your call settings in HubSpot and select "Transcribe calls with AI." With this feature enabled, HubSpot will automatically transcribe your recorded phone calls and associate them with the correct company record in your HubSpot account.

3. Use HubSpot's integration with third-party calling tools

If you're using a third-party calling tool, you can still automatically associate calls to companies with HubSpot AI. HubSpot integrates with a range of third-party calling tools, including Circleloop, CallRail, Aircall and RingCentral.

To use HubSpot's integration with these tools, you'll need to:

• First set up the integration in HubSpot. This will typically involve connecting your third-party call tracking tool to HubSpot and configuring the integration settings.
• Once the integration is set up, you can use HubSpot's automatic company association feature to automatically associate calls with the correct company record in HubSpot.
• This feature works by analysing the phone number associated with the call and matching it to the correct company record in HubSpot.

To enable this feature, go to your call settings in HubSpot and select "Automatically associate calls with company records." With this feature enabled, HubSpot will automatically associate calls from your third-party call tracking tool with the correct company record in your HubSpot account.

Managing customer relationships can be challenging, but HubSpot AI offers a range of powerful tools to help automate your CRM process. By automatically associating calls to companies with HubSpot AI, you can:

• Save time, energy and opportunities for errors
• Ensure customer interactions are properly logged and tracked in HubSpot
• Avoid silos when it comes to customer communications
• Spend more time doing what you love and your business needs.

If you’d like SpotDev to help you set up your HubSpot automations – whether it’s associating calls or something more complex (try us!) – then just get in touch:

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