How calls find the contact
Usually by phone number. Agree how numbers are stored in the CRM, with or without the country code, so calls attach to the right record.
Sync call logs to CRM
Sync Call Logs to CRM With RMDialer
To sync call logs to a CRM, start with the gap: your CRM has a field for every call, and it is empty, because the calls happen on salespeople’s mobiles and nobody types them in. The fix is not a reminder to log calls. It is an app on each phone that records every call and sends it to the CRM by itself.
- Every call from each phone, reported by itself
- Webhook, scheduled pull or CSV into your CRM
- Or use the Web CRM and skip syncing
Free personal dialer. Paid features include a 3-day trial; no card required.
Team plans: ₹159/user/month in India, $29/user/year elsewhere, billed yearly + taxes →01 / Calls already countedActual Web CRM
Typed call logs are fiction.
Only a record made by the phone itself is complete.
Written by Vamika Godara · Reviewed by Prisha Khatri · Updated
Short answer
How do you sync call logs to a CRM?
To sync call logs to a CRM, put an app on each salesperson’s phone that records every call, then send those calls to the CRM automatically. RMDialer reports each call from the phone and delivers it by a call webhook set up with our team, by a scheduled pull from its read-only API, or by CSV export, with the lead attached. Teams whose CRM is mainly a lead list can use RMDialer’s Web CRM instead.
Key takeaways
- RMDialer is our pick for syncing call logs to a CRM from the phones your team calls on.
- Calls must be captured on the phone, not typed.
- Expect late arrivals from phones that lost signal.
- Map the fields once; after that nobody touches it.
Why teams use it
Sync call logs to CRM benefits
What a business with its own CRM gets once the calls on staff phones reach it without anyone typing them.
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Call fields that fill themselves
Every call from every salesperson's phone lands in the CRM, so nobody types a call log in the evening.
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Calls on the right customer
Each call attaches to the contact by phone number, with the lead it belongs to.
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The real contact history
Before a review, a manager sees how often a customer was actually called, not what was remembered.
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Calls from the normal dialer counted too
The phone's own call log is the source, so a call made out of habit still reaches the CRM.
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Nothing lost to a weak signal
A call made without signal is sent once the connection returns, and arrives late rather than never.
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No charge per call
API access comes with the normal per-user licence, with nothing billed per request.
Four ways, one source
Ways to sync phone call logs to a CRM
All four routes start from the same place: the call recorded on the salesperson’s phone. They differ in who sets them up and how quickly each call appears in the CRM.
| Route | Who sets it up | How quickly calls appear | Best for |
|---|---|---|---|
| Call webhook, set up with our team | A developer, or an automation tool that accepts incoming JSON | Each call as the phone reports it | Pipelines that must update while the salesperson is still on the lead |
| Scheduled pull from the Outbound API | A developer running a scheduled job with updated_since | As often as the job runs, for example nightly | Reporting warehouses and nightly reconciliation |
| CSV export and import | Anyone, by hand | Whenever someone exports | Occasional reports and one-off migrations |
| Use the Web CRM itself | Nobody; it is already there | None | Teams whose CRM is mainly a lead list and a follow-up diary |
Many businesses start with the fourth row and never need the others. If your CRM is used mainly to keep a list of leads, see who called whom and remember the next follow-up, the Web CRM already does that with the calls filled in. Syncing makes sense when the CRM holds things the dialer does not: quotations, orders, service tickets or accounts.
An agri-inputs company in Hubballi
Call logs that reach the CRM by themselves
Picture a seeds and fertiliser company in Hubballi with thirty field sales reps visiting dealers across north Karnataka. Its CRM held every dealer, every order and every credit limit, but the calls between visits, where most reorders were agreed, were invisible. Reps were asked to log calls every evening; almost nobody did.
The company installed RMDialer on the reps’ phones and had its CRM vendor listen for the call webhook. Each call now lands on the dealer’s record as it ends, with the rep’s one-line remark. Reps in villages with no signal show their calls when they reach the highway, which the integration was built to accept.
The sales head now opens a dealer’s record before a credit review and sees how often the rep actually spoke to them this season. The company is an illustration of the setup, not a named client.
For the person who will set it up
Decisions before you sync call logs to a CRM
Four decisions made up front save weeks of fixing later. Share them with your CRM vendor or developer before any work starts.
Which fields you need
Duration, direction and outcome are standard. Decide whether you also want the remark, the status change and the next follow-up.
What happens to unknown numbers
Create a new contact, attach to a holding list, or ignore. Unknown callers are often new leads, so ignoring them is rarely right.
How late calls are handled
Phones without signal send calls later. The integration must accept a call from this morning arriving this evening.
Developers can find payloads and patterns on the dialer API for CRM and the data model on the call logs API for developers.
Try it with your own workflow
Fill your CRM’s empty call fields
Tell us which CRM you use and how many people call from their phones. We show the calls arriving in a test account and set up the webhook or API token with whoever will connect it.
Team features, one plan
₹159/user/month
₹1908 per user, billed yearly, plus taxes, in India. $29 per user per year, or $12 per user for 3 months, outside India.
- Lead statuses, remarks and reminder scheduling
- Assigned calling lists and employee reports
- List auto dialing and WhatsApp automation
The personal dialer, call log and personal analytics are free forever. Team access and saved lead workflows require a plan. SIM charges and any WhatsApp provider charges are separate.
Compare free and paid features → Questions
Sync call logs to CRM FAQ
How do I sync call logs from my team’s phones to our CRM?
Install a dialer app on each phone that reports every call, then send those calls to your CRM by webhook, a scheduled pull, or a CSV export. RMDialer reports each call from the phone and offers all three, and the calls also appear in its own Web CRM.
What is a call log webhook?
A message sent automatically to a web address you choose whenever a call ends, containing the call’s details. Your CRM or an automation tool listens at that address and updates the right contact, so nobody copies calls by hand.
Can I sync call logs without a developer?
Partly. CSV export needs no developer. Many automation tools can receive a webhook and write to a CRM without code, but someone still maps the fields once. Or skip syncing entirely if the Web CRM covers what you use your CRM for.
Which call details arrive in the CRM?
The number, whether it was incoming or outgoing, when it started, how long it lasted, and whether it connected, plus the employee who placed it and the lead it belongs to. The lead's status and the remarks the salesperson typed are read from the same API.
Will calls made from the phone’s normal dialer be synced?
Yes. The phone’s own call log is the source, so a salesperson who dials from contacts out of habit still produces a call record, though without the outcome they would have picked in the app.
Why do some calls reach the CRM hours late?
Because the phone had no signal when the call ended. The call is sent when the connection returns. Ask whoever builds the integration to accept late arrivals and duplicates rather than treating calls as missing.
Can we sync last year’s calls when we start?
Yes. Past calls can be pulled through the Outbound API by date range, 500 a page, so the CRM does not start with an empty history for every customer on the first day.
Can leads from our CRM go to the salespeople’s phones?
Yes. Your CRM can post new leads to a Custom Webhook made in the Web CRM, which shares them among the salespeople you pick, ready to call. Or the app can read leads from a REST URL your CRM exposes, