Dialer + CRM stack

PhoneBurner + HubSpot: dial sessions next to pipeline

Show PhoneBurner dials and live conversations per rep on the same scorecard as HubSpot meetings and pipeline. PhoneBurner calls count per rep; deal credit comes from touches that carry a contact.

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The question this page answers

How many PhoneBurner dials and live conversations sit behind each rep's HubSpot meetings and pipeline?

Why PhoneBurner and HubSpot do not line up on their own

PhoneBurner knows each dial session, every call in it, the number dialled and how the rep dispositioned it. Its calls carry a phone number only: no email address, no campaign and no record of what followed.

HubSpot knows the deal, its amount, stage and create date, the contacts and company associated with it, its owner, and the meetings and calls logged against those contacts. It does not show, on its own, how many dials and conversations each rep made to get there.

Depending on how your native sync is set up, PhoneBurner calls may also be logged on HubSpot contact records. Whether those logs carry an outcome you trust, and whether they add up to dials, conversations, meetings and pipeline per rep, depends on that setup.

PhoneBurner is organised around dial sessions: a rep loads a list and works through it. Sessions are not campaigns, and the calls in them carry a phone number, not a contact record a CRM report could join on.

How OutboundManager joins PhoneBurner and HubSpot

The PhoneBurner token owner and the teammates in their team tree are dialer seats, each mapped to a rep. HubSpot owners are mapped to reps the same way, so one rep row holds their PhoneBurner seat and their HubSpot owner.
Outbound PhoneBurner calls sync with their outcome. A call counts as connected when the rep dispositioned the call as a live conversation (voicemails are never connected). Inbound calls are skipped.
PhoneBurner calls carry no email address or LinkedIn URL, so they are counted for the rep but not attached to a contact.
HubSpot meetings count for the rep mapped to the meeting's owner. Deals sync with amount, stage, create date and their associated contacts and companies.
Each deal is credited to the most recent email sent, LinkedIn invite, LinkedIn message or call to any of the deal's contacts, before the deal was created and no more than 120 days before it. A PhoneBurner call cannot be that touch on its own; an email, a LinkedIn touch or a call logged in HubSpot against the contact can.
With write-back on, the source campaign, channel, rep and touch date are written to four OutboundManager properties on the HubSpot deal.

A worked example

A rep runs a morning dial session in PhoneBurner and dispositions some of the calls as live conversations. Those show as connected calls on the rep's row; voicemails and no-connects count as calls only. That afternoon a booked meeting is logged in HubSpot under the rep's owner record. Dials, conversations and the meeting now sit on one row for the week, without any PhoneBurner call being tied to a particular deal.

What you can see once both are connected

PhoneBurner dials and live conversations per rep, beside the meetings and pipeline HubSpot holds for that rep
Voicemails and no-connects separated from live conversations, using the rep's own disposition
Calls and connected calls per rep beside meetings and pipeline, each against a weekly target
Pipeline per rep from HubSpot, credited through emails, LinkedIn touches and HubSpot-logged calls
A weekly report that includes calls, connected calls, meetings and new pipeline

Rep scorecard: four reps with sends, LinkedIn touches, replies, meetings, pipeline and won revenue, each shown against a weekly target

The rep scorecard: one row per rep across every connected tool. With a dialer connected, each rep also gets calls and connected calls. Demo data.

Set it up

Connect PhoneBurner

In PhoneBurner, click your initials → Integration Settings → Personal Access Tokens and generate a token.
In OutboundManager, an admin opens Settings → Connections and clicks Add connection.
Pick PhoneBurner. Optionally enter your account time zone (for example America/New_York), because PhoneBurner call times carry no zone.
Paste the token. It is checked against the tool automatically; click Save once it shows Key works. The key is stored encrypted.
Open Settings → Reps & senders and give each dialer seat a rep, so calls land on the right row of the scorecard.

PhoneBurner integration: what syncs and its limits PhoneBurner documentation (opens in a new tab)

Connect HubSpot

In HubSpot, a super admin creates a private app (Settings → Integrations → Private Apps; newer accounts list private apps under Development → Legacy apps).
Give it these scopes: crm.objects.deals.read, crm.objects.contacts.read, crm.objects.companies.read, crm.objects.owners.read and crm.schemas.deals.read. For write-back, also crm.objects.deals.write and crm.schemas.deals.write.
Copy the private app's access token.
In OutboundManager, an admin opens Settings → Connections and clicks Add connection.
Pick HubSpot. Paste the access token. It is checked against the tool automatically; click Save once it shows Key works. The key is stored encrypted.
Map HubSpot owners to reps in Settings → Reps & senders. To write attribution back to deals, turn on write-back on the HubSpot connection; it is off until you do.

HubSpot integration: what syncs and its limits HubSpot documentation (opens in a new tab)

After both are connected

Map senders to reps. In Settings → Reps & senders, give every mailbox, LinkedIn account, dialer seat and HubSpot owner a rep. Re-mapping later moves the history with the sender.
Set weekly targets per rep on the same page, so the scorecard shows each number against a target and the overview flags reps under 60% of it.
Optional: turn on write-back on the HubSpot connection. It is off by default and needs the two deal write scopes; it then fills four OutboundManager properties on each attributed deal.

Good to know

PhoneBurner + HubSpotOutbound calls logged in HubSpot are counted as calls too. If PhoneBurner also logs each call to HubSpot, the HubSpot copy is matched to the PhoneBurner call (same person, within two minutes) and counted once.
PhoneBurner + HubSpotCalls are counted in their own columns. They are not added to the sends that reply rates are divided by.
PhoneBurnerPhoneBurner returns the caller's own dial sessions; there is no team-wide call list. Teammates' calls are read only when PhoneBurner gives team-admin access to them; otherwise teammates appear as seats without calls.
PhoneBurnerCalls carry only a phone number, so PhoneBurner calls count on the scorecard but cannot credit a deal on their own.
PhoneBurnerDial sessions are not campaigns, so calls have no campaign.
HubSpotDeal stage history is not synced, only the current stage.
HubSpotInbound calls are skipped, and cancelled meetings are removed.
HubSpotHubSpot search returns at most 10,000 results per query; long deal backfills are read in slices, which takes a little longer.
HubSpotWrite-back only touches deals with an outbound attribution, in a property group named OutboundManager.

PhoneBurner + HubSpot questions

Whose calls does one PhoneBurner token read?

The token owner's dial sessions. Teammates' calls are read only when PhoneBurner gives the token team-admin access to them; otherwise teammates appear as seats without calls.

Can a PhoneBurner call get credit for a HubSpot deal?

Not on its own. PhoneBurner calls carry only a phone number, so they cannot be matched to a HubSpot contact. They count on the scorecard; deal credit goes to touches that carry a contact, such as emails, LinkedIn messages or calls logged in HubSpot.

Do I have to switch off my existing PhoneBurner to HubSpot sync?

No. OutboundManager reads from PhoneBurner and from HubSpot separately, each with its own API key, and does the join itself. It does not depend on, replace or interfere with any sync you already run between them.

Can OutboundManager change anything in PhoneBurner or HubSpot?

It only reads from PhoneBurner. In HubSpot it writes nothing unless you turn write-back on; then it fills four deal properties in a group named OutboundManager.

The two tools on this page

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See PhoneBurner and HubSpot in one set of numbers.