Connect Warp Notes to HubSpot or Salesforce
Once this is set up, every voice note your team finishes shows up in your CRM by itself: on the contact you were talking about, attached to their company, credited to the rep who recorded it. The title, the summary and the action items go with it. Nobody types anything into the CRM after a visit again.
Warp Notes hands each note to Zapier or Make, and they put it into the CRM. You do not build anything: for Zapier there is a ready-made template, for Make a ready-made blueprint. This page walks through every click with a picture of what you should be seeing.
Before you start
- A Warp Notes Business workspace you own. Only the workspace owner can connect a CRM; every member's notes are sent once it is connected. The 14-day trial counts.
- A HubSpot or Salesforce login. Salesforce needs an edition with API access (Enterprise and up have it; Professional sells it as an add-on).
- A Zapier account on a paid plan, or a Make account on any plan. Zapier's template uses premium apps, so it needs Professional or higher. Make's free plan is enough: a note costs about ten of its monthly operations.
- Your phone and a computer. The CRM side happens in a browser; pasting the link happens on the phone.
Choose your path
Both paths end in the same place. Zapier is the shorter one, about five minutes, but needs a paid Zapier plan. Make is free and takes a few more clicks, mostly because HubSpot asks for permissions twice.
Whichever you pick, the last part, In the app, is the same.
Zapier, step by step
The Zap is already built. You open the template, connect your CRM when it asks, publish, and copy one link into the app. The pictures show the HubSpot template; the Salesforce one has exactly the same screens with Salesforce in place of HubSpot.
- Open the template and click Try it.
Open the Warp Notes → HubSpot template
or the Warp Notes → Salesforce template
and click Try it. If you are not signed in to Zapier the button says Use this template and asks you to sign in first.
The template page. The preview on the right lists the five steps the Zap already contains. 
The Salesforce template looks the same. Every step below applies to it too. - Getting started: click Next.
Zapier opens a four-step wizard. The first screen just describes the Zap. Leave the name and folder as they are and click Next at the bottom right.
Getting started. Nothing to fill in here. - Connect your apps: pick your CRM account.
Click Select next to HubSpot (or Salesforce). If you have connected it to Zapier before it is in the list; otherwise click
Connect a new account, sign in to your CRM in the window that opens and allow the access. Use the account your
team's contacts live in. Then click Next.
Connect your apps. One app to connect: your CRM. 
Pick the account, or connect a new one. Zapier remembers it for next time. - Fields: click Next.
This screen lists the five steps. They are already filled in by the template, so there is nothing to change. Click Next.
Fields. The five steps: catch the note, keep only real notes, find the company, find the rep, write the note. - Review: expect "Issues detected", then publish.
The Review screen almost always shows a red Issues with your Zap have been detected. That is normal for this template and
nothing is broken: the steps have not seen a real note yet, so Zapier flags the fields they use as "no longer available", and two
steps say "Please choose an account" even though the account you picked is already in them. Click Publish Zap.
If the button is greyed out, hover over it: on Zapier's free plan it says the Zap uses premium apps, which means a paid plan is needed.
Review. The red bar is expected before the first note has arrived. 
If you click View Errors, this is the list: warnings, not errors. They clear on their own once one real note has gone through. 
Opening a step that says "Please choose an account" shows the account is already there. Click Continue and move on. - Copy the webhook link.
Open the Zap in the editor (it is in your Zaps list). Click step 1, Catch Hook, open its Test tab and click
Copy next to Your webhook URL. That link is what Warp Notes sends notes to. "You skipped the trigger test" is fine; leave it.
Step 1 → Test → Copy. Get this link to your phone: message it to yourself, or open Zapier on the phone and copy it there. - Paste the link into Warp Notes and turn the Zap on. Follow In the app below to paste the link and send a test. Make sure the Zap is switched on in your Zaps list (publishing turns it on). Then record a note: it is in your CRM within a minute or two.
Want Zapier to show you a sample note? The Catch Hook's Test tab can load one: click Test trigger, then tap Send a test in the app, then click Find new records. It only lists requests that arrived after the last time you clicked it, so if it finds nothing, tap Send a test again and click it once more. The Zap itself ignores tests on purpose; only real notes pass its filter.
Make, step by step
Make calls a ready-made automation a blueprint: a file you import that arrives with every module and every mapping already set. You import it, create the webhook, sign in to your CRM, switch it on, and copy one link into the app. Make's free plan is enough.
First, download the blueprint for your CRM and keep it where you can find it: warp-notes-hubspot.blueprint.json or warp-notes-salesforce.blueprint.json.
- Create a new scenario.
Sign in to make.com, and click Create scenario at the top right (it is also on the Scenarios page in the left menu).
