Velmanta Case Studies

How HubSpot and the SMS API Helped Improve the Effectiveness of Customer Communication During a Promotional Campaign

Velmanta Team — Mon, 05 Oct 2026 12:31:53 GMT

INDUSTRY

Healthcare

CHALLENGE

Before the implementation, the client had to export contacts from HubSpot each time, manually configure campaigns in external tools, and monitor mailings without the ability to track statuses and communication history in the CRM. There was a lack of automation, centralization, and data consistency, which led to a risk of errors, a heavy operational burden, and limited effectiveness of promotional campaigns. The previous methods did not allow for quickly reaching customers or leveraging HubSpot’s workflow to run SMS campaigns (for faster contact).

RESULTS

After Velmanta implemented the integration of HubSpot with the SMS API, the entire promotional campaign process was automated. SMS messages (for faster contact) are sent directly from HubSpot workflows, the content is personalized, and the entire communication history is recorded alongside the contact in the CRM. The marketing team can leverage campaign segmentation and automation, while the sales department gains full context of all customer interactions. The solution is used on a daily basis, significantly increasing the effectiveness of communication.

IMPLEMENTED PRODUCT

SMS Automation in HubSpot

solutions.velmanta.com/sms-api

800

SMS Messages Sent

Closed deals

Sales conversion rate

>15,000

Average transaction value

“We were looking for a solution that would allow us to communicate effectively with patients without creating additional administrative work. Velmanta developed an integration that fit perfectly into our processes. Today, we launch SMS campaigns directly from HubSpot, measure their effectiveness, and see a real impact on the number of scheduled appointments and sales.”

Mariusz Berski

CEO @ Cheese

About cheese.pl

Cheese is a modern orthodontic center specializing in the treatment of malocclusions using Invisalign® clear aligners. The clinic focuses on digital technologies and the highest standards of patient care, ensuring that the entire treatment process is convenient, predictable, and based on a personalized approach.

How does the solution work?

STEP 01

1. Automatic lead qualification

The campaign begins with a HubSpot workflow that automatically identifies contacts meeting specific criteria. In Cheese’s case, these were people who had had a consultation but had not yet decided to begin treatment. This ensures that communications reach only the relevant audience, without the need to manually prepare lists.

STEP 02

2. Message personalization and configuration

The SMS API action is fully integrated with the HubSpot workflow editor. The administrator can configure the message content, automatically insert data from the CRM (e.g., the patient’s name or the caregiver’s number), specify the sender’s name, tag the campaign, add UTM parameters, and include shortened links to track the effectiveness of marketing activities.

This ensures that every message is personalized, and campaign results can be thoroughly analyzed using analytics tools.

STEP 03

3. Communication History in One Place

Every SMS message sent is automatically saved on the contact’s timeline in HubSpot. Sales representatives and consultants have full access to the communication history with the patient without having to log in to external systems.

This helps maintain the full context of conversations and streamlines further customer service.

STEP 04

4. Campaign Performance Reporting

Once a campaign ends, all data is available directly in HubSpot. The dashboard displays the number of messages sent and delivered, the number of contacts reached by the campaign, the conversion rate, and the number of transactions generated by a specific SMS campaign.

Results

The entire process of planning and executing SMS campaigns has been centralized directly within HubSpot.
Message delivery to selected audience segments has been automated using workflows.
Campaign preparation time has been reduced by approximately 50% by eliminating manual tasks.
A complete history of SMS communications is now available on the contact timeline in HubSpot, accessible to both marketing and sales teams.
The ability to label campaigns and track campaign effectiveness using tags and UTM parameters was implemented.
Reporting on the number of messages sent and the impact of SMS campaigns on sales results has been enabled.
A scalable solution was created that serves as the foundation for further automation of patient communications and future marketing campaigns.

AI analyzes online meetings and creates structured notes in the CRM

Velmanta Team — Mon, 05 Oct 2026 12:23:29 GMT

INDUSTRY

Networking

CHALLENGE

After each recorded conversation, the team had to perform several repetitive tasks

RESULTS

The system periodically detects new calls and checks whether they have already been recorded. It then identifies the correct contact and record owner, saves the meeting information in the CRM, and creates a link to the source transcript.

KEY PRODUCT

AI Meeting Analysis

Automated Conversation Analysis Using AI

For a company conducting a large number of business calls , we created a system that combines meeting transcripts, artificial intelligence, document storage, and HubSpot CRM into a single, cohesive process.

