Route Placetel AI voice agent requests into HubSpot CRM

Quick overview

This webhook-based workflow connects a Placetel AI voice agent to HubSpot CRM to look up callers, create contacts, log callback requests and call notes, and create or query tickets, returning a JSON response with a speakable speech text.

How it works

1. Receives a POST request from Placetel AI via a webhook containing a vorgang (or action) value plus caller details.
2. Routes the request by vorgang to one of several HubSpot CRM actions.
3. For bestandskunde_pruefen, searches HubSpot contacts by normalized phone/mobile number and email, then returns whether the caller is an existing customer with a personalized speech response.
4. For kontakt_anlegen, searches for an existing HubSpot contact and either returns an “already exists” response or creates a new contact in HubSpot and returns the created contact ID.
5. For rueckruf_erfassen, finds the contact (or uses a provided contact ID) and creates a HubSpot task engagement describing the callback request.
6. For ticket_status, fetches a HubSpot ticket by ticket_id, maps the pipeline stage to a readable status, and returns a speakable ticket-status response.
7. For ticket_anlegen and gespraech_protokollieren, looks up the contact and either creates a HubSpot ticket associated to the contact or logs a completed HubSpot call engagement containing intent/summary/transcript details.
8. If vorgang is missing or unknown, returns a fallback JSON response asking to hand off to a human.

Setup

1. Create and connect HubSpot OAuth2 credentials in n8n (or update all HubSpot nodes to use your HubSpot connection) with permissions for Contacts, Tickets, and Engagements (tasks/calls).
2. Activate the workflow, copy the production webhook URL, and configure it as a POST “function” endpoint in Placetel AI.
3. Ensure Placetel AI sends vorgang with one of the supported values and includes the required fields for each action (for example ticket_id for ticket_status, and email for creating contacts in HubSpot).