Live in 5–10 business days
Every Dialpad Call
Logged in < 1s.
No rep involvement.
Dialpad is an AI business phone and UCaaS platform with built-in AI transcription. Its Zapier integration (Pro plan+) provides one trigger: Call State Changed (instant) — firing on ringing, answered, and hangup. For CRM…
Technical noteDialpad's only Zapier trigger is Call State Changed — firing multiple times per call. The integration filters for state=hangup to avoid duplicate CRM activities. Dialpad Pro plan ($25/user/month+) required for API access. AI summary fetched separately via /api/v2/transcripts/{id} post-call.
1 events
Trigger types from Dialpad
3 actions
CRM actions in Instantly.ai
42min
saved per rep per day
Free quote in 24h
No commitment
30-day support
From $100 setup
Live Field Mapping — Dialpad → Instantly.ai
Syncing
Dialpad
Dialer · AI Business Phone · UCaaS · Contact Center
OAuth 2.0
contact_phone
→
Contact.Phone / Lead.Phone
✓
contact_name
→
Contact.Name / Lead.Name
✓
contact_email
→
Contact.Email / Lead.Email
✓
call_direction
→
Activity.Type (Inbound/Outbound)
✓
call_duration
→
Activity.Duration
✓
Instantly.ai
CRM · Cold Email Outreach / AI Reply Agent
API Key
All 13 fields mapped · real time
zero manual entry
Real-time sync
Every call logged.
Automatically.
Before your rep picks up the next one.
The Dialpad webhook fires the instant a call ends. Our integration processes it and updates Instantly.ai — all in under a second. Zero rep involvement.
0%
calls logged automatically
< 1s
call end to CRM update
0min
saved per rep per day
0%
recordings in Instantly.ai
Live integration feed — Dialpad → Instantly.ai
What changes for your team
Your day before. Your day after.
The exact workflow differences between teams using Dialpad + Instantly.ai manually and teams running this integration.
WITHOUT THE INTEGRATION
current state
Dialpad call completes — CRM has no activity or AI summary
Dialpad AI transcripts generated — not visible from CRM
Multiple state events per call — CRM gets duplicate activities
Inbound unknown numbers — no CRM contact created on call
WITH THE INTEGRATION
after go-live
Call State Changed (hangup) fires CRM activity + AI summary automatically
AI transcript URL stored in CRM activity on every call
Integration filters for hangup only — one clean CRM entry per call
New inbound number creates CRM contact automatically
Did you know?
What changes when Dialpad + Instantly.ai are connected
These improvements happen automatically — no rep action required after each call.
? Did you know
42
minutes saved per rep per day
Reps using Dialpad without Instantly.ai integration spend ~42 min/day manually logging calls. The integration fires on call end — zero effort from the rep.
call_duration
Create Engagement
auto-log
? Did you know
99%
of calls logged automatically
Manual logging captures ~60% of calls. The Dialpad webhook fires on every call end and creates a Instantly.ai activity — no exceptions.
call.ended
recording_url
notes
? Did you know
+38%
more deals created per week
Every Qualified disposition auto-creates a Instantly.ai deal. Manual processes lose ~35% of qualified calls to forgotten CRM entry.
disposition → dealstage
Create Deal
? Did you know
< 1s
from call end to CRM update
The Dialpad webhook fires the instant the call ends. Instantly.ai is updated before the rep reaches for the next number.
webhook
real-time
? Did you know
100%
of recordings in Instantly.ai
Every Dialpad recording URL is mapped to the Instantly.ai contact automatically. Managers review calls from inside Instantly.ai.
recording_url
activity.recording
? Did you know
0
missed follow-up tasks
Every Callback or Voicemail disposition auto-creates a Instantly.ai task. Assigned to the correct rep, linked to the contact.
disposition map
task creation
Under the hood
Exactly what happens when a call ends in Dialpad
Every step, every API call, every field. This is how a Dialpad webhook becomes a Instantly.ai record in under a second.
1
Call ends → Dialpad fires webhook
The moment an agent marks the call complete (or it auto-closes), Dialpad fires a POST webhook containing the full call payload.