The solution automatically logs analyzed calls in the CRM, allows the user to select the correct meeting, and then uses AI to organize the data and pre-fill the form.

Instead of manually reviewing transcripts and rewriting information, the team receives ready-to-use material for quick verification.

The Challenge

After each call, the team had to perform several repetitive tasks:

locate the recording or transcript,
assign the conversation to the correct contact,
analyze its content using a different prompt depending on the type of meeting,
extract the most important information,
transfer the data to the appropriate form,
save the results in the CRM.

The process was time-consuming and required constantly switching between different tools. As the number of meetings increased, so did the risk of overlooking a conversation, creating a duplicate, or assigning information to the wrong record.

SOLUTION

Solution

We designed an automated data flow connecting Fireflies.ai, Google Drive, HubSpot, and an AI model.

The system periodically detects new conversations and checks whether they have already been recorded. It then identifies the correct contact and record owner, saves the meeting information in the CRM, and creates a link to the source transcript.

Directly from within HubSpot, the user can view conversations assigned to a specific contact and select the one they want to analyze.

Once the analysis is launched, the system:

verifies whether the selected conversation belongs to the correct contact,
retrieves the transcript document from Google Drive,
reads and organizes its content,
sends the data to the AI model,
converts the conversation into structured data,
opens a form with automatically populated content.

The user retains control over the process—they can review the results before approving them. The generated content appears in the form, which the user must then complete with the information required by the company’s process.

AI that works based on facts

The model has been configured to use only the information found in the transcript.

If the conversation does not contain sufficient data, the system does not fill in the gaps with its own assumptions. As a result, the analysis remains based on the actual content of the meeting, and the user can easily identify elements that require further verification.

Responses are generated in a consistent, business-oriented format, regardless of the conversation’s length or how the meeting was conducted.

INTEGRATION

Why didn’t we use a ready-made integration available directly in HubSpot?

In the HubSpot Marketplace, you’ll find many pre-built integrations with tools for recording and analyzing meetings, such as Fireflies.

Many of these pre-built integrations support basic business processes, but they are insufficient for complex scenarios.

1. The key goal was to integrate the entire process into the tool the team uses every day—“without leaving HubSpot.”

That’s why a dedicated dashboard was created in HubSpot that allows you to:

retrieve conversations associated with a contact,
select the correct meeting version,
run an AI analysis,
go to a pre-filled form,
maintain the link between the contact, the conversation, and the analysis result.

The team doesn’t have to search through folders or manually transfer data between applications.

2. Security and Quality Control

We have implemented additional control mechanisms in the process:

detection and exclusion of duplicates,
verification of the link between a call and a contact,
automatic determination of the record owner,
checking the validity of identifiers,
limiting the analysis to the content of the source document,
handling missing files and incomplete data,
logging the progress of operations and errors,
leaving the final decision to the user.

Automation speeds up work but does not take away the team’s control over the information entering the CRM.

3. What Sets This Solution Apart from Standard Integration—Summary

Fireflies’ native integration with HubSpot works well for standard transfers of notes, summaries, tasks, and meeting data to the CRM.

In this implementation, however, Fireflies is just one component of a much broader process. The system identifies the conversation category based on meeting tags stored in HubSpot and then automatically selects the appropriate analysis scenario and a dedicated AI prompt.

As a result, each meeting is evaluated according to rules, context, and expected outcomes specific to its purpose, rather than being analyzed using a single, one-size-fits-all summary.

The solution also identifies the correct record and its owner, checks for duplicates and relationships, supports custom objects, and allows the user to select a specific conversation directly in HubSpot.

It then retrieves the source document from Google Drive and prepares a dedicated form for verification. Thus, it is not a ready-made data synchronization connector, but a complete process application that connects multiple systems and maps the organization’s unique workflow.

RESULTS

Impact of the Implementation

A consistent process was created, leading from the conclusion of a conversation to ready-to-use, organized data.

The solution:

reduces the need to manually review transcripts,
eliminates the need to retype the same information multiple times,
standardizes the way conversations are documented,
reduces the risk of errors and omissions,
allows for faster updates to CRM data,
ensures a consistent standard for analysis,
enables handling a growing number of meetings without a proportional increase in operational workload.

The team can devote more time to working with clients and making decisions, rather than performing repetitive administrative tasks.