Make's dashboard. Create scenario is at the top right. - Import the blueprint.
In the empty scenario, click the ⋮ menu at the top right, choose Import blueprint, pick the file you downloaded and click Save.
The ⋮ menu. Choose Import blueprint. 
Choose the file, click Save. 
The imported scenario. Nine modules for HubSpot, ten for Salesforce, all wired up. Modules with a red 1 just need a connection, which comes next. - Create the webhook and copy its address.
Double-click the first module, Warp Notes webhook. Click Create a webhook, give it a name such as Warp Notes, click
Save, then click the copy icon next to the Webhook URL that appears. Click Save on the module too.
Then save the scenario itself with the save icon at the bottom (or ⌘S / Ctrl+S): until the scenario is saved once,
the address answers with an error.
The webhook module. Click Create a webhook. 
Name it and Save. 
The address, with the copy icon to its right. This is the link the app needs. - HubSpot: create the connection with five extra permissions.
Skip to the next step if you use Salesforce. Double-click the second module, Find the company by domain, and click Add
next to Connection. In the dialog, give the connection a name, switch on Advanced settings at the bottom, and under
Custom Scopes click Add item five times, choosing one each time: CRM Companies Read, CRM Contacts Read,
CRM Contacts Write, CRM Companies Write and CRM Owners Read. Click Save, sign in to HubSpot in the
window that opens, choose your account and allow the access. Without these five the modules fail with "hasn't been granted all required scopes".
A HubSpot module. Add next to Connection. 
The connection dialog with Advanced settings on and the five scopes added. Then Save. If HubSpot refuses with "this app hasn't been approved to access the required scopes", your HubSpot account keeps a list of what Make may touch, and a HubSpot super admin allows it once. In HubSpot, open Settings (the gear) → Integrations → Connected apps → the Approved apps tab → Manage access on the Make row → the Data Permissions tab. Switch on companies read, companies write, contacts read and owners read, click Save changes, then go back to Make and click Save on the connection dialog again.
HubSpot → Connected apps → Approved apps → Manage access on Make. 
Data Permissions. Four switches on: companies read, companies write, contacts read, owners read. Once the connection exists, open each of the other HubSpot modules (double-click), pick that connection in the Connection box and click Save. There are five of them.
- Salesforce: create the connection.
Skip this if you use HubSpot. Double-click the second module, Find the contact by email, click Add next to Connection,
keep the connection type Salesforce, give it a name and click Save. Sign in to Salesforce in the window that opens and click
Allow. Then open the other three Salesforce modules (Find the account, Find the rep and Log the note as a completed Task), pick the connection and click Save.
The Salesforce connection dialog. Keep Sandbox: No unless you are testing in a sandbox. - Set the schedule to Immediately.
An import sets the scenario to run every 15 minutes. At the bottom of the editor click the schedule box (it reads Immediately as data arrives or
Every 15 minutes), set Run scenario to Immediately and click Save. Save the scenario again.
Schedule settings. Immediately, then Save. - Switch the scenario on.
Leave the editor with the back arrow at the top left. On the scenario's page, the switch at the top right reads Inactive; click it so it reads Active.
The scenario page. The switch at the top right turns it on. - Paste the address into Warp Notes. Follow In the app below to paste the address you copied and send a test. Then record a note: it is in your CRM within a minute. The scenario ignores tests on purpose, so the app saying It worked is all you need from the test.
What it costs on Make. Every note runs the whole scenario once: about nine operations for HubSpot and ten for Salesforce. Make's free plan includes 1,000 operations a month, so roughly a hundred notes a month are free; the first paid plan covers thousands.
In the app
This part is the same for Zapier and Make. You need the link you copied on the computer. The easiest way to get it onto the phone is to message or email it to yourself, then copy it there.
- Open the workspace and tap Set up on the CRM sync row. On the Warp Notes tab, open your Business workspace and scroll to Workspace settings. The CRM sync row says Send every note to Zapier, Make or your CRM. Tap Set up. Only the workspace owner sees this button.
- Tap "Zapier, Make or your own server". The sheet explains what will happen. HubSpot, Salesforce and Zoho are listed underneath as coming next as direct connections; tapping one just tells us you would use it.
- Paste the link and save.
Press and hold in the box, tap Paste, check it starts with
https://hooks.zapier.com/orhttps://hook.….make.com/, and tap Save.
- Tap Send a test. The sheet now shows the link, how many notes have been sent, and three buttons. Tap Send a test. Within a second or two the app says It worked. Your link received the test. Zapier and Make ignore the test on purpose, so nothing appears in the CRM yet; that is expected.