/api/v2/calls/{call_id}
{
"call_id": "...",
"agent_name": "...",
"contact_phone": "...",
// + 5 more fields
}
{
"call_id": "...",
"agent_name": "...",
"contact_phone": "...",
// + 5 more fields
}
2
Payload validated + field-mapped
The integration layer receives the webhook, validates the signature (OAuth 2.0), and maps each Dialpad field to the correct Instantly.ai field — including disposition-to-stage logic.
disposition → deal_stage
recording_url → activity.recording
agent_id → owner_id
contact_phone → contact.phone
recording_url → activity.recording
agent_id → owner_id
contact_phone → contact.phone
3
Instantly.ai API call fires
The integration calls the Instantly.ai API (API Key) to update the contact record, log the call activity, set the deal stage, and create a follow-up task if the disposition requires one.
POST /api/v2/leads
PATCH /api/v2/leads/{id}
POST /api/v2/campaigns/add_leads
PATCH /api/v2/leads/{id}
POST /api/v2/campaigns/add_leads
4
Complete. Rep sees nothing — Instantly.ai is already updated.
Total time from call end to CRM update: < 1s. Rate limits: API V2 on Growth plan+; webhooks require Hypergrowth plan+. The rep closes Dialpad and moves to the next call. Instantly.ai already has everything.
instant
Call State Changed
Dialpad call state changes (ringing, answered, hangup)
action
Add Lead to Campaign
Adds a lead to an existing Instantly campaign
action
Update Lead Status
Updates the status/label of a lead in Instantly
action
Create or Update Lead
Creates or updates a lead record in Instantly
All fields passed on every Dialpad call event:
call_id
state
direction
caller_id
callee_id
duration
recording_url
transcript_url
Connection Details
DialerDialpad
CRMInstantly.ai
Dialer authOAuth 2.0
CRM authAPI Key
ZapierAvailable
Delivery5–10 business days
From$100 one-time setup
Best fit for
SMB teams using Dialpad as their primary business phone who want call logs and AI summaries in their CRM without switching platforms. Strong for customer success and inside sales teams where Dialpad AI coaching data is valuable.
Disposition mapping
What happens in Instantly.ai for every call outcome
Select a disposition to see the exact chain of events that fires in Instantly.ai — automatically.
Dialpad Agent
Interested
sets disposition
Integration Layer
Maps + fires
< 1s
Instantly.ai
Move deal stage → Qualified
SQL / Qualified
| Dialpad disposition | Instantly.ai action | Stage |
|---|---|---|
| Interested | Move deal stage → Qualified | SQL / Qualified |
| Booked / Meeting Set | Create calendar event + stage update | Meeting Scheduled |
| Not Interested | Update contact status → Disqualified | Disqualified |
| No Answer | Re-queue + follow-up task or SMS | Attempted (retry) |
| Voicemail Left | Set contact status → Attempted | Attempted |
| Callback Requested | Create CRM task → Schedule Callback | Callback Scheduled |
| Wrong Number | Flag phone field as invalid | Invalid |
| DNC Requested | Set opt-out flag + suppress contact | Opted Out |
| Busy | Re-queue with delay timer | Re-queue |
Sales teams using Dialpad alongside Instantly.ai without an integration spend 35–50 minutes per rep per day on manual call logging. At 8 reps, that's 28+ hours per week lost to data entry. Manually logged data is also incomplete — reps forget calls, mistype dispositions, skip recordings.
What teams use this for
Dialpad + Instantly.ai use cases
Specific things teams automate — based on how Dialpad works and what Instantly.ai needs.
✓
Log Dialpad Call State Changed (hangup) to CRM contact with duration and recording✓
Push Dialpad AI transcript and call summary to CRM note after each call✓
Create CRM contact when Dialpad inbound call from unknown number completes✓
Map Dialpad call direction (inbound/outbound) to CRM activity type automatically✓
Create CRM follow-up task based on call outcome or duration threshold✓
Sync Dialpad recording URL to CRM activity on every completed call✓
Create HubSpot contact and deal when Instantly marks lead as Interested✓
Add lead to dialer campaign when Instantly reply shows positive intentThe build process
From quote to live in 5–10 business days
Everything handled for you. No developer needed. You describe how you work — we build it.
