With CallRail exiting the VoIP space, RevOps, MarketingOps, and Sales Enablement teams running on HubSpot face an urgent need: replacing the phone system powering CRM-connected calls.
This isn’t just a vendor switch; it’s a trigger moment to reexamine your voice infrastructure.
Choosing the right alternative now affects more than call logs. Your new platform shapes how reps reach leads, how managers measure performance, and how reliably data flows through HubSpot long-term.
We’ve helped many teams through this scenario. For HubSpot-native workflows, Aircall stands out, especially if seamless CRM sync and rep-level visibility matter most.
But RingCentral remains a viable option for teams needing broader communications beyond just voice.
In this guide, we’ll cover:
- What’s happening with CallRail’s discontinued VoIP feature
- How RingCentral and Aircall stack up functionally
- Key differences in HubSpot integration workflows
- When and how to keep using CallRail for call tracking
- Operational planning before making the switch
- Practical criteria for deciding between Aircall and RingCentral
Whether you’re managing sales operations or leading a HubSpot deployment, we’ll help you weigh the options and avoid critical missteps during your migration.
CallRail’s VoIP Sunset
In early 2024, CallRail confirmed it would wind down its VoIP services. This feature enabled teams to make and receive calls within CallRail while benefiting from its analytics,a lightweight solution for sales and marketing support in one place.
By mid-2025, VoIP call handling will no longer be supported. CallRail remains active as a call-tracking platform but is no longer a functional phone system.
How This Impacts Existing Users
If your team used CallRail’s VoIP alongside HubSpot, you need to act quickly:
- Move your telephony to a new VoIP provider
- Rework HubSpot workflows or datasets tied to CallRail voice activity
- Redefine CallRail’s role, focusing on attribution rather than daily call handling
Handled poorly, this handoff can break reporting and disrupt rep workflows. Strategically approached, it’s an opportunity to upgrade integrations, clean automation, and align your phone system with real-world team workflows.
Evaluating RingCentral
RingCentral is a mature UCaaS platform designed for distributed teams with complex communication needs. It offers a comprehensive suite of services: voice, video, chat, and fax.
HubSpot Integration Highlights
RingCentral connects to HubSpot via:
- HubSpot App Gallery integration
- Chrome browser extension click-to-call
- Middleware like Zapier or Workato
Core functionalities:
- Incoming call pop-ups (browser-based)
- Automated logging of in- and outbound calls (limited)
- Click-to-call functionality from HubSpot records
- Access to recordings via the linked hub
Limitations:
- Calls aren’t deeply embedded in HubSpot reports
- Workflow triggers off call metadata are unsupported
- Offline or missed calls often go unlogged
- CTI interface feels bolted-on rather than embedded
For sales ops needing accurate engagement data in HubSpot, these gaps can become barriers.
Operational Considerations
- UI designed for enterprise IT rather than self-serve revenue teams
- Set up and routing often require technical administration
- Middleware or custom reporting layers needed to replicate HubSpot insights
Companies without IT expertise may struggle to unlock full functionality.
Evaluating Aircall
Aircall is purpose-built for sales and support use cases and tightly aligns with HubSpot workflows. It offers low-friction migration from CallRail with native CRM logging and automation support.
Native HubSpot Integration
- Seamless logging of all inbound/outbound calls directly to contact timelines
- Real-time sync of recordings, notes, and outcomes
- Universal click-to-call from lists, dashboards, or records
- Triggers and workflows based on call outcomes
- Embedded CTI within HubSpot for full context
Call Transparency & Automation
- Automatically trigger workflows from specific call results
- Live reporting by team, persona, or deal stage
- Dynamic call routing using HubSpot contact info
- Actionable, auditable system for RevOps teams
Fit for Sales & Support Teams
- Power dialer pulling from HubSpot lists
- Live coaching: whisper, barge, listen-in
- SLA monitoring, IVR configuration, transcription
- Faster time-to-value due to HubSpot-centric setup
Built for Scale
- Geographic number coverage and flexible licensing
- No unnecessary features like chat, conferencing, or fax
- CRM-first performance without enterprise bloat
Using CallRail with Aircall: Decoupling Tracking from Calling
When Dual Usage Makes Sense
- Ads or landing pages generating significant call leads via trackable numbers
- Marketing needs segmented call performance by source/keyword
- Reps need a telephony platform integrated with HubSpot
Practical Configuration Example:
- CallRail number assigned to a campaign
- Forwarded to Aircall routing queue
- Reps answer via Aircall; call logged in HubSpot
- CallRail records and attributes the initial source
This preserves marketing attribution fidelity without compromising sales productivity.
Side-by-Side Comparison: Aircall vs RingCentral for HubSpot
| Feature / Factor | Aircall | RingCentral |
| HubSpot Integration | Native, certified, deep logging | App/extension-based, partial logging |
| Workflow Automation | Full support on call events | Limited, may require middleware |
| Call Logging | Automatic for inbound/outbound/voicemails | Basic, often manual fixes are needed |
| Click-to-Call | Embedded in HubSpot | Chrome extension dependent |
| Reporting | Real-time, CRM-aligned dashboards | External setup needed for detailed reports |
| Ease of Setup | <30 mins, minimal IT | Complex, IT/admin heavy |
| Fit | Sales & support teams, HubSpot-first | Large enterprise, multi-comm use |
Migration Considerations
- Data Continuity
- Inventory CallRail data flows
- Identify lists, dashboards, and custom properties
- Workflow Migration
- Rebuild revenue-triggering automations in Aircall
- RingCentral may require middleware for parity
- Change Management & Adoption
- Train reps on CRM-connected calling
- Clarify responsibilities: Aircall vs CallRail
- Common Setup Missteps
- Forgetting fallback routing
- Leaving old HubSpot workflows active
- Not adjusting Aircall tagging or dashboard rules
Making an Informed Choice: RingCentral vs Aircall
Choose Aircall if:
- HubSpot is your primary CRM
- You need reliable call tracking tied to CRM activity
- Fewer apps/extensions preferred
- Sales/CS teams value in-dialer context
- CallRail retained for attribution, separate rep infrastructure
Choose RingCentral if:
- You need full UCaaS: messaging, video, voice
- Already using RingCentral company-wide
- The IT team can manage sync, reports, and troubleshooting
- HubSpot is secondary
Get Expert Help from INSIDEA
Choosing the right VoIP platform for HubSpot can be complicated. Teams risk misaligned workflows, lost call data, or integration headaches if the migration isn’t planned carefully.
INSIDEA helps HubSpot teams make the switch with confidence. We guide every step so your VoIP integration strengthens sales, marketing, and service operations rather than causing disruptions.
At INSIDEA, we help teams:
- Compare Aircall and RingCentral using clear, practical criteria
- Roll out Aircall or RingCentral with HubSpot alignment to ensure seamless workflows
- Retain CallRail data without collisions or reporting gaps
With expert guidance, your VoIP migration becomes a strategic upgrade rather than a risky tech project.
Learn more about how INSIDEA can support your transition.
