Most AI notetakers say they update HubSpot, but what lands there differs. It might be a meeting record, notes on a contact or deal, a task for every action item, or values written into fields. I compared Circleback, Fireflies.ai, Otter.ai, tl;dv, Fathom and Granola on what each sends, which records it attaches to, and which plan you need.
My short answer: tl;dv, Otter.ai and Fathom write into HubSpot fields, Circleback turns action items into tasks with owners and status, and Fireflies.ai logs notes and creates new contacts.
Which AI notetakers automatically update HubSpot?
All six connect to HubSpot, but they do different jobs. These are my picks.
- Circleback: Best for action items that become HubSpot tasks with owners and status
- tl;dv: Best for writing meeting data into properties on contacts, deals and companies
- Otter.ai: Best for mapping insights into custom Deal fields
- Fathom: Best for teams that want field mapping and a deal view
- Fireflies.ai: Best for notes under contacts, companies and deals plus new contacts
- Granola: Best for Granola users on its Business plan
For filling in HubSpot properties, I'd pick tl;dv. For follow-up work that shows up as tasks with owners and status, I'd pick Circleback.
What "update HubSpot" can mean
- Activity log. A meeting or note appears on the record.
- Tasks. Each action item becomes a HubSpot task.
- Field writes. Meeting values are placed into properties on a contact, deal or company.
Circleback and Fireflies.ai create tasks from action items automatically, while tl;dv creates a task from one line of AI notes when you click. Circleback's automation adds meeting records and tasks but does not edit contact or deal fields and does not create contacts.
The six tools in detail
Circleback
Circleback's HubSpot automation adds a meeting record (title, notes, times and owner) to the matched contacts or deals and, when Action items is a chosen outcome, creates a HubSpot task for each action item. It matches meetings through the invitees' emails.
Key features:
- You choose which outcomes go to HubSpot: notes, AI insights or action items.
- Tasks are marked Not started or Completed to match the action item, and the owner is set from the assignee's email when HubSpot has a match.
- Conditions limit which meetings run: tags, meeting title, participants, invitee emails, invitee email domains and number of invitees.
- Ask Circleback's HubSpot connector can search contacts, companies and deals and create or update records on request.
Pros:
- Tasks keep an owner and a status that follows the action item.
- You decide which outcomes reach HubSpot.
Cons:
- The automation doesn't edit contact or deal fields, and it doesn't create contacts or deals.
- It matches invitees' emails to the target you choose, Contacts or Deals, and skips a meeting when no invitee matches that target. With Deals as the target, it also skips a meeting when contacts match but no deal does.
- It also skips a meeting when there are no calendar invitees or when no invitee has an external email.
- The HubSpot automation needs Pro or above. On Free, automations can only use Slack, Linear and Share meeting.
Pricing: Pro is $15 per user per month billed annually or $18 monthly, and the HubSpot automation starts there. See Circleback pricing.
Best for: Teams that want each action item in HubSpot as a task with an owner and a status.
tl;dv
tl;dv pushes meeting data into HubSpot through workflows you build, either on every new recording or on demand for one meeting.
Key features:
- Four actions: update a contact, a deal or a company, or create an activity (a meeting or a note) on a contact, company or deal.
- Matching uses the calendar invitee's email, and an optional setting creates a new Contact with Lifecycle stage Lead when no match exists.
- A HubSpot task can be created from any line of the AI notes, with an optional assignee.
Pros:
- It writes to properties on three HubSpot objects: contacts, deals and companies.
- You can run a workflow on a single meeting with Trigger now.
Cons:
- Property mapping supports text properties only, and tasks are created one note line at a time with a due date you pick.
- A workflow needs a calendar event with at least one external invitee, and triggering it twice creates duplicates.
Pricing: Team workflows can be created by team admins on the Business plan or above.
Best for: Teams that want HubSpot properties filled in after every call.
Otter.ai
Otter.ai syncs conversations to HubSpot when they are recorded from a calendar event that has an external guest whose contact exists in HubSpot.
Key features:
- It syncs the conversation title, date and time, participants, a link and customizable insights to Contacts and Deals.
- Insights can be mapped to text custom fields on HubSpot Deals, with write if empty, overwrite or append behavior.
- A HubSpot setting is described as creating a task for calendar guests matching the deal.
Pros:
- Each mapped field gets its own write behavior.
Cons:
- Custom field mapping covers Deal text fields only, and an Otter workspace admin who is also a HubSpot admin manages it.
- If an attendee isn't a HubSpot Contact, Otter can't sync insights to a Deal.
Pricing: Pro lists HubSpot, Salesforce and Zapier integrations, at $8.33 per user per month billed annually or $16.99 billed monthly, with user limits on the HubSpot and Salesforce integrations.
