Integration · Vapi to Insightly

Insightly and Vapi integration

We connect Vapi to Insightly so every call, outcome and follow-up lands on the right contact. It is a one-time setup by our team, not a monthly middleware subscription.

  • From $100, one-time setup
  • No monthly fees from us
  • Tested on your own calls before go-live
Get a written scope
Vapi Insightly

One call ends in Vapi. In Insightly:

  1. Call logged with the transcriptOn the matching contact in Insightly
  2. Summary savedAs a note anyone can read
  3. Outcome updates the recordThe opportunity or field you choose
One-time setup
From $100
Monthly fee from us
$0
Working days to a written scope
2
Working days to build and test
5–10

What we connect between Vapi and Insightly

A typical setup. We adjust each line to how your team uses Vapi and Insightly.

When this happensThis is what you get
An AI call endsA note on the matching contact, owned by the right Insightly user
The call recordingAttached to that note
The transcript and summaryA note on the contact
The call outcomeThe opportunity stage or a contact field you choose
A caller who is not in Insightly yetA new contact, checked against existing records first

Field mapping, event by event

Each Vapi event and exactly what it writes in Insightly. Pick an event to see its fields.

1. Trigger · Vapi When an AI call ends Every call made or received in Vapi
2. Action · Insightly Log the note In Insightly, on the contact — Where your team already works
Insightly field Mapped from What happens
Activity date Call start time15 Sep, 4:00 pm Shown in your time zone
Call length Call length3 min 04 s Stored the way Insightly expects
Call outcome How the call endedCaller hung up Matched to your own list of outcomes
Recording Call recordingPlayable audio Added once the file is ready
Summary and transcript Call summaryWants a demo next week Saved as note text
Contact Matched by phone number+1 415 555 0142 A new contact is created only if none match
1. Trigger · Vapi When the call summary is ready Transcript and summary are finished
2. Action · Insightly Save a note In Insightly, on the contact — Readable by anyone who opens the record
Insightly field Mapped from What happens
Summary Call summaryWants a demo next week At the top of the note
Transcript TranscriptAgent: Hi, this is… Below the summary
Contact Same match as the call+1 415 555 0142 Linked to the same record as the call

Sample values are made up. The exact fields are agreed with you in your scope.

A one-time setup, not a monthly middleware bill

We are not a middleware. We plan the connection, set it up, test it on your calls and hand it over.

Web Repay integration setup Middleware subscription
What you pay One-time setup, from $100 (one-off) A monthly plan, often priced by tasks or operations
As call volume grows The same price, no per-task charges Costs rise with every call that syncs
Who builds and tests it We do, on your own Vapi calls Your team builds and maintains every step
Where it runs In your own Vapi and Insightly accounts, documented Inside the middleware vendor’s platform
When something changes Additional support as needed, when you request it Your team fixes the broken steps

Where a small connector layer is the most reliable route, we say so in your written scope, set it up in your own account and choose the option with the lowest running cost.

Where Vapi and Insightly setups usually go wrong

Two updates for one call

Vapi can report a call and its outcome at different moments. Left alone, that creates two activities in Insightly. We combine them into one clean record.

Phone numbers written two ways

Vapi and Insightly often store numbers in different formats. Left alone, a caller who already exists becomes a second contact. We match on a cleaned-up number before anything is created.

Reps matched to Insightly users

If a Vapi user is not matched to a Insightly user, calls log without an owner. We match every rep before go-live.

Updating the right opportunity

An outcome has to change one opportunity, not every opportunity on the record. We agree the rule with you before we build.

How we set it up

  1. 1

    Tell us what should connect

    Which calls, outcomes and follow-ups should reach Insightly. You get a written scope with a fixed one-time price.

  2. 2

    Give us access

    Admin access to Vapi and Insightly for the setup. Nothing for you to install, and no new subscription to start.

  3. 3

    We build and test

    We connect the two tools, map every detail and test it with real calls before your team relies on it.

  4. 4

    Handover

    You get a short document of what is connected and how it behaves. It runs in your own accounts, with no monthly fee from us.

Agents on headsets working at their desks
Test call passedEvery field in the table checked LiveWatched for the first week

What it costs

From $100 one-time setup

Starting price for connecting Vapi and Insightly, built and tested. Larger mappings get a fixed quote in writing before we start.

No monthly fee from us. Additional support is available as needed, whenever you request it.

Get a written scope

Tell us what should happen in Insightly when a call ends. We reply within 2 working days.

Questions about Vapi and Insightly

Is there a monthly fee?

No. You pay once for the setup. Unlike Zapier, Make and similar middleware subscriptions, there is no monthly or per-task charge from us, so the cost does not grow as your team makes more calls.

Is Web Repay a middleware?

No. We are an integration team: we plan the connection between Vapi and Insightly, set it up, test it on your calls and hand it over. Where a small connector layer is the most reliable route, we say so in your written scope and choose the option with the lowest running cost.

What can you connect between Vapi and Insightly?

An ai call ends, the call recording, the transcript and summary, the call outcome, each mapped to the right contact and opportunity in Insightly. We confirm the exact list in your scope.

How long does it take?

You get a written scope and a fixed price within 2 working days. Most setups are built and tested within 5 to 10 working days of getting access.

What do you need from us?

Admin access to Vapi and Insightly during the setup, and a short call to agree what should happen. You can remove our access once it is handed over.

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Rather talk it through?

Thirty minutes on how your team uses Vapi and Insightly. You leave knowing what we would build and what it would cost.

Call +91 82857 48750
Team discussing a project around a laptop
Call ended03:04 · inbound Opportunity updatedStage set from the call outcome Call-back taskAssigned to the contact owner