With CallRail officially retiring its VoIP product, teams that once depended on it for both call tracking and customer communications are now facing a significant pivot. This isn’t a typical feature swap; it’s the loss of a core capability within many HubSpot-based tech stacks.
For RevOps, Sales Ops, Marketing Ops leaders, and HubSpot administrators, this shift impacts far more than call delivery. It calls into question your entire calling architecture, from sales workflows to CRM logging, and demands a fast, thoughtful response.
In this breakdown, we’ll unpack what the CallRail VoIP sunset really means, where RingCentral’s HubSpot integration can fall short, and how Aircall is emerging as a smart alternative.
If your team’s customer communications and sales execution rely heavily on HubSpot, we’ll help you assess which direction best supports long-term growth.
CallRail VoIP Sunset: What’s Changing and Why It Matters
CallRail recently announced it would sunset its VoIP feature, Lead Center Voice. This update removes inbound and outbound calling functionality from the CallRail platform.
While the company continues to support robust call tracking solutions, teams using it as a blended communication and attribution hub are losing a key part of their infrastructure.
What This Means for Existing Users
If you’ve been relying on CallRail as both a marketing attribution and sales engagement tool, this forces a strategic reevaluation. You’ll need to:
- Migrate real-time call handling to a new VoIP platform
- Rethink your current HubSpot workflows involving phone-based outreach or support
- Develop a migration plan that includes user training and historical call data transition
Teams that initially built CRM workflows around telephony embedded in CallRail will now need to create new processes to maintain visibility and continuity inside of HubSpot.
Evaluating RingCentral for HubSpot-Centric Teams
RingCentral remains a prominent voice in the UCaaS space, offering a wide array of services from VoIP to video conferencing. For companies managing large, multi-site, or hybrid infrastructure, it often makes the shortlist.
But when HubSpot is your operational system of record, and alignment with sales, marketing, and support processes is the priority, RingCentral’s HubSpot integration has key limitations.
HubSpot Integration Overview
On paper, RingCentral integrates with HubSpot via a native app found in the HubSpot Marketplace. It enables basic dialing functionality from within HubSpot, supports limited call event logging, and allows surface-level call history access.
In practice, however, integration typically requires manual intervention or third-party middleware to achieve operationally useful workflows.
As teams look for automation, reporting, and clean CRM visibility, these duct-taped solutions often fall short.
Common Operational Pain Points
Inconsistent or Partial Call Logging
Calls rarely log comprehensively in HubSpot, particularly when initiated on mobile or outside tightly scoped workflows. This undermines sales activity tracking and hampers attribution.
Limited Reporting Connection
Without full tie-ins to HubSpot objects like Deals or Tickets, call activity often ends up siloed and disconnected from pipeline metrics, hurting visibility across RevOps functions.
Workflow Automation Constraints
RingCentral provides only simple automation triggers, limiting your ability to route tasks, update properties, or trigger follow-ups based on call results. Teams must often build custom workarounds.
User Training and Support Overhead
Every small tweak to a sales process or object structure inside HubSpot requires careful attention, as the integration doesn’t flex natively with CRM changes. For lean ops teams, this introduces risk and overhead.
Who Still Benefits from RingCentral
RingCentral can still be a solid option for companies that have already built operations around it, especially those relying on advanced IVRs, faxing, or desk phones, or those centered on other CRMs like Salesforce.
But for HubSpot-first organizations, particularly SMBs needing CRM-aligned call workflows and scalable telephony, RingCentral’s indirect integration can limit agility and insight.
Why Aircall is a Strong CallRail VoIP Alternative
For teams shifting away from CallRail VoIP, the top priority is usually regaining lost calling features, without sacrificing HubSpot integration or future scalability. Aircall is purpose-built for this need.
Its VoIP service is designed with CRM usage in mind and integrates deeply with HubSpot’s underlying object structure and workflow capabilities.
Deep Integration with HubSpot
Aircall isn’t just compatible with HubSpot; it’s built to integrate with it, aligning closely with how sales teams log and track activity. Key features include:
- Automatic logging of calls and outcomes across Contacts, Companies, and Deals
- Seamless connection between call events and HubSpot workflows
- In-line timeline activity with duration, assignment, and optional transcription
- Native click-to-dial functionality integrated into HubSpot Sequences
Because it mirrors HubSpot’s data model and nomenclature, Aircall integrates seamlessly with existing workflows and supports advanced automation without requiring third-party tools or manual entry.
Fit for Sales, Support, and RevOps Teams
Aircall supports operational use cases across the full revenue team:
- Easy dialing directly from any HubSpot record
- Shared inbound queues and inboxes for teams
- Standardized outcome tagging pushed into HubSpot properties
- Smart routing based on team availability to optimize response times
- Intuitive admin controls that reduce the need for IT involvement
The overall setup contributes not just to visibility, but to team adoption, a consistent challenge when introducing new comms platforms.
