HubSpot
Meeting
Transcription
Auto-transcribe every customer meeting from your HubSpot pipeline. Drop a bot into Google Meet, Microsoft Teams, or Zoom from a HubSpot Workflow — transcripts and action items attach to the contact and deal record automatically.
Waiting for meeting participants…
Feed meetings into your AI. Live.
AI needs data, and the best data is real-time. Vexa streams transcripts, audio, and context from any meeting straight to your models and agents — as it happens.
Built for HubSpot
Vexa fits into HubSpot via the Workflows + Webhook actions you already have: a HubSpot Workflow fires Vexa when a meeting is booked, and Vexa's webhook sends transcript chunks back into HubSpot Notes / Custom Properties on the contact and deal records. Open-source, Apache-2.0 — no third-party SaaS in the audio path. Cheaper than Gong/Chorus integrations, fully under your control, and works across the entire HubSpot deal pipeline.
- Trigger Vexa bots from HubSpot Workflow webhooks — no third-party connector required
- Auto-attach transcripts to contact, deal, and meeting records via the HubSpot CRM API
- Pair with HubSpot AI / Make / n8n to extract action items, sentiment, and competitive intel
# 1. HubSpot Workflow trigger
# Enrollment: Deal property "Meeting URL" is known
# OR: Engagement = scheduled meeting
# 2. HubSpot Workflow action: Send webhook (POST)
URL: {{env.VEXA_API_BASE}}/bots
Method: POST
Headers:
X-API-Key: {{env.VEXA_API_KEY}}
Content-Type: application/json
Payload:
{
"platform": "google_meet",
"native_meeting_id": "{{deal.meeting_code}}",
"transcribe_enabled": true,
"transcription_tier": "realtime",
"metadata": { "hubspot_deal_id": "{{deal.id}}" }
}
# 3. Catch transcript chunks (separate webhook endpoint)
# Configure Vexa webhook to your endpoint
# Use deal_id from metadata to PATCH the HubSpot deal record:
curl -X PATCH https://api.hubapi.com/crm/v3/objects/deals/$DEAL_ID \
-H "Authorization: Bearer $HUBSPOT_TOKEN" \
-H "Content-Type: application/json" \
-d '{ "properties": { "vexa_transcript": "..." } }'Set $API_BASE to https://api.cloud.vexa.ai (hosted) or http://localhost:8056 (self-host). Get $API_KEY from /get-started.
HubSpot integration FAQ
What RevOps teams ask before wiring Vexa into HubSpot.
Is there a Vexa app in the HubSpot Marketplace?
Not yet — a dedicated HubSpot app is on the roadmap. Today integration is via HubSpot Workflows + webhooks (which are first-class in HubSpot since Operations Hub). The pattern works for every customer we've seen, end-to-end inside HubSpot's native automation tooling.
How is this different from HubSpot's native call recording?
HubSpot's native call recording works for HubSpot-dialer calls only (Pro+ plan, with limits) and produces audio + post-meeting transcript. Vexa works for Google Meet, Teams, and Zoom — the platforms most teams actually meet on — and produces real-time transcripts you can act on while the call is happening (live coaching, AI agents).
How do transcripts attach to the deal / contact record?
Pass the HubSpot deal_id (or contact_id) in the metadata field when you create the bot. When transcripts arrive at your webhook, you have the ID to PATCH a Note or Custom Property on the deal via the HubSpot CRM API. Most customers create one transcript note per meeting plus a structured "action_items" custom property.
Can the workflow fire automatically when a meeting is booked via HubSpot Meetings?
Yes — set the Workflow trigger to "Engagement created where type = MEETING" or filter on a specific meeting type. Extract the meeting URL from the engagement and use it as native_meeting_id in the Vexa POST.
What about Gong / Chorus alternatives — is this it?
Yes, this is the open-source path. Vexa transcribes + you build the coaching layer (or use a HubSpot AI step / OpenAI / Anthropic via webhook) to extract scorecards, talk ratios, and follow-ups. Order-of-magnitude cheaper than Gong / Chorus seats, all data stays in HubSpot + Vexa.
Common patterns
What teams build with Vexa + HubSpot
Three patterns RevOps and sales teams build inside HubSpot with Vexa.
Auto-attach call transcripts to deal records
Scenario
Sales reps run every call on Google Meet / Teams / Zoom. You want each transcript auto-attached to the relevant HubSpot deal — no copy-paste, no missed follow-ups.
What you get
HubSpot Workflow fires Vexa when the deal advances to "Meeting Scheduled". Transcripts land on the deal Notes tab automatically. Reps focus on selling; deal records are always current.
AI-extracted action items and next steps
Scenario
You want HubSpot to surface action items, mentioned competitors, and next steps from every call — without paying for Gong / Chorus seats.
What you get
Transcript webhook → AI extraction step (HubSpot AI Action or OpenAI / Anthropic via Make / n8n) → PATCH custom properties on the deal: next_step, action_items, mentioned_competitor. Build the coaching dashboard inside HubSpot.
Engagement scoring from meeting transcripts
Scenario
Marketing wants to score contact engagement based on real meeting content, not just opens and clicks.
