Vexaphone + HubSpot
Call and text from HubSpot using your connected Android handset.
Use Vexaphone on contact, company and deal records, or choose its calling provider. SMS workflows can send through a mapped handset. New phone call and SMS/MMS history syncs back to HubSpot, with compatible recordings and phone-provided transcripts where available. Vexaphone is independent and is not endorsed by HubSpot.
Before you start
You need a Vexaphone subscription, an Android 12+ handset with an active SIM and data connection, and a HubSpot account where you can install apps. A Super Admin may be needed to add cards for your team. Workflow actions require a HubSpot plan with workflows and the Automation permission. Media copying requires Files permission and is subject to HubSpot limits. See pricing and compatibility.
1. Pair your phone
At app.vexaphone.com, subscribe and open Phones → Add a phone. Follow installation and QR pairing, select the phone number's country and finish Android permissions and connection setup. Basic SMS and call-log sync does not require root.
2. Authorize HubSpot
Open Integrations → HubSpot → Connect in Vexaphone. Select the intended HubSpot account and approve the permissions for the features you need. Return to Vexaphone to finish setup.
3. Load users and map handsets
Click Load HubSpot users, choose the default phone and assign handsets to users where needed, then Save & continue. Record-card actions use the acting user's mapping; SMS workflows use the contact owner's mapping. Unmapped users use the default.
4. Add the record card
Settings → Integrations → Connected apps → Vexaphone → App cards → Manage locations
Add the card to the contact, company and deal views your team uses, then Save. Alternatively, open a record → Customize → add Vexaphone to the right sidebar → Save. Review this step in the Vexaphone setup guide.
5. Choose the calling provider
Top toolbar → Calls (phone icon) → provider dropdown → Vexaphone
Some accounts first show Change provider. Open the dialler once using Open dialer in a Vexaphone record card to connect the calling window. Each user selects their own calling provider. Calls ring/place through the Android handset; browser audio is not supplied. Card/provider setup is optional for passive history sync.
6. Test SMS, calls and workflows
Select the intended recipient in a record card, enter the message and click Send SMS; use Call to request a handset call. Recipients selected in HubSpot require an international country code. Duplicate contact matches require review. Associated contacts can be selected from company/deal cards; Vexaphone does not automatically attach every passive phone event to every open deal.
For automation, open Automation → Workflows, add the Vexaphone Send SMS action to a contact workflow, select the recipient property and message, then test and publish. History sync can operate without workflow access.
What is shared
Contacts and phone numbers are read to match activity and select recipients. Contacts can be created and missing first/last names enriched; populated names are not overwritten. Call and SMS communication records are written back. Deal access supports record context and explicit activity association; optional company access reads company numbers and associated contacts. Owner data supports handset mapping. Optional Files access copies recordings and attachments, and Automation reports workflow action results.
Recordings and troubleshooting
Recording access depends on the Android recorder and approved permissions. Native transcripts are presented as notes or attachments; HubSpot's own AI transcription is separate, plan-dependent and is not guaranteed by Vexaphone. Call details can arrive before their recording.
Open Integrations → HubSpot → Activity in Vexaphone for sync errors. Reconnect if permissions expire. To stop syncing, disconnect in Vexaphone and uninstall via Settings → Integrations → Connected apps → Vexaphone if desired. Existing HubSpot history remains. Contact support for assistance.