Call Visibility and Reporting
Where Aircall shines is in its ability to power advanced CRM reporting with native data.
- Pull complete call activity into HubSpot dashboards by rep, team, or lifecycle
- Use outcome-based tags and sentiment to influence scoring models
- Attribute sales successes or service interactions with accurate source data
For operations leaders focused on sales efficiency and attribution accuracy, Aircall’s native model creates fewer data silos and more reliable automation triggers.
Using CallRail and Aircall Together: When It Makes Sense
While CallRail is exiting the VoIP space, it remains a top-tier solution for marketing-driven call tracking. For teams that depend on attribution visibility but need stronger telephony features, decoupling the two functions is often the best approach.
CallRail for Marketing Attribution
CallRail still provides:
- Dynamic number insertion for web campaigns
- Attribution across first- and last-touch lead sources
- Offline campaign tracking via trackable forwarding numbers
- Integrations with Google Ads, GA4, and ad platforms for ROI analysis
By forwarding these tracked numbers to Aircall, teams maintain all the attribution power of CallRail while centralizing voice interactions in a system better tuned to HubSpot.
Telephony Shifts to Aircall
In this hybrid setup:
- Inbound calls are tracked by campaign in CallRail and routed to Aircall users
- Outbound reps work natively in Aircall, integrated with HubSpot workflows
- All call events are logged reliably in the CRM under the correct records
This approach offers marketing teams continued visibility into campaign performance, while enabling sales and support reps to operate in a system actually designed for speed, automation, and CRM alignment.
Migration Planning: What Teams Need to Get Right
Moving from CallRail VoIP to Aircall, or any alternative, requires coordination across stakeholders. A successful migration protects data, preserves workflows, and boosts team buy-in.
Data Continuity & Workflow Planning
Start with a full audit:
- Map out existing call-dependent workflows inside HubSpot
- Identify which records (e.g., Deals, Tickets) currently log call activity
- Clarify what historical data needs to be preserved for context or reporting
Since VoIP calls logged by CallRail won’t auto-sync to your new provider, you may need to export legacy data and attach it to records manually via notes or a data layer.
User Training and Role Setup
Automation only works when users engage with it properly. To prevent orphaned records and missed triggers:
- Create a short training on tagging calls with correct outcomes
- Align call tags with HubSpot property picklists, so they sync cleanly
- Use education to show users how tags impact follow-ups, tasks, and pipelines
Clear role configurations ensure shared queues aren’t missed, and voicemails route to the right agents. It’s a worthwhile investment before launch.
Avoid Partial Integrations
Testing telephony tools within small teams leads to fragmented adoption and partial automation. A better approach is:
- Set a migration cutover date
- Clean up reporting and workflows beforehand
- Go live function by function (support, sales, etc.), but with clean lines
Running multiple calling systems simultaneously usually results in data loss and uptake issues, especially inside a tightly integrated CRM like HubSpot.
Decision Guidance: When Aircall Wins Over RingCentral
If you’re comparing Aircall and RingCentral head-to-head, the right choice depends on how your team operates and where your data lives.
Choose Aircall if your team:
- Works primarily out of HubSpot for sales, service, or lifecycle marketing
- Requires consistent logging across CRM objects
- Uses workflows or sequences that respond to call outcomes
- Doesn’t have IT bandwidth for heavy configuration support
- Relies on distributed or remote reps who need minimal training to hit the ground running
Choose RingCentral if your team:
- Has deeply integrated RingCentral into existing UCaaS workflows
- Uses another primary CRM (like Salesforce) or a hybrid environment
- Runs large-scale call center operations with complex IVRs already built
- Depends on legacy phone hardware or on-prem routing
Still, even teams that stick with RingCentral often look to middleware for better HubSpot integration.
Aircall simply closes that gap natively, making it a better long-term fit for HubSpot-led go-to-market teams.
Expert Help During Your CallRail VoIP Transition
CallRail’s VoIP sunset forces more than a vendor change; it impacts how sales reps reach customers, how managers measure pipeline activity, and how marketing ties outcomes to channel spend.
At INSIDEA, we help revenue teams implement Aircall seamlessly inside HubSpot, preserving productivity and clarity across calls, workflows, and reporting.
Need help?
- Assessing whether Aircall or RingCentral fits your model?
- Mapping Aircall implementation to your exact HubSpot workflows?
- Deciding if and how CallRail should continue as your tracking tool?
We’ve guided dozens of migrations, each with clean handoffs and no disruption to daily team operations.
If you’re ready to rethink your telephony stack with confidence, get in touch with us at INSIDEA.
Let’s make this transition an opportunity to increase efficiency, not a scramble for workarounds.
