Straight answers about how Actualcast works
What it does, whether anything reaches your CRM automatically, how recording and consent work, how your data is handled, and what it costs. Every answer below sticks to what the product actually does today.
What Actualcast is and what it does
Start here if you are new to the product. These four answers cover what it is, what it will and will not do on its own, and how far to trust the facts it drafts.
What is Actualcast?
Actualcast records your external sales calls, pulls out the deal facts that matter (close date, amount, next step), and shows each one next to the exact transcript quote it came from. A rep confirms, edits, or rejects each fact in seconds, and only the confirmed ones are written to HubSpot. The pipeline you review then matches what buyers actually said on the call, not what reps found time to type.
Does anything reach my CRM automatically?
No. Nothing is written to HubSpot until a person confirms it. This is one of two rules built into the code, not just the interface: approving the same fact twice writes exactly once, and rejecting a fact writes nothing. Actualcast drafts every deal update for you, but a rep is always the one who decides what gets saved.
How accurate are the facts?
Every fact carries the exact transcript quote and the timestamp it came from, so you can check it against what was said in one click. Any fact that cannot be located in the transcript is dropped, not guessed. You are never asked to trust a summary on faith. The evidence sits next to the claim, and a rep confirms, edits, or rejects each one before it is saved.
What runs today?
The full loop runs today: a bot records the call, facts are extracted with their evidence, a rep reviews them in the queue, confirmed facts are written to HubSpot, and a deal inspection dashboard flags hygiene problems. Public sign-in is opening with early access. Billing currently runs against a sandbox until payments open, so you can use the product before the paid plan is live.
Meetings, recording, and where updates land
How calls get recorded, who knows the bot is there, and exactly what Actualcast writes back to your CRM.
Which CRM does Actualcast write to?
HubSpot. Actualcast reads your deals and writes confirmed facts back on the narrowest OAuth scopes that do the job. Updates land where reps already work: a note on the deal with the supporting quote, a task for the next step, and property updates for close date and amount.
Which meeting tools can you record?
Zoom, Google Meet, and Microsoft Teams. Recording is handled through Recall.ai. You connect a calendar and a bot joins your external meetings to record them, so you do not have to remember to hit record.
How does recording consent work, and do participants know?
The bot joins the meeting as a visible participant, so everyone on the call can see that it is there. Recording is on by default for external meetings, and each meeting has an off switch. You are responsible for following the consent rules that apply to your calls and your regions, and Actualcast gives you a clear on-screen presence and per-meeting control to support that.
Can a rep skip recording a specific call?
Yes. Recording is on by default for external meetings, but there is a per-meeting off switch. A rep can keep any single call off the record without changing the default for everything else.
How your data is handled and what it costs
What we store, how long we keep it, how it is protected, and the single plan behind the product.
How is my data handled?
OAuth tokens are encrypted at rest with AES-256-GCM and decrypted only at the point of use, when Actualcast reads your deals or sends a confirmed write, never written to a log. Transcript content never appears in logs. Every CRM write creates an audit log row, so you can see exactly what was saved and when.
Is the audio deleted?
Yes. Recordings are deleted after a retention window that defaults to 180 days. You can also request deletion of your organization's recordings and transcripts at any time, and we will remove them.
What is your security posture, and are you SOC 2 certified?
Actualcast requests the least OAuth scopes it needs, encrypts tokens at rest, keeps transcript content out of logs, and records an audit log row for every CRM write. We are not SOC 2 certified and do not claim to be. We would rather tell you exactly what we do than point at a badge we have not earned.
What does it cost?
One plan. 29 dollars per rep per month, or 24 dollars per rep per month billed annually. It includes 12 recorded hours per rep per month, unlimited deals, and unlimited members. If you go over the included hours, overage is 1 dollar per hour, and the cost is always shown before it bills.
Is there a free trial?
Yes. The trial runs 14 days and does not ask for a card. You can connect HubSpot and a calendar, record real calls, review the facts, and write confirmed updates before you decide to pay. Paddle is the merchant of record when you do.
What happens to our data if we stop using Actualcast?
You can request deletion of your organization's recordings and transcripts at any time, and recordings are already deleted automatically after the retention window. Because nothing was ever written to HubSpot without a rep confirming it, the deal notes, tasks, and property updates left in your CRM are the ones your team chose to save.
Still have a question?
Request early access to try it on your own calls, or write to hello@actualcast.com and we will answer straight.