What you get
Transcript chunks feed an engagement-scoring pipeline (custom or HubSpot AI). Contacts get a numeric engagement_score property updated per meeting. MQL / SQL definitions can incorporate real conversational signals.
Quickstart
Wire HubSpot + Vexa in 5 minutes
No Marketplace app required. HubSpot Workflows + Webhooks cover every pattern.
- 1
Get a Vexa API key
Sign in at vexa.ai/signin with Google and copy your key from your account page — free credit, no card. Or mint one locally on your self-hosted gateway.
- 2
Create a HubSpot Workflow
Trigger on engagement = meeting (or your custom trigger). Add a Send Webhook action.
- 3
POST to Vexa /bots
Use the payload template on the right. Pass HubSpot deal_id in metadata so transcripts can be routed back to the right record.
- 4
Catch transcripts
Stand up a webhook endpoint (your server, or a service like Pipedream / Hookdeck). Use the deal_id from metadata to attach transcripts via the HubSpot CRM API.
- 5
Extract action items
Optional but common: route transcript chunks through HubSpot AI Action, OpenAI, or Anthropic to extract structured action items + next steps.
How it works under the hood
HubSpot architecture
HubSpot Workflows orchestrate the trigger; Vexa drops the meeting bot and produces transcripts; your webhook endpoint routes them back to the right HubSpot record via the CRM API. The audio path stays in Vexa (hosted or self-hosted). No third-party Gong/Chorus-style SaaS in the loop.
Pipeline
Documentation
Go deeper on the HubSpot integration
Workflow patterns, transcript-to-deal attachment, AI extraction recipes.
Webhooks reference
Transcript chunk format, retry semantics — used for the inbound side.
Bots API reference
POST /bots payload, metadata field, status polling.
Authentication
API keys, admin tokens, multi-portal scoping.
Platforms guide
Meeting ID extraction for Meet / Teams / Zoom — referenced from your HubSpot Workflow.
Local webhook development
Develop and test the HubSpot ← Vexa webhook side locally before going live.
n8n integration
Build the HubSpot side in n8n if you prefer flow-based orchestration over HubSpot Workflows.
Full reference at docs.vexa.ai.
Related reading
Keep going on HubSpot
Tutorials, deep-dives, and adjacent surfaces from across the Vexa substrate.
Vexa vs Recall.AI comparison
Why HubSpot-native teams choose Vexa over closed SaaS — license, pricing, self-host.
Salesforce integration
Sister CRM pattern — Apex callouts + inbound REST resource.
Sales call transcription use case
The pipeline shape — scheduled meeting → transcript → HubSpot deal record.
A seat, an hour,
or free
A seat for your agent. An hour for what you build. Free when you run it yourself.
Apache 2.0 licensed open source · self-host forever
Best for teams who need full control
Real-time meeting data, directly in your agent (MCP)
The API · +$0.20/hr transcription · $0.50/hr all-in
Best for builders — pay as you go
Vexa Delivery: self-hosted, self-updating, in your own cloud
Best for teams running Vexa in production
Frequently asked questions
What's included in Build on Vexa?
The base rate covers bot infrastructure: audio capture, webhooks, and 12 months of audio storage across Google Meet, Microsoft Teams, and Zoom. Add real-time transcription for +$0.20/hr, so $0.50/hr all-in.
Which plan is right for me?
Two tracks, by the door you come in through. Individual ($12/seat/mo) is for one person and their agents—MCP to connect agents, one concurrent bot, unlimited meetings. Build on Vexa ($0.30/bot-hr) is for products built on the API—pay as you go, unlimited bots. Self-host for free from GitHub if you need full data control, and talk to us for Enterprise.
How does the free credit work?
Every new account gets $2 in free bot credit—no credit card required. That covers ~6 hours of bot time at $0.30/hr. Top-ups start at $10 — Stripe charges a fixed fee per payment, so smaller amounts would mostly be fees; automatic top-ups follow the same minimum. All features are available: audio capture, transcription, real-time data, and full API access.
Can I self-host Vexa?
Yes. Vexa is Apache 2.0 licensed and fully self-hostable. Deploy with Docker Compose, Kubernetes, or OpenShift on your own infrastructure with complete data sovereignty.
How does Vexa compare to Recall.ai?
Vexa is open source, self-hostable, and up to 40% cheaper. Bot: $0.30/hr vs Recall.ai ~$0.50/hr. Transcription add-on: $0.20/hr vs ~$0.15/hr. See our detailed comparison.
What's the Individual plan for?
Individual is the seat: $12 per seat per month for one person and the agents they connect over MCP. One concurrent bot, unlimited meetings, real-time transcription, recording, storage, REST API, WebSockets, and the UI Dashboard. It supports Google Meet, Microsoft Teams and Zoom.
Ready when you are
Capture every call.
Attached to HubSpot in 5 minutes.
No credit card on Vexa side, no Marketplace approval wait. Get an API key, paste the Workflow webhook, transcripts land on the deal record.
Apache 2.0 · Self-host or cloud · No credit card required