1
Discovery call
30 minutes. We audit your exact Dialpad and Instantly.ai setup — dispositions, pipeline stages, field names, and edge cases. Quote on the same call.
Day 1
2
Field mapping
All fields mapped: Dialpad disposition codes → Instantly.ai stages, recording_url → activity field, agent ID → owner, plus any custom fields you need.
Days 1–2
3
Build & test
We build the integration and test with real call data from your Dialpad account into your Instantly.ai. You verify every field before go-live.
Days 2–8
4
Go live + support
Integration goes live. We monitor for 30 days and fix anything that doesn't work exactly as specified — included at no extra charge.
Day 5–10
Client Results
What Happens When Systems Connect.
Real clients. Real platforms. Real results after we connected their systems.
Live Case Study
Y
Yadel
Founder · mabiat.co
✓ Verified Client
★★★★★
Built us a hotel booking agent using Vapi that handles both texts and calls. Guests enquire about room availability, check inventory and book directly. Everything syncs to Google Sheets in real time — no staff, no manual entry, no double-bookings. Live in under a week.
Hotel Booking Flow
Guest sends SMS or calls Vapi number
AI checks Google Sheets inventory in real time
Booking confirmed + Sheets updated instantly
Zero staff involved — fully automated
What People Are Saying
D
David K.
@davidk_solar
No-answer leads were just dying. Now they get auto-retried + SMS. Recovered 20% in month one.
GHL + CallTools
★★★★★
Y
Yadel
@yadel_mabiat
Hotel booking agent handles texts + calls and pushes reservations to Google Sheets. Live in under a week.
Vapi + Google Sheets
★★★★★
S
Sarah T.
@saraht_salesops
3 admins went back to selling. The Kixie integration handles everything. ROI in week one.
Pipedrive + Kixie
★★★★★
A
Alex M.
@alexm_realestate
Inbound calls get auto-logged, qualified in CRM and pushed to the right agent. Speed to lead cut to 60s.
Zoho + Aircall
★★★★★
N
Nina C.
@nina_growthops
AI agent qualifies inbound leads overnight. Warm handoffs in CRM by morning. Like hiring 3 extra reps.
GHL + Vapi
★★★★★
C
Chris D.
@chrisd_brokerage
Voicemails now trigger automated SMS + re-queue. Nothing falls through the cracks anymore.
Pipedrive + PhoneBurner
★★★★★
D
David K.
@davidk_solar
No-answer leads were just dying. Now they get auto-retried + SMS. Recovered 20% in month one.
GHL + CallTools
★★★★★
Y
Yadel
@yadel_mabiat
Hotel booking agent handles texts + calls and pushes reservations to Google Sheets. Live in under a week.
Vapi + Google Sheets
★★★★★
S
Sarah T.
@saraht_salesops
3 admins went back to selling. The Kixie integration handles everything. ROI in week one.
Pipedrive + Kixie
★★★★★
A
Alex M.
@alexm_realestate
Inbound calls get auto-logged, qualified in CRM and pushed to the right agent. Speed to lead cut to 60s.
Zoho + Aircall
★★★★★
N
Nina C.
@nina_growthops
AI agent qualifies inbound leads overnight. Warm handoffs in CRM by morning. Like hiring 3 extra reps.
GHL + Vapi
★★★★★
C
Chris D.
@chrisd_brokerage
Voicemails now trigger automated SMS + re-queue. Nothing falls through the cracks anymore.
Pipedrive + PhoneBurner
★★★★★
R
Rachel B.
@rachelb_ops
Managers finally have accurate data. Call logs match dialer reports. Forecasting actually works now.
Salesforce + Five9
★★★★★
T
Tom W.
@tomw_insurtech
Zero manual entry since go-live. Disposition sets in dialer, CRM updates instantly. Team loves it.
