Zapier
Meeting
Transcription
Drop a meeting bot into Google Meet, Microsoft Teams, or Zoom from any Zap. Real-time transcripts piped to 5,000+ Zapier apps — Google Sheets, Slack, Notion, HubSpot, Salesforce, anything Zapier reaches.
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 Zapier
Vexa fits into Zapier as a Webhooks step today: one Webhooks-by-Zapier POST kicks off a bot in the meeting platform of your choice, transcripts come back via Catch Hook trigger, and you fan them out to any of Zapier's 5,000+ apps. A dedicated Vexa Zapier app is on the roadmap — for now, the Webhooks step covers every pattern customers have built so far. Same Apache-2.0 stack underneath, so the audio path stays in your Vexa instance (hosted or self-hosted) while Zapier orchestrates the workflow.
- No published Vexa Zapier app required — Webhooks by Zapier covers every pattern (dedicated app on the roadmap)
- Works across Google Meet, Microsoft Teams, and Zoom — one Zap, three platforms
- Pipe transcripts to any of 5,000+ Zapier apps: Sheets, Slack, Notion, HubSpot, Salesforce, Airtable, anything
# Step 1 — Trigger
# Google Calendar: New Event Matching Search
# Step 2 — Action: Webhooks by Zapier (POST)
URL: {{env.VEXA_API_BASE}}/bots
Headers:
X-API-Key: {{env.VEXA_API_KEY}}
Content-Type: application/json
Payload:
{
"platform": "google_meet",
"native_meeting_id": "{{1__hangoutLink_code}}",
"transcribe_enabled": true,
"transcription_tier": "realtime"
}
# Step 3 — Trigger (separate Zap): Webhooks by Zapier (Catch Hook)
# Copy the Catch Hook URL from Zapier
# Configure Vexa webhook destination = that URL
# Each transcript chunk fires the Zap
# Step 4 — Action (per chunk): Google Sheets, Slack, Notion, HubSpot, ...Set $API_BASE to https://api.cloud.vexa.ai (hosted) or http://localhost:8056 (self-host). Get $API_KEY from /get-started.
Zapier integration FAQ
What automation builders ask before wiring Vexa into Zapier.
Is there a dedicated Vexa app in the Zapier app directory?
Not yet — a dedicated Vexa Zapier app is on the roadmap. Today Vexa works via Webhooks by Zapier (built-in to every Zapier plan), which covers every Zap pattern we've seen customers build: trigger bots, receive transcripts, fan out to other apps.
Can a Zap trigger automatically when a calendar invite arrives?
Yes — that's the most common pattern. Google Calendar trigger ("New Event Matching Search") or Outlook Calendar trigger fires the Zap, which then POSTs to Vexa. We document the exact step config above.
How do transcripts come back into Zapier?
Use a separate Zap with the "Webhooks by Zapier — Catch Hook" trigger. Copy the Catch Hook URL Zapier gives you, configure Vexa to POST transcripts to that URL, and each chunk fires the Zap. Best for fan-out workflows where transcripts go to several destinations.
What downstream apps work well?
Google Sheets (one row per chunk or one per meeting), Slack (post summaries to channels), Notion (auto-create pages), HubSpot / Salesforce (attach to deals), Airtable (synced tables), Mailchimp (post-meeting follow-ups). Anything in Zapier's 5,000+ app library.
Does this require a paid Zapier plan?
Webhooks by Zapier requires at least a Zapier Starter plan ($19.99/mo at time of writing). Multi-step Zaps + filter/code steps need Professional. Vexa's cloud or self-hosted side has its own pricing — see the pricing section below.
Common patterns
What teams build with Vexa + Zapier
Three patterns we see repeatedly across Zapier + Vexa customers.
Meeting → Google Sheets activity log
Scenario
Your team wants every customer meeting auto-logged in a Google Sheet with date, attendees, and a summary — no manual data entry.
What you get
Calendar trigger → Vexa POST → Catch Hook on transcript-complete → Format step (or OpenAI summary) → Google Sheets row. Reps focus on the call; logging happens automatically.
Sales call → HubSpot / Salesforce enrichment
Scenario
You want transcripts attached to deal records in HubSpot or Salesforce with action items extracted, without buying a $1k/seat Gong-style tool.
What you get
Zap fires Vexa per scheduled meeting, transcript chunks land via Catch Hook, summary step (OpenAI or Formatter) produces action items, HubSpot/Salesforce step attaches everything to the record. Coverage at fraction of the cost.
