AI Receptionist CRM Integration Guide

An AI receptionist that does not talk to your CRM is only half a solution. Every time a caller books an appointment, requests a quote, or asks about a service, that data needs to flow instantly into your field-service or customer relationship management platform. Without CRM integration, your team ends up re-entering data manually, leads slip through the cracks, and you lose the single source of truth that makes your business scalable. Hawk Guru's AI Receptionist solves this with native integrations and a flexible webhook layer that connects to virtually any modern CRM.

Supported CRM Integrations

Hawk Guru maintains pre-built, certified integrations with the most popular platforms used by home service businesses:

What Gets Synced Automatically

When a caller interacts with Hawk Guru's AI Receptionist and a CRM integration is active, the following data flows into your platform without any human intervention:

1. New Contact Record: If the caller's phone number does not exist in your CRM, a new contact record is created with the caller's name, phone number, address (if provided), and service interest.
2. Job or Deal Creation: A pending job ticket or deal is opened automatically in the appropriate pipeline stage—"New Lead," "Quote Requested," or "Appointment Scheduled"—based on call outcome.
3. Call Summary Note: A structured summary of the AI conversation is attached to the contact record, including the caller's stated problem, urgency level, and any details about the property (square footage, unit age, etc.).
4. Appointment Block: If the AI booked a time slot, that appointment is written directly into your scheduling calendar and the technician's dispatch queue.
5. Follow-Up Task: For calls that ended without a booking, an automated follow-up task is created with a suggested callback time and the AI's conversation summary for context.

Setting Up a ServiceTitan Integration

ServiceTitan is the gold standard for HVAC, plumbing, and electrical contractors. The integration with Hawk Guru takes approximately 20 minutes to configure:

• In ServiceTitan, navigate to Integrations → API Access → Generate API Key. Copy the key and tenant ID.
• In Hawk Guru dashboard, go to AI Receptionist → Integrations → ServiceTitan. Paste the API Key and tenant ID, then click "Test Connection."
• Map your Hawk Guru call intent categories to ServiceTitan job types (e.g., "Emergency Repair" → "Priority Service," "New Install Quote" → "Sales Lead").
• Enable "Auto-Create Customer" and "Auto-Book Appointment" toggles if you want fully automated job creation.
• Run a test call using Hawk Guru's built-in call simulator to confirm the ServiceTitan record appears within 15 seconds.

Webhook Layer for Custom Platforms

If your CRM is not on the native integration list, Hawk Guru exposes a configurable webhook that fires at the end of every call. The JSON payload includes the caller's phone number, detected intent, any structured data collected (name, address, service type), call duration, and the AI's confidence score for intent classification. This makes it straightforward to write a simple Zapier zap, Make.com scenario, or custom Node.js endpoint that pushes the data into virtually any platform—from Salesforce to a Google Sheet to a proprietary dispatch system.

CRM integration transforms your AI receptionist from an answering machine into a revenue engine. Every call becomes a data point, and every data point drives the next booking.

Hawk Guru — The AI Operating System for Lead‑Driven Businesses. Miami Lakes, FL 33014.