HubSpot + JustCall
★★★★★
P
Paul H.
@paulh_bdr
CallTools didn't have Zapier. They built a custom webhook pipeline. Works better than any native integration.
Salesforce + CallTools
★★★★★
L
Laura K.
@laurak_saas
Cold email reply hits "Interested" → dialer campaign in 60 seconds. The loop is finally closed.
HubSpot + Instantly
★★★★★
B
Ben R.
@benr_revteam
VICIdial was a nightmare to integrate. They sorted the webhook pipeline, AGI scripts, everything. Solid.
Zoho + VICIdial
★★★★★
O
Omar F.
@omarf_founder
Gong transcripts automatically pushed to HubSpot as call notes. Reps never need to write a recap again.
HubSpot + Gong
★★★★★
R
Rachel B.
@rachelb_ops
Managers finally have accurate data. Call logs match dialer reports. Forecasting actually works now.
Salesforce + Five9
★★★★★
T
Tom W.
@tomw_insurtech
Zero manual entry since go-live. Disposition sets in dialer, CRM updates instantly. Team loves it.
HubSpot + JustCall
★★★★★
P
Paul H.
@paulh_bdr
CallTools didn't have Zapier. They built a custom webhook pipeline. Works better than any native integration.
Salesforce + CallTools
★★★★★
L
Laura K.
@laurak_saas
Cold email reply hits "Interested" → dialer campaign in 60 seconds. The loop is finally closed.
HubSpot + Instantly
★★★★★
B
Ben R.
@benr_revteam
VICIdial was a nightmare to integrate. They sorted the webhook pipeline, AGI scripts, everything. Solid.
Zoho + VICIdial
★★★★★
O
Omar F.
@omarf_founder
Gong transcripts automatically pushed to HubSpot as call notes. Reps never need to write a recap again.
HubSpot + Gong
★★★★★
FAQ
Common questions about the
Common questions about the
Dialpad + Instantly.ai integration.
Most builds are live in 5–10 business days from the discovery call. Simple setups with standard dispositions can be done in under a week. More complex builds — custom pipeline stages, multi-user routing, conditional logic — may take the full 10 days.
Yes. The integration fires within seconds of each call ending using webhooks from Dialpad and the Instantly.ai API. Typical sync time is < 1s from call end to CRM record updated.
Disposition, recording URL, agent identity, call duration, notes, and any custom fields you specify — all mapped to the correct Instantly.ai fields. You control the mapping during the field-mapping step.
Zapier works for simple triggers but gives no control over field-level mapping, disposition logic, or recording attachment. A direct API build is recommended for anything beyond basic one-way logging.
That's the default case. We map your exact disposition codes to your exact Instantly.ai pipeline stages — whatever you've named them. No preset templates to conform to.
The one-time setup fee (from $100) covers the build, end-to-end testing with real data, and 30 days of post-launch support. No per-call or per-record fees.
Other Instantly.ai integrations
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Cloud Contact Center
→
Instantly.ai + Five9
Cloud Contact Center (Enterprise)
→
Instantly.ai + Aircall
Cloud Phone System / Sales Dialer
→
Instantly.ai + CallTools
Predictive / Preview / Power Dialer
→
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→
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Taking quotes now for Dialpad + Instantly.ai
Ready to Connect
Your Entire Stack?
Drop your email or book a 30-minute call. Free, no commitment, usually reply same day.
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Quote within 24h
Live in 5–10 days
30-day support included
Get Your Free Quote
Tell us your setup — we'll have you live on Dialpad + Instantly.ai in days.
OR BOOK DIRECTLY
Integrations as low as $100 setup · Monthly from $50/mo
Before you go
See what Instantly.ai + Dialpad teams get
Every call logged automatically. Every recording in Instantly.ai. Zero manual entry.
42
minutes saved per…
99%
of calls logged a…
+38%
more deals create…
< 1s
from call end to …
Want these results? Book a free 30-min call — we'll audit your Dialpad and Instantly.ai setup and give you a quote on the same call.
30-min call
Free quote same day
No commitment