Cross-team notification on key phrases
Scenario
When the word "renewal" or a competitor name comes up in a call, you want Slack to ping a manager and an internal Slack DM to fire.
What you get
Catch Hook receives chunks → Filter step matches keywords → Slack step posts to channel + sends DM. Sub-10-second latency from speech to alert.
Quickstart
Wire up Vexa in Zapier in 5 minutes
No dedicated app required. Webhooks by Zapier covers every pattern.
- 1
Get a Vexa API key
Sign up at vexa.ai/get-started or mint one locally on your self-hosted gateway.
- 2
Build the trigger Zap
Calendar (Google / Outlook) → Webhooks by Zapier (POST) to Vexa /bots. Use the payload template on the right.
- 3
Build the catch Zap
Webhooks by Zapier (Catch Hook) trigger. Zapier gives you a URL — copy it.
- 4
Configure Vexa webhook
In Vexa dashboard (or via API), set webhook destination to the Zapier Catch Hook URL. Each transcript chunk now fires the Zap.
- 5
Fan out
Add Google Sheets, Slack, Notion, HubSpot, Salesforce, or any of 5,000+ Zapier apps as downstream actions.
How it works under the hood
Zapier architecture
Zapier acts as the orchestration layer; Vexa is the meeting-bot capability. Zapier Webhooks step → Vexa /bots → bot pod joins meeting → Whisper transcribes → chunks POSTed back to Zapier Catch Hook → Zapier fans out to downstream apps. Vexa's audio path stays in your hosted or self-hosted instance.
Pipeline
Documentation
Go deeper on the Zapier integration
Webhooks setup, Catch Hook patterns, downstream app recipes.
Webhooks reference
Transcript chunk format, retry semantics, signature verification — everything you need for the Catch Hook side.
Bots API reference
POST /bots payload, status polling, lifecycle hooks — used by the Webhooks step.
Local webhook development
Test the Catch Hook flow locally before going live in Zapier.
Platforms — Google Meet, Teams, Zoom
Per-platform meeting ID extraction notes referenced from your Zaps.
Authentication
API keys, admin tokens, scoping for multi-Zap setups.
n8n integration (alternative)
If you outgrow Zapier task pricing — self-host n8n with the same Vexa integration shape.
Full reference at docs.vexa.ai.
Related reading
Keep going on Zapier
Tutorials, deep-dives, and adjacent surfaces from across the Vexa substrate.
Google Meet transcription n8n workflow
Same patterns as Zapier — sibling automation tool with the same Vexa integration shape.
Claude MCP integration
Agent-orchestration alternative when "automation" needs to become "agent".
Sales call transcription use case
A common Zapier-shaped pattern: scheduled meetings → transcripts → CRM.
Pay only for
what you use
Self-host for free, or let us run it for you. Simple usage-based pricing—no per-seat tax.
Apache 2.0 · Self-host forever
Best for teams who need full control
1 bot · Flat monthly · Everything included
Best for personal use — 1 meeting at a time
No credit card required
Bot infrastructure · +$0.20/hr transcription
Best for teams & API builders · $5 free credit
No credit card required
On-premises, OpenShift, Kubernetes. Dedicated support + SLA.
For self-hosted Vexa bot users. Transcription only — $0.002/min.
Frequently asked questions
What's included in the $0.30/hr Bot Service?
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 ($0.50/hr total).
Which plan is right for me?
Choose Individual ($12/mo) if you need one bot for personal use—it includes real-time transcription, storage, and the Dashboard. Choose Pay-as-you-go ($0.30/hr) if you need multiple simultaneous bots or want to pay only for what you use—ideal for teams and API integrations. Both plans include Google Meet and Microsoft Teams support. Self-host for free from GitHub if you need full data control.
How does the free credit work?
Every new account gets $5 in free bot credit—no credit card required. That covers ~16 hours of bot time at $0.30/hr. 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?
The Individual plan ($12/mo) is for single users who need one concurrent bot with unlimited meetings. It includes real-time transcription, recording, storage, REST API, WebSockets, and the UI Dashboard—everything you need for personal meeting intelligence. It supports Google Meet and Microsoft Teams, with Zoom coming soon.
Ready when you are
Build the Zap.
Wired in 5 minutes.
No credit card on Vexa side, no published-app wait. Get a Vexa API key, paste the Webhooks step, fan out to 5,000+ apps.
Apache 2.0 · Self-host or cloud · No credit card required