TECHNOLOGIES

Technologies Used

HubSpot CRM and UI Extensions
Fireflies.ai
Google Drive
AI language models
Python and React
automated workflows and APIs

Automation tailored to the existing process

We didn’t replace the tools the team was already familiar with. We integrated them into a single process and added an AI layer where it could deliver the most value.

Standardizing notes and summaries is a crucial part of the process in large organizations. By using HubSpot forms with precisely structured meeting outcomes, the team knows exactly where to find key information.

The solution has become a natural part of daily work—accessible directly within the CRM and tailored to the organization’s way of working.

VELMANTA

Want to automatically turn conversations into organized data?

At Velmanta, we design AI automations that integrate conversations, documents, forms, and CRM systems. We build solutions tailored to existing processes, allowing teams to work faster without having to implement yet another standalone tool.

Enriching Contacts and Companies in HubSpot Using BizRaport and AI

Velmanta Team — Mon, 05 Oct 2026 11:59:40 GMT

INDUSTRY

Networking

CHALLENGE

The data needed before a business meeting was scattered across multiple sources, and gathering and populating it in HubSpot required manual work. The team wasted time searching for information about companies, their financial results, owners, and affiliations instead of using comprehensive data directly in the CRM.

RESULTS

We created a HubSpot extension that allows users to start an analysis directly from a contact record. With a single click, a dedicated analytics dashboard opens, pulling data already stored in the CRM—including first and last name, email address, company name, and industry. Users don’t have to leave HubSpot or manually copy data between systems.

KEY PRODUCT

Integration with BizRaport, Analytics Dashboard

Challenge

In many organizations, HubSpot serves as the central workspace for the sales team, but the quality of data in the CRM depends on how much information someone has previously entered manually.

A contact record often contains only basic data: first name, last name, email, company name, or industry. However, before a business meeting, it’s also helpful to have information about the company’s scale of operations, revenue, EBITDA, ownership structure, shareholders, and affiliated entities.

Obtaining this data usually involves switching between search engines, company websites, LinkedIn, public records, and external databases, and then manually transcribing the information into the CRM.

The goal of the project was to move this entire process directly into HubSpot.

Solution

We created a HubSpot extension that allows you to start the analysis directly from the contact record.

A “Contact AI Analysis” button appears on the contact card . Clicking it opens a dedicated analytics panel that pulls data already in the CRM, including first and last name, email, company name, and industry.

The user doesn’t have to leave HubSpot or manually copy data between systems.

STEP 01

1. Analyzing a contact directly from HubSpot

The first step in the process is identifying the person.

The system uses data from the HubSpot record to ensure that the information found pertains to the correct contact. The analysis takes into account, among other things:

first and last name,
company,
email domain,
job title,
industry,
location.

Only after a person has been identified is further business research conducted.

The system can search for, among other things:

phone number,
work email address,
city,
current company name,
tax ID number,
business size,
industry type,
company specialization,
website,
LinkedIn profile,
public contact information for an assistant, secretariat, or executive office.

Each field includes a confidence level and may list the sources used to verify the information.

STEP 02

2. Comparing results with current data in the CRM

The analysis results are not automatically saved to HubSpot.

The user sees both:

the data found during the analysis,
the confidence level,
additional information about the source,
the current value already in HubSpot.

This allows you to quickly compare your current CRM data with the analysis results and decide which information should actually be saved.

The user selects the specific fields they want to update and only then saves them to HubSpot.

Additionally, the solution protects existing information. For example, if a contact already has an email address, the system does not automatically replace it with the address found during the research.

STEP 03

3. From Finding the Tax ID Number to Complete Company Data

A particularly important part of the analysis is finding the NIP number.

If the system identifies the company’s NIP, the user can proceed to the next stage of the process and retrieve data from BizRaport.

This makes the contact analysis a starting point for further enriching data on the entire company.

The dashboard allows you to retrieve additional information from BizRaport regarding the company and its ownership structure.

STEP 04

4. Automatic creation of a company in HubSpot

If the company associated with the analyzed contact does not yet exist in the CRM, the system can automatically create a record for it based on the tax ID number.

The new company is immediately linked to the analyzed contact.

In practice, this means moving from a simple entry on the contact:

“Jan Kowalski — Company XYZ”

to the correct CRM structure

Contact → associated company record → complete business data

without having to manually create a company or copy data.

STEP 05

5. Enriching the company with data from BizRaport

After finding or creating a company, the system can retrieve its business data and save it directly to HubSpot properties.