Best for: Teams that want insights written into custom Deal fields.
Fathom
Fathom logs an AI summary as an activity on the matching CRM record at the end of every call, and its HubSpot integration also syncs action items to the right record.
Key features:
- HubSpot custom field mapping is supported today and sends data points such as budget or next steps into the fields your team tracks.
- Deal View on the Business plan collects every Fathom call tied to a HubSpot deal in one timeline, with an AI deal summary.
Cons:
- Plan wording differs between Fathom's pages. The CRM page puts core CRM sync on paid individual plans and field mapping on Team and Business, while the pricing page lists CRM field sync from Business.
Pricing: Fathom has a Free plan, and CRM sync starts on paid plans.
Best for: Teams that want HubSpot field mapping and a deal view.
Fireflies.ai
Fireflies.ai syncs meeting notes, summaries and action items into HubSpot under contacts, companies and deals.
Key features:
- It creates new contacts or leads when a meeting participant isn't found in HubSpot.
- It converts action items into HubSpot tasks and transcribes HubSpot Dialer calls.
Cons:
- Integrations are included from the Pro plan up.
Pricing: Pro is $10 per seat per month billed annually, and Business is $19.
Best for: Teams that want notes under contacts, companies and deals plus new contacts created automatically.
Granola
Granola lists HubSpot among the integrations on its Business plan, which also includes Attio, Notion, Affinity and Zapier.
Cons:
- The Basic plan doesn't include the HubSpot integration.
Pricing: Business is $14 per user per month, billed monthly, and Basic is free.
Best for: Granola users on the Business plan who want HubSpot connected.
HubSpot update comparison
| Tool | Logs meeting | Creates tasks | Writes fields | Plan needed |
|---|---|---|---|---|
| Circleback | Yes, meeting record | Yes, per action item | Automation does not edit fields | Pro and up |
| tl;dv | Yes, meeting or note | Manual, per AI note line | Yes, text properties only | Business for team workflows |
| Otter.ai | Yes, with insights and link | Setting creates a task | Deal text fields only | Pro and up, user limits |
| Fathom | Yes, summary as activity | Action items sync | Yes, HubSpot field mapping | Paid, fields Team or Business |
| Fireflies.ai | Yes, notes under contacts, companies and deals | Yes, from action items | Not documented | Pro and up |
| Granola | Yes, meeting (default) or note | Not documented | Not documented | Business |
How to set it up
These are the steps for Circleback, my pick for tasks.
- Put every attendee on the calendar invite. Circleback matches meetings through the invitees' emails and skips a meeting with no calendar invitees.
- Confirm the attendees exist as HubSpot contacts. The match follows the target you pick, Contacts or Deals, and a meeting is skipped when no invitee matches it. With Deals as the target, a meeting is skipped when contacts match but no deal does, and deals are matched through the contacts on the invite.
- Add the HubSpot step to an automation on Pro or above.
- Choose the outcomes to send: notes, AI insights or action items. Choose Action items if you want a task for each one.
- Open a finished meeting in HubSpot and check the meeting record and the tasks marked Not started or Completed.
How to choose
- You want properties filled in. Pick tl;dv for contacts, deals and companies, Otter.ai for custom Deal fields, or Fathom for field mapping with a deal view.
- You want a task for every action item. Pick Circleback for owners and status, or Fireflies.ai for automatic tasks.
- You want new contacts created. Pick tl;dv with its optional setting on, or Fireflies.ai. Circleback's automation does not create contacts.
FAQ
Can an AI notetaker update HubSpot deal fields?
Yes, some can. tl;dv updates deal properties, Otter.ai maps insights into custom Deal text fields, and Fathom supports HubSpot custom field mapping. Circleback's HubSpot automation does not edit contact or deal fields, though Ask Circleback's HubSpot connector can create or update records on request.
Which plan do I need for Circleback's HubSpot automation?
You need Pro or above. On Free, automations can only use Slack, Linear and Share meeting.
What happens when an attendee isn't a HubSpot contact?
It depends on the tool. Circleback matches the invitees' emails to the target you picked, Contacts or Deals, and skips the meeting only when no invitee matches that target. With Deals as the target, it skips a meeting when contacts match but no deal does. Otter.ai can't sync insights to a Deal. tl;dv creates a new Contact with Lifecycle stage Lead if its optional setting is on, and Fireflies.ai creates new contacts or leads.
Which AI notetakers create HubSpot tasks automatically?
Circleback and Fireflies.ai do. Circleback creates one task per action item with an owner matched by the assignee's email, and Fireflies.ai converts action items into HubSpot tasks.