- Record a note. From now on every note recorded in this workspace is sent as soon as it finishes processing, by any member. The note shows a small CRM sync ✓ line once your link has accepted it, and the note is in your CRM a minute or two later.
The other buttons
- Send older notes. Connecting sends only the notes recorded from that moment on. To send earlier ones, tap this, pick a window (30 days, 90 days or everything), see the count and roughly what it will cost on Zapier or Make, and confirm. They go out about twenty a minute. Notes that came in from a CSV import are never sent.
- Change link. Paste a new link, for example after rebuilding the Zap. Nothing is re-sent.
- Advanced. Three switches, all off, and for most setups they should stay off. Send changes too also sends edits and deletions, which a Zapier or Make flow built for new notes would turn into duplicate CRM entries. Send each follow-up separately sends every follow-up as its own request, for a flow that makes one CRM task per follow-up. Include the full transcript adds everything that was said, including the customer's side, instead of just the summary and action items.
- Disconnect. New notes stop being sent. Everything already delivered stays in the CRM.
How notes find the right contact
Both the templates and the blueprints match by exact values and never guess. Three things are looked up for every note:
| What | Matched by | If nothing matches |
|---|---|---|
| The contact | The email of the first person on the note must equal the CRM contact's email. | The note is still written, just not attached to a contact. Give your people emails: a CRM export plus the app's Import does it in bulk. |
| The company | The company's website domain in Warp Notes must equal the CRM company's domain. Salesforce also accepts an exact account name, and uses the contact's own account when the contact was found. | The note is not attached to a company. |
| The rep | The rep's Warp Notes login email must be a CRM user's email. | The note belongs to whoever connected Zapier or Make. |
So the one thing that makes all of this work is emails on your people and websites on your companies. The app's Import puts both there from a CRM export.
If something looks wrong
The test said "It worked" but nothing is in the CRM
Correct. Zapier and Make drop the test on purpose; only real notes pass their filter. Record a note and give it a minute.
The note shows "CRM sync ✓" but it is not in the CRM
The checkmark means Zapier or Make accepted the note. What happened after that is in their history: in Zapier, open the Zap and look at Zap history; in Make, open the scenario and look at History. The usual causes are below.
Make: "hasn't been granted all required scopes"
The HubSpot connection was made without the five custom scopes. Open a HubSpot module, click Add next to Connection and make a new one following step 4 above, then pick it in every HubSpot module.
Make: "this app hasn't been approved to access the required scopes"
HubSpot's own permission list for Make is missing the four CRM permissions. A HubSpot super admin switches them on under Settings → Integrations → Connected apps → Approved apps → Make → Manage access → Data Permissions, then you save the Make connection again. Pictures in step 4.
Make: the test in the app fails, or the address answers 410
The scenario has never been saved. Save it once (the save icon at the bottom of the editor) and send the test again.
Make: notes arrive up to fifteen minutes late
The schedule is still Every 15 minutes, which is what an import sets. Change it to Immediately (step 6).
Zapier: "Issues with your Zap have been detected" at Review
Expected before the first note. The warnings say some fields are "no longer available" and two steps ask you to "choose an account" that is already chosen. Publish anyway; they clear after one real note. If Publish is greyed out, the account is on Zapier's free plan and the template's apps are premium.
Zapier: the Zap turned itself off
Zapier pauses a Zap after repeated errors and emails you. Open Zap history to see the error, fix it, and switch the Zap back on. Notes recorded while it was off were still delivered to Zapier and sit in its history; use Replay there.
Salesforce: "API not enabled" or the connection cannot be created
The Salesforce edition has no API access. Enterprise, Unlimited and Developer editions include it; Professional sells it as an add-on.
Two copies of a note in the CRM
Send changes too is on, and the note was edited. Switch it off under Advanced unless your flow handles updates.
Older notes are missing
Only notes recorded after connecting are sent. Tap Send older notes in the CRM sync sheet and pick a window.
A note landed on the wrong person, or on no one
The match is by exact email. Check the person on the note in Warp Notes has the same email as the CRM contact. Notes without a matching email are written to the CRM without a contact, so nothing is lost; attach them by hand or fix the email and use Send older notes.
The technical side
Everything Warp Notes sends, the headers, the signature and every field, is documented in the webhook reference, which is also where the Make blueprints and sample payloads live. That page is for anyone building their own flow or pointing the link at their own server.
Privacy
The workspace owner chooses the destination, can disconnect it at any time, and every member can see that it is connected. What Zapier, Make or your CRM does with the data is governed by their terms. The details are in the privacy policy under Sending notes to a service you choose.
Stuck, or want HubSpot, Salesforce or Zoho connected directly without Zapier or Make? Tell us: Jacob.Metcalf@appomatix.com.