It is 6:42 pm on a Friday. Your intake line rings. The caller was rear ended, is on the way to urgent care, and is anxious about what to do next. If that call gets missed or the details never make it into your CRM, the case may be gone by Monday.
This is where Aircall’s AI Voice Agent connected to HubSpot earns its keep. In a few minutes, you can see exactly how a live call becomes a clean contact record with intake answers, next actions, and a task that someone will actually complete.
Watch the live call demo
What you will see in the video: The AI Voice Agent confirms name, phone, and email, collects incident details like type and date, then closes with next steps. HubSpot logs the call, stores the intake Q and A on the timeline, auto matches to an existing contact using phone and email, and starts workflows for assignment and follow up.
Replace manual note taking with structured intake data
Keep attribution clean since HubSpot matches to the right record
Trigger the same reliable follow up every single time
How the pieces work together
1. Configure the AI Voice Agent in Aircall
Give the agent a profile, a clear greeting, and domain knowledge that fits your practice. Include practice areas, service regions, fee language, and the exact intake goals you expect on every first touch. This keeps the conversation accurate and compliant.
2. Intake flow that mirrors how your team thinks
Branch on incident type, recency, and treatment. Ask about injuries, medical attention, and availability for a callback. The point is not to interrogate, it is to capture the essentials a human would need to qualify and help.
3. HubSpot logs and auto matches
The call is logged on the contact timeline with the AI Voice Agent activity. When the caller shares phone or email, HubSpot ties the activity to the right record and avoids duplicates. Your team sees the entire history in one place.
4. Workflows that route and act
Workflows assign the matter to intake, create a task with an SLA, update pipeline stage, and notify the attorney on call. You can also send a templated intro email that confirms what the caller should expect next.
What this fixes for legal ops
Speed to respond: a task is created with a due time that someone owns
Consistency: the same questions are asked in the same order, every time
Visibility: leadership can see calls, tasks, and outcomes inside HubSpot
Compliance: the agent uses your approved language and data capture rules
The simple rollout plan
Define your intake essentials: the five questions you must always ask
Build the Aircall agent profile, context, knowledge, and branching flow
Connect Aircall to HubSpot and test a live call with your team
Ship the first workflow: assignment, SLA task, stage update, notification
Review two weeks of calls and refine prompts and tasks
We apply this approach inside our LIMO framework. It is a system for standardizing lead capture, intake, and follow up across your marketing and operations stack. Read the overview and see how LIMO ties Aircall and HubSpot together in a way your team can manage: [link to our LIMO pillar page]
Helpful resources from Aircall
If you want to explore how the technology works under the hood, these official Aircall resources go deeper:
Can we turn the AI on only after hours Yes. You can route after hours to the AI Voice Agent and keep business hours on a human queue, or mix both based on call types.
Will this create duplicates in HubSpot If the caller shares phone or email, HubSpot will match to the existing contact. That keeps history intact and attribution clean.
How long does a pilot take Short pilots move quickly. We configure, test live calls, then refine your prompts and workflows in tight feedback cycles.
Final word
If intake is the first moment of truth, automation should support it, not replace your judgment. Aircall’s AI Voice Agent collects what matters, HubSpot keeps it clean, and your team gets to the next best action faster.
