AI Receptionist + Your CRM
An AI receptionist that writes every call into your CRM.
Most AI receptionists answer the phone and email you a summary. HelmarOps writes the caller, the transcript and the outcome straight into your CRM — natively into HubSpot and GoHighLevel, or into anything else through Zapier and webhooks.
The old way vs the HelmarOps way
The old way
Your answering service emails a message. Someone reads it, decides who it's for, retypes the name and number into the CRM, and creates the follow-up task — if they remember. The calls that get logged are the ones somebody had time to log, which means your CRM quietly stops reflecting reality.
The HelmarOps way
HelmarOps answers the call and writes it down itself. The caller is matched to an existing contact or created as a new one, the transcript and summary are attached, and the outcome — booked, message taken, transferred — lands on the record. Natively in HubSpot and GoHighLevel; anywhere else through Zapier or a signed webhook.
How it works
Get started in minutes
Connect the CRM you already use
HubSpot and GoHighLevel connect natively. Anything else — Pipedrive, Zoho, monday, a homegrown system — connects through Zapier, Make, or a signed webhook to your own endpoint.
The assistant answers and identifies the caller
It looks the number up first. A known customer is greeted as one and their history is available to the conversation; an unknown number becomes a new contact rather than an anonymous note.
The call is written to the record, not to an inbox
Transcript, summary, and what actually happened — appointment booked, message taken, transferred to a person — attached to the contact. HubSpot receives it as a logged call on the contact timeline, with a deal created when the call warrants one.
Everything downstream fires on its own
Follow-up tasks, sequences and alerts trigger off the call outcome. Nobody has to notice the message first.
Key capabilities
Native HubSpot sync, both directions
Contacts and deals sync with HubSpot on a six-hour cycle, and call outcomes are pushed as they happen. Calls appear on the HubSpot contact timeline as logged calls, with duplicate protection so the same call is never written twice.
Native GoHighLevel support
For agencies and businesses already running GHL, contacts and call outcomes flow into it the same way — no middleware in between.
Everything else via Zapier, Make, or webhooks
Real-time events with wildcard filtering (call.*, deal.*, invoice.*) and HMAC-SHA256 request signing, so your endpoint can verify the payload came from us. Webhooks and Zapier are a Pro plan feature; the native HubSpot and GoHighLevel connections are not.
The caller is matched, not guessed
Phone number is the source of truth for identifying a caller, so a booking attaches to the right existing record rather than creating a second copy of a customer you already have.
Booked during the call
Appointments go into the calendar while the caller is still on the line, with the detail they gave — not as a callback request for somebody on your team to chase.
Or use HelmarOps as the CRM
If you don't have a CRM you're attached to, you don't need one. HelmarOps is the system of record as well — contacts, pipeline, invoicing and scheduling included in the same subscription.
Real-world scenario
See it in action
The scenario
An agency runs its pipeline in HubSpot and doesn't intend to move. Inbound calls were being answered by a service that emailed summaries, so calls were logged in HubSpot inconsistently and attribution was guesswork. They point their line at HelmarOps and connect HubSpot.
The result
Every inbound call now appears on the HubSpot contact timeline with a transcript and outcome, whether or not anyone was free to take it. New callers arrive as contacts rather than as an email nobody actioned, and the team stopped retyping phone numbers.
AI Receptionist + Your CRM is included in every paid plan
No add-on fees. No per-feature pricing. AI Receptionist + Your CRM is part of the HelmarOps platform starting at $79/mo.
Frequently asked questions
It integrates. Contacts and deals sync bidirectionally on a six-hour cycle, and call outcomes are pushed to HubSpot as they happen — appearing as logged calls on the contact timeline, with a deal created when the call warrants one. There's duplicate protection so a call is never written twice.
Those aren't native today — HubSpot and GoHighLevel are, and they work from the $79 Starter plan. Everything else connects through Zapier, Make, or a signed webhook to your own endpoint, which covers the great majority of CRMs — but webhooks and Zapier sit on the Pro plan at $349/mo, so it's worth checking which route applies to you before you pick a plan. If a native connector matters to you, tell us which one; that's how the current two got prioritised.
No. Keep the CRM you have and let HelmarOps write into it. HelmarOps is also a full CRM if you'd rather consolidate, but that's an option, not a requirement — plenty of customers use the voice agent alongside a CRM they have no intention of leaving.
The contact (matched by phone number, or created if new), the call itself with its transcript and an AI summary, and the outcome — appointment booked, message taken, or transferred to a person. Where the call is clearly commercial, a deal is created too.
Most answering services integrate by pushing a message or a lead record. The call itself, what was said, and whether anything was resolved stay outside your system. Because HelmarOps handles the call, it can write the outcome rather than the fact that a call happened — which is the part that makes reporting and follow-up automation work.
Every payload is signed with HMAC-SHA256 using a shared secret, so your endpoint can verify it came from HelmarOps and hasn't been altered. You can subscribe to specific events or use wildcards to catch a family of them.
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