Connecting your CRM — HubSpot, Pipedrive, Monday and the manual fallback
Push every Voxinly conversation into your CRM as a tagged, qualified lead. Step-by-step for the three most common trade-friendly CRMs and a manual workflow for everyone else.
A CRM (Customer Relationship Management) tool tracks every conversation, quote and job from first contact to invoice paid. If you're a solo tradesman, your CRM is probably your phone and a notebook — and that's fine. The moment you've got two or more people quoting jobs, the cracks show: leads forgotten, follow-ups missed, the same customer rung twice by mistake.
Voxinly Pro pushes every chat into your CRM automatically. The lead lands tagged, scored, and with the full conversation summary, so your team can pick it up wherever they are.
HubSpot setup
Connect via OAuth
In Voxinly, go to /admin/integrations → HubSpot → Connect. You'll be redirected to HubSpot to authorise. Approve the requested scopes (contacts.write, deals.write). You're back in Voxinly in 30 seconds.
Pick the contact + deal pipeline
Choose which HubSpot pipeline new Voxinly leads land in. Most trade customers use a custom pipeline called 'Website enquiries' with stages: New → Qualified → Quoted → Won/Lost. Voxinly can create this for you if it doesn't exist.
Map custom properties
Voxinly populates HubSpot's standard fields (name, phone, email, address) and creates custom properties for postcode-zone, job-type tag, urgency and lead score. Approve the mapping or customise.
Pipedrive setup
Connect via OAuth
In /admin/integrations → Pipedrive → Connect. Authorise. Pick the pipeline (default: Sales). Pipedrive uses 'Persons' for contacts and 'Deals' for opportunities — Voxinly creates both automatically.
Pipedrive's interface is the friendliest of the three for trade firms — deals show as Kanban cards you can drag between stages. If your team isn't tech-savvy, Pipedrive is usually the easiest sell.
Monday.com setup
Create or pick a board
In /admin/integrations → Monday → Connect. Authorise. Pick or create a board called 'Voxinly leads'. Voxinly will write each new lead as a new item with columns for postcode, job, score, status.
What gets pushed
When a Voxinly conversation closes (customer leaves, books, or 30 minutes idle), Voxinly pushes a record into your CRM with:
- Customer name (if shared)
- Phone, WhatsApp, email (whichever were shared)
- Postcode + zone (primary/outer/out-of-area)
- Job type tag (boiler, leak, rewire, kitchen, etc.)
- Lead score 0-100
- Urgency tag (urgent/this week/flexible)
- Conversation summary (3-5 sentences)
- Link back to full chat transcript in Voxinly
Manual fallback — for any CRM
If you use a CRM Voxinly doesn't integrate natively with (Salesforce, Zoho, Insightly, Less Annoying CRM, a custom Airtable, a spreadsheet) the manual workflow is:
- In /admin/customers, filter by date range or status
- Click 'Export CSV'
- Upload to your CRM via its standard import flow
- Map columns to your CRM's fields
- Set up a weekly recurring export — Friday afternoon takes 5 minutes
When you don't need a CRM
Be honest — if you're a one-van trade doing 5-10 jobs a week, you don't need a CRM. The Voxinly dashboard is already a working customer list, and adding another tool just to feel official is overhead without payoff. Wait until you've got a team or a backlog of leads to chase before adopting one.
FAQ
Do I need CRM integration to use Voxinly?
No — Voxinly's own /admin/customers page is a full lead inbox for most one-van and 2-3 person trades. CRMs are an upgrade, not a requirement.
What about Jobber, ServiceM8 and other trade-specific tools?
Jobber and ServiceM8 integrations are on the Pro roadmap. Today, use the manual CSV export or Zapier in the meantime.
Will pushing to a CRM affect lead scoring or notifications?
No — the CRM is a downstream destination. All scoring, SMS, and email behaviour stays inside Voxinly. CRM is for record-keeping and team workflow.
What happens if my CRM is down when a conversation closes?
Voxinly queues the push and retries every 15 minutes for 24 hours. Conversations are never lost — they sit in Voxinly until the CRM is back.