The information processed includes, among other things:

address,
industry,
revenue,
net profit,
costs,
EBITDA,
bankruptcy risk,
number of shareholders,
list of shareholders,
share capital,
value of shares,
revenue history,
profit and loss history,
relationships with other entities.

Financial data is retrieved in a way that ensures the use of the most recent available figures. The system can also analyze related organizations and retrieve basic financial information for them.

STEP 06

6. Dedicated BizRaport tab on the company record

CRM features alone aren’t always the best way to present a larger volume of data.

That’s why we’ve created a dedicated BizRaport tab that works directly within HubSpot.

On the company record, users can view the most important business information in one place.

Financial Data

The tab displays, among other things:

revenue,
profit,
costs,
EBITDA.

The company’s performance over time

Historical data on revenue and profit or loss are also presented in a chart.

This allows users not only to see the current values but also to quickly assess the trend in the company’s financial results.

Ownership Structure

Information about shareholders is also available on this tab.

The system displays:

the number of shareholders,
the shareholder’s name,
percentage of shares,
value of shares.

STEP 07

7. BizRaport data is also available in the contact record

The full business context is not available exclusively from the company record.

The tab is also available on the contact record.

This allows the person working with the client to view information about the client’s primary company without having to switch between different records in the CRM.

If a contact is associated with multiple companies, the solution can also display data regarding the other entities.

For such companies, the following information may be available, among other things:

name,
industry,
revenue,
costs,
profit.

The system can also display aggregated information about an entire group of related companies, such as total revenue.

As a result, HubSpot shows not only the single company assigned to a contact but also a broader context of its business operations.

STEP 08

8. Interactive Map of Related Entities

One of the key features of the solution is the analysis of related entities.

On the BizReport tab, the user can view organizations associated with the analyzed company, along with information such as:

name,
revenue,
entity type,
type of relationship,
KRS number.

However, the list is not just a static report.

You can interact with every entity found.

If the company already exists in HubSpot

the system recognizes the existing record and allows the user to open the company directly in HubSpot with a single click.

There’s no need to copy the company name, tax ID, or KRS number and search for it manually in the CRM.

If the company exists but isn’t linked to a contact

The system can check whether the entity found is already linked to the contact being analyzed.

If not, the user can link the company to the contact directly from the BizRaport dashboard.

If the company does not yet exist in HubSpot

If the associated entity does not yet exist in the CRM, you can select the “Add to HubSpot” option .

The system then creates a new company record based on the identified entity and immediately allows you to continue working with it in the CRM.

As a result, relationship analysis can effectively expand the CRM structure:

Contact
↓
parent company
↓
affiliated entities
↓
Additional companies created or discovered in HubSpot

Instead of receiving a simple list of connections, the user gets an interactive layer that allows them to explore the business structure without leaving the CRM.

What does the whole process look like?

1. The contact is in HubSpot

At first, we may only have basic information about the person.

↓

2. The user clicks “AI Contact Analysis”

The analysis is launched directly from the contact record.

↓

3. The system identifies the person

It checks whether the person matches the company, email address, industry, and other public information.

↓

4. Business research is conducted

The system searches for missing information about the contact and the company.

↓

5. The user selects the data to save

They can compare the new information with the current values in the CRM and select only the fields they want to update.

↓

6. The system identifies the company’s tax ID number

The tax ID number allows you to proceed to the next stage of data enrichment.

↓

7. The company is found or created in HubSpot

If the record does not yet exist, you can create it automatically and link it to the contact.

↓

8. Data is retrieved from BizRaport

The company’s profile is enriched with financial data, ownership information, and details about its affiliations.

↓

9. Data is displayed on dedicated tabs

Users can analyze a company both from the company record and directly from the contact.

↓

10. You can explore related entities

For each related entity, you can navigate to an existing company, link it to a contact, or create a new record in HubSpot.

EFEKT

A CRM that helps you find, verify, and leverage business data

A process that previously required the use of several external tools and manual data entry has been moved directly into HubSpot.

A user can start with the following scenario:

“I have a first name, last name, and company name.”

And end up with the following information:

“I know who this person is, what company they work for, the scale of their business, the company’s performance, who owns it, and what other entities it’s affiliated with.”

What’s more, the identified companies aren’t just part of the report.

You can immediately access their records, link them to a contact, or create new companies, thereby expanding the data structure in HubSpot.

As a result, the CRM ceases to be merely a database that the user must manually populate.

It becomes a tool that helps find, verify, organize, and utilize business information right where the team works every day.