Two updates for one call
Vapi can report a call and its outcome at different moments. Left alone, that creates two activities in Instantly.ai. We combine them into one clean record.
Integration · Vapi to Instantly.ai
Instantly.ai and Vapi integration
We connect Vapi to Instantly.ai so every call, outcome and follow-up lands on the right lead. 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
Vapi
Instantly.ai
One call ends in Vapi. In Instantly.ai:
- Call logged with the transcriptOn the matching lead in Instantly.ai
- Summary savedAs a note anyone can read
- Outcome updates the recordThe lead status 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
Got it, thank you.
Check your inbox for a confirmation. We will reply within 2 working days with what we would do and what it would cost.
What we connect between Vapi and Instantly.ai
A typical setup. We adjust each line to how your team uses Vapi and Instantly.ai.
When this happensThis is what you get
An AI call endsA lead update on the matching lead, owned by the right Instantly.ai user
The call recordingAttached to that lead update
The transcript and summaryA note on the lead
The call outcomeThe lead status or a lead field you choose
A caller who is not in Instantly.ai yetA new lead, checked against existing records first
Field mapping, event by event
Each Vapi event and exactly what it writes in Instantly.ai. Pick an event to see its fields.
1. Trigger · Vapi
When an AI call ends
Every call made or received in Vapi
2. Action · Instantly.ai
Log the lead update
In Instantly.ai, on the lead — Where your team already works
Instantly.ai field
Mapped from
What happens
Activity date
Call start time15 Sep, 4:00 pm
Shown in your time zone
Call start time15 Sep, 4:00 pm
Shown in your time zone
Call length
Call length3 min 04 s
Stored the way Instantly.ai expects
Call length3 min 04 s
Stored the way Instantly.ai expects
Call outcome
How the call endedCaller hung up
Matched to your own list of outcomes
How the call endedCaller hung up
Matched to your own list of outcomes
Recording
Call recordingPlayable audio
Added once the file is ready
Call recordingPlayable audio
Added once the file is ready
Summary and transcript
Call summaryWants a demo next week
Saved as note text
Call summaryWants a demo next week
Saved as note text
Lead
Matched by phone number+1 415 555 0142
A new lead is created only if none match
1. Trigger · Vapi
When the call summary is ready
Transcript and summary are finished
2. Action · Instantly.ai
Save a note
In Instantly.ai, on the lead — Readable by anyone who opens the record
Instantly.ai field
Mapped from
What happens
Summary
Call summaryWants a demo next week
At the top of the note
Call summaryWants a demo next week
At the top of the note
Transcript
TranscriptAgent: Hi, this is…
Below the summary
TranscriptAgent: Hi, this is…
Below the summary
Lead
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 Instantly.ai 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 Instantly.ai setups usually go wrong
Phone numbers written two ways
Vapi and Instantly.ai often store numbers in different formats. Left alone, a caller who already exists becomes a second lead. We match on a cleaned-up number before anything is created.
Reps matched to Instantly.ai users
If a Vapi user is not matched to a Instantly.ai user, calls log without an owner. We match every rep before go-live.
Updating the right lead status
An outcome has to change one lead status, not every lead status on the record. We agree the rule with you before we build.
How we set it up
- 1
Tell us what should connect
Which calls, outcomes and follow-ups should reach Instantly.ai. You get a written scope with a fixed one-time price.
- 2
Give us access
Admin access to Vapi and Instantly.ai for the setup. Nothing for you to install, and no new subscription to start.
- 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
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.
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 Instantly.ai, 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.
Free download
The integration health check
10 checks to make sure your website, CRM and dialer really are passing information between them.
From the blog
Further reading
Integrations
How to log every call from your dialer in your CRM
Every call on the right contact, with the outcome, the rep and the recording, and nobody typing notes afterwards. What to connect, how to match callers, and what to test.
CRM
Why your CRM is full of duplicates, and how to stop new ones
Duplicates come in through forms, imports, integrations and manual entry. Here is how to clean up what is there, and close the doors so they do not come back.
Dialers
Why fewer people answer your calls: spam labels and caller ID
When answer rates drop, the cause is often a warning label on your caller ID. How US carriers check and label calls, and what you can do about it.
Questions about Vapi and Instantly.ai
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 Instantly.ai, 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 Instantly.ai?
An ai call ends, the call recording, the transcript and summary, the call outcome, each mapped to the right lead and lead status in Instantly.ai. 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 Instantly.ai during the setup, and a short call to agree what should happen. You can remove our access once it is handed over.
Related
Rather talk it through?
Thirty minutes on how your team uses Vapi and Instantly.ai. You leave knowing what we would build and what it would cost.
Call ended03:04 · inbound
Lead status updatedStage set from the call outcome
Call-back taskAssigned to the contact owner