Live in 5–10 business days

Vapi AI Calls
Auto-Logged to Zoho CRM
In < 0.4s. Zero manual entry.

Vapi is an AI voice agent platform — calls are handled by a large language model, not a human rep. When each call ends, Vapi fires an end-of-call-report webhook containing the full conversation transcript, AI-generated …

Technical noteVapi's end-of-call-report webhook fires with transcript and summary together — unlike human dialers where recording and data arrive separately. The function-call webhook fires mid-call when the AI agent triggers a tool — this can be used to push real-time data to a CRM while the call is still in progress. Authentication uses Bearer token in the Authorization header.
5 events
Trigger types from Vapi
4 actions
CRM actions in Zoho CRM
35min
saved per rep per day
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Free quote in 24h
No commitment
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From $100 setup
Live Field Mapping — Vapi → Zoho CRM
Syncing
Vapi
Dialer · AI Voice Agent Platform
API Key (Bearer)
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
✓
Zoho CRM
CRM · CRM · Modules · Blueprint
OAuth 2.0
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 Vapi webhook fires the instant a call ends. Our integration processes it and updates Zoho CRM — all in under a second. Zero rep involvement.

0%
calls logged automatically
< 0.4s
call end to CRM update
0min
saved per rep per day
0%
recordings in Zoho CRM
Live integration feed — Vapi → Zoho CRM
Vapi ⚡ Integration Layer < < 0.4s Zoho CRM ✓
What changes for your team

Your day before. Your day after.

The exact workflow differences between teams using Vapi + Zoho CRM manually and teams running this integration.

WITHOUT THE INTEGRATION
current state
✗
Vapi qualifies 200+ leads/day; outcomes sit in Vapi dashboard
✗
Transcripts accessible in Vapi only — sales team can't act on them
✗
Scale limited by human reps available to follow up AI calls
✗
Agency manually updates client CRMs from Vapi exports
✗
Reps log calls to Zoho manually at end of day — data always stale
WITH THE INTEGRATION
after go-live
✓
Every AI call outcome pushed to CRM instantly — pipeline always current
✓
Transcript + AI summary stored in CRM note on every call
✓
250+ concurrent AI calls all sync to CRM — no human bottleneck
✓
Direct Vapi→CRM sync — clients see live pipeline as AI calls happen
✓
Zoho Contact updated on every call end via /crm/v6 — real time
Outcomes that matter

What you actually gain from
Vapi + Zoho CRM

Not features. Measurable improvements in your sales operation.

Call logging rate
40% 99%
Manual logging captures ~40% of calls. Every call now creates a Zoho CRM activity.
Recordings in CRM
12% 100%
Recording URL mapped to Zoho CRM activity on every Vapi call end.
Follow-up task creation
58% 100%
Callback dispositions auto-create Zoho CRM tasks. Nothing slips.
Pipeline stage accuracy
62% 100%
Disposition maps to Zoho CRM stage in < 1s — not end of day.
250+
simultaneous AI calls handled
Vapi AI agents handle hundreds of parallel calls. The integration ensures every call outcome lands in your CRM -- no human bottleneck.
end-of-call-report transcript
< 0.4s
from AI call end to CRM update
Vapi fires the end-of-call-report webhook with transcript, summary and AI analysis. CRM is updated before you could blink.
end-of-call-report recording_url
100%
of AI call transcripts in CRM
Every Vapi call transcript and AI summary is pushed to the CRM contact -- not sitting in Vapi's dashboard where sales can't act on it.
transcript summary → CRM note
Did you know?

What changes when Vapi + Zoho CRM are connected

These improvements happen automatically — no rep action required after each call.

? Did you know
250+
simultaneous AI calls handled
Vapi AI agents handle hundreds of parallel calls. The integration ensures every call outcome lands in your CRM -- no human bottleneck.
end-of-call-report transcript
? Did you know
< 0.4s
from AI call end to CRM update
Vapi fires the end-of-call-report webhook with transcript, summary and AI analysis. CRM is updated before you could blink.
end-of-call-report recording_url
? Did you know
100%
of AI call transcripts in CRM
Every Vapi call transcript and AI summary is pushed to the CRM contact -- not sitting in Vapi's dashboard where sales can't act on it.
transcript summary → CRM note
? Did you know
0
human hours spent reviewing AI calls
AI summaries auto-populate CRM notes. Your team reviews AI outcomes from inside the CRM -- no Vapi dashboard hunting required.
summary Create Engagement
? Did you know
+29%
more leads converted to contacts
Every "Qualified" disposition triggers a Zoho Lead-to-Contact conversion automatically. No rep manual action needed.
Convert Lead disposition
? Did you know
35 min
saved per rep per day
Zoho manual updates consume ~35 min/day per rep. The integration fires on call end -- rep moves to next call immediately.
call_duration Update Lead
Under the hood

Exactly what happens when a call ends in Vapi

Every step, every API call, every field. This is how a Vapi webhook becomes a Zoho CRM record in under a second.

