Every step from the call to your CRM
Actualcast records your external sales calls, turns them into deal facts that each carry the quote behind them, and writes only the ones a rep confirms to HubSpot. Here is what happens at every stage, and what your rep does at each one.
Seven stages, two rules that hold across all of them
The path runs the same way every time. You connect HubSpot and a calendar once. A bot joins your external calls and records them. The call is transcribed with speaker turns. Deal facts are pulled out, each one attached to the exact sentence it came from. A rep confirms, edits, or rejects each fact in the review queue. The confirmed facts are written to HubSpot. A dashboard flags the deals that have gone quiet. Two rules hold at every stage: every fact carries the quote and timestamp behind it, and nothing reaches HubSpot until a person approves it. The full loop runs today, and public sign-in opens with early access.
Connect HubSpot and a calendar, once
Setup is two authorizations and it happens one time. An admin connects HubSpot and a work calendar, and from then on reps do nothing to get started. Actualcast asks for the narrowest HubSpot permissions that do the job: enough to read your deals and write the facts a rep has confirmed, and nothing wider.
HubSpot, on the narrowest scopes
Actualcast reads your deals so it can attach updates to the right ones, and writes the facts a rep confirms. It does not ask for permissions it does not use.
A calendar for the schedule
Sign in with Google to connect a calendar. Actualcast reads your upcoming meetings so it knows which calls to join and who on them is outside your company.
Set up once, then it runs
One admin connects the two accounts. Reps never touch setup. They show up to their calls the way they already do.
A bot joins your external calls and records them
When an external meeting starts on Zoom, Google Meet, or Teams, a bot joins and records it. Recording is on by default for external calls, and every meeting has an off switch, so a rep can keep a given call private with one click. Internal meetings are left alone.
External calls only
A call with someone outside your company gets a bot. Internal syncs and one-on-ones do not, so you are recording buyer conversations, not your own team.
On by default, off per meeting
External calls record on their own, so reps never have to remember. Any single meeting can be switched off before it starts.
Zoom, Google Meet, and Teams
Recording runs through Recall.ai across all three platforms, so it does not matter which one a given buyer prefers.
A participant, not a hidden tap
The bot joins the call as a participant everyone on the call can see. Nothing is recorded quietly in the background.
The call becomes a transcript with speaker turns
The recording is transcribed into text, split by speaker and stamped with the time each line was said. This transcript is the record every later stage points back to, so any claim about a deal can be traced to the moment on the call where it came up.
Who said what
The transcript is split into speaker turns, so a buyer's commitment reads differently from a rep's guess about it.
A timestamp on every line
Each line carries the time it was said. That timestamp travels with any fact pulled from the line, so you can jump straight to it.
Transcript content stays out of logs
The words on your calls are never written to a log. Recordings are deleted after a retention window that defaults to 180 days, and an organization's recordings and transcripts are deleted on request.
Deal facts, each with the quote behind it
Actualcast reads the transcript and pulls out the facts that change a deal: the close date, the amount, and the next step. Every fact is attached to the exact sentence and timestamp it came from. If a claim cannot be located in the transcript, it is dropped rather than guessed. Blank beats wrong.
The facts that move a deal
Close date, amount, and next step, the fields a pipeline review actually turns on, read straight from what the buyer said.
Every fact carries its evidence
Each proposed change comes with the quote it came from and the timestamp of that line, so a reviewer can check it in one read.
No quote, no fact
Anything that cannot be traced to a line in the transcript is dropped, never invented. This is enforced in the code, not left to the model.
Still a proposal, not a change
Nothing here has touched HubSpot yet. Extracted facts are proposals, waiting for a person in the review queue.
A rep clears a call in about a minute
The confirmed write is the one thing a person always does. The updates from a call land in a keyboard-first queue, one card each, with the quote attached. The rep reads a line, presses a key, and moves on. A whole call's updates take about a minute to clear.
j and k, move
Step down and up through the queue without leaving the keyboard.
e, edit
Fix a value before you accept it, for the times the buyer was close but not exact.
Enter, approve
Accept the fact and write it. Approving the same fact twice still writes exactly once.
x, reject
Throw the fact away. Rejecting writes nothing to HubSpot at all.
u, undo
Step back the last action if you moved too fast.
Attach it to the right deal
Pick the deal a card belongs to when it is not obvious, so every update lands where it should.
Confirmed updates land where reps already work
Once a rep approves a fact, Actualcast writes it into HubSpot the way a diligent rep would have. The update shows up on the deal, in the tools your team already uses, with the evidence attached and a log entry recording that it happened.
A note with the quote
The change is written to the deal timeline as a note that includes the sentence behind it, so anyone opening the deal sees why.
A task for the next step
The agreed follow-up becomes a task, so the next step sits on someone's list instead of inside a recording.
Property updates in place
Close date and amount are updated on the deal itself, so your pipeline view reflects what was said on the call.
Written once, and logged
Actualcast checks before it writes, so a retry cannot duplicate an update, and every write leaves an audit row with who confirmed it and when.
See which deals have gone quiet
With the CRM caught up, the last stage tells you where to look. A deal inspection dashboard flags the deals with hygiene problems and lets you filter and drill in, so a pipeline review starts from the deals that need attention instead of the full list.
No next step
Deals with nothing scheduled to move them forward.
No activity in 14 days
Deals that have gone two weeks without a touch.
Close date in the past
Deals still open with a close date that has already come and gone.
Single threaded
Deals riding on one contact, where losing that person loses the deal.
No amount
Deals with no value set, which quietly break a forecast.
Filter, then drill in
Filter by owner, stage, and flag, then open a deal to see its confirmed facts, each with the evidence and who confirmed it.
Put your next pipeline review on facts
Request early access. Every deal update will carry the quote it came from, and nothing reaches your CRM until a rep confirms it.