Make.com Twilio HubSpot Call Tracking CRM Automation

Create New Call Engagements in HubSpot from New Calls in Twilio

Automatically log calls as engagements in HubSpot when the caller is an existing contact

Get This Workflow → Make.com · Twilio to HubSpot · Free Template
Twilio to HubSpot call logging workflow diagram

What This Workflow Does

This automation bridges the gap between your phone system (Twilio) and CRM (HubSpot) by automatically creating call engagement records for every inbound or outbound call. It solves the common problem of sales teams forgetting to log calls or spending valuable time manually entering call details.

The workflow checks for new calls in Twilio every 15 minutes (configurable), verifies if the caller exists in HubSpot, and creates a detailed engagement record with call metadata. This ensures your sales pipeline reflects all customer interactions without manual data entry.

How It Works

1. Scheduled Check for New Calls

The workflow runs on a schedule (default every 15 minutes) to check Twilio's call logs for new activity since the last run.

2. Retrieve Call Details

For each new call found, the system pulls detailed information including call direction, duration, timestamps, and phone numbers.

3. Contact Verification

The workflow searches HubSpot to verify if the caller's phone number matches an existing contact record.

4. Engagement Creation

If a matching contact is found, the system creates a new call engagement in HubSpot with all relevant call details.

Pro tip: Customize the engagement notes to include call disposition or next steps to make the data even more actionable for your team.

Who This Is For

This workflow is ideal for:

  • Sales teams using Twilio for business calls and HubSpot as their CRM
  • Customer support teams tracking support calls
  • Businesses that need accurate call tracking for reporting
  • Organizations wanting to eliminate manual data entry from their sales process

What You'll Need

  1. Active Twilio account with call logging enabled
  2. HubSpot account with API access
  3. Make.com account (free tier works for basic usage)
  4. Phone numbers properly formatted in HubSpot contacts

Quick Setup Guide

  1. Copy the template to your Make.com account
  2. Connect your Twilio and HubSpot accounts
  3. Verify the phone number matching logic works with your HubSpot data
  4. Test with sample call data
  5. Adjust the schedule frequency as needed
  6. Activate the scenario

Key Benefits

Save 5-10 minutes per call by eliminating manual logging while ensuring no calls are missed in your CRM.

Improve sales visibility with complete call history attached to each contact record in HubSpot.

Enhance team accountability with automated tracking of all customer interactions.

Gain better insights from call analytics and reporting in HubSpot.

Reduce data entry errors with automated transfer of call details from Twilio.

Frequently Asked Questions

Common questions about call logging automation and integration

Logging calls as engagements in HubSpot creates a complete communication history for each contact, helping your sales team track interactions and follow up effectively. It provides visibility into customer touchpoints and helps measure call activity across your organization.

Without automated logging, teams often miss recording calls or spend valuable selling time on manual data entry. This workflow ensures every customer interaction is captured consistently in your CRM.

Automating call logging eliminates manual data entry, saving sales reps 5-10 minutes per call. This time adds up quickly, especially for teams making dozens of calls daily. Automation also ensures no calls are accidentally missed in your CRM.

One client reported saving over 15 hours per month across their 5-person sales team after implementing this automation, allowing them to focus on selling rather than administrative tasks.

This workflow typically logs call direction (inbound/outbound), duration, timestamps, caller/recipient numbers, and call status. You can customize it to include notes, recording links, or other metadata from Twilio.

The engagement record in HubSpot will show all these details in the contact's activity timeline, making it easy to review the complete context of each call when following up with prospects or customers.

Yes, the workflow can process international numbers as long as Twilio provides the complete number with country code. The system matches contacts based on the standardized phone number format in HubSpot.

For best results with international numbers, ensure your HubSpot contacts have numbers stored in E.164 format (+[country code][number]) to match Twilio's format. The workflow can be modified to handle different formatting if needed.

The workflow checks if the caller exists in HubSpot before creating an engagement. If no match is found, you can configure it to create a new contact or simply skip logging that call.

Many businesses choose to create new contacts for unrecognized numbers to build their prospect database, while others prefer to only log calls from known contacts to maintain data quality.

The default schedule checks every 15 minutes, which works for most businesses. High-volume call centers might run it more frequently, while teams with fewer calls could check hourly to reduce API calls.

Consider your call volume and how time-sensitive the logging needs to be. The schedule can be easily adjusted in Make.com after setup.

Absolutely! Our team at GrowwStacks specializes in building custom call tracking and CRM integration solutions. We can tailor this workflow to your specific sales process, add additional data points, or integrate with other tools in your stack.

Whether you need to add call dispositions, integrate with your help desk, or create custom reporting, we can design a solution that fits your exact requirements. Our automations help businesses save hundreds of hours annually on manual data entry.

  • Custom call scoring based on duration/content
  • Integration with other communication channels
  • Advanced reporting and analytics

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