1
Call ends → Vapi fires webhook
The moment an agent marks the call complete (or it auto-closes), Vapi fires a POST webhook containing the full call payload.
/call
{
  "call_id": "...",
  "agent_name": "...",
  "contact_phone": "...",
  // + 5 more fields
}
2
Payload validated + field-mapped
The integration layer receives the webhook, validates the signature (API Key (Bearer)), and maps each Vapi field to the correct Zoho CRM field — including disposition-to-stage logic.
disposition → deal_stage
recording_url → activity.recording
agent_id → owner_id
contact_phone → contact.phone
3
Zoho CRM API call fires
The integration calls the Zoho CRM API (OAuth 2.0) 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 /crm/v6/Leads
PUT /crm/v6/Leads/{id}
POST /crm/v6/Contacts
4
Complete. Rep sees nothing — Zoho CRM is already updated.
Total time from call end to CRM update: < 0.4s. Rate limits: Varies by plan. The rep closes Vapi and moves to the next call. Zoho CRM already has everything.
polling
New Call Created
New Vapi call created
polling
New Assistant Created
New Vapi assistant created
polling
New File Uploaded
New knowledge-base file uploaded to Vapi
webhook
end-of-call-report
Webhook: full call report (transcript, summary, cost) on call end
webhook
function-call
Webhook: assistant triggers a tool/function mid-call
action
Create Contact
Creates a new contact in Zoho CRM
action
Create Lead
Creates a new lead
action
Create or Update Module Entry
Upsert in any Zoho CRM module
action
Create Deal
Creates a new deal/opportunity
All fields passed on every Vapi call event:
call_id assistant_id phone_number_id customer_number transcript summary ended_reason duration
Connection Details
DialerVapi
CRMZoho CRM
Dialer authAPI Key (Bearer)
CRM authOAuth 2.0
ZapierAvailable
Delivery5–10 business days
From$100 one-time setup
Best fit for
Growth teams running AI-powered lead qualification at scale, appointment-setting agencies handling AI outbound for multiple clients, and SaaS companies using AI for inbound call qualification where CRM data needs to be populated from AI call outcomes.
Disposition mapping

What happens in Zoho CRM for every call outcome

Select a disposition to see the exact chain of events that fires in Zoho CRM — automatically.

Vapi Agent
Interested
sets disposition
Integration Layer
Maps + fires
< 0.4s
Zoho CRM
Move deal stage → Qualified
SQL / Qualified
Vapi disposition Zoho CRM 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
Zoho CRM uses a module-based structure — Leads, Contacts, Deals, Activities — and its Blueprint and workflow rules only fire correctly when data arrives in real time. Most teams lose deal velocity because dialer dispositions never map to Zoho pipeline stages automatically. The integration writes directly to /crm/v6 and fires Blueprint transitions the moment each call ends.
What teams use this for

Vapi + Zoho CRM use cases

Specific things teams automate — based on how Vapi works and what Zoho CRM needs.

✓
Push Vapi AI call transcript and summary to CRM contact on end-of-call-report
✓
Create CRM contact when Vapi inbound call from unknown number completes
✓
Update CRM deal stage when Vapi AI agent qualifies or books a prospect
✓
Store Vapi recording URL in CRM activity on every call end
✓
Use Vapi function-call webhook to update CRM in real time mid-call
✓
Map Vapi AI-extracted qualification fields to CRM custom properties
✓
Create Zoho Lead when dialer call received for unknown number
✓
Update Zoho Contact call disposition and move deal stage in real time
The 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 Vapi and Zoho CRM setup — dispositions, pipeline stages, field names, and edge cases. Quote on the same call.
Day 1
2
Field mapping
All fields mapped: Vapi disposition codes → Zoho CRM 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 Vapi account into your Zoho CRM. 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.
mabiat.co Vapi AI Google Sheets Live < 1 week
Hotel Booking Flow
📞 Guest SMS or Call Vapi AI Google Sheets
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
Vapi + Zoho CRM 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 Vapi and the Zoho CRM API. Typical sync time is < 0.4s 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 Zoho CRM 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.
Vapi fires an end-of-call webhook with the full conversation transcript, AI-generated summary, structured analysis, recording URL and cost. The integration captures this and maps it to Zoho CRM fields.
That's the default case. We map your exact disposition codes to your exact Zoho CRM 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.
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Taking quotes now for Vapi + Zoho CRM

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Before you go

See what Zoho CRM + Vapi teams get

Every call logged automatically. Every recording in Zoho CRM. Zero manual entry.

250+
simultaneous AI c…
< 0.4s
from AI call end …
100%
of AI call transc…
0
human hours spent…

Want these results? Book a free 30-min call — we'll audit your Vapi and Zoho CRM setup and give you a quote on the same call.

30-min call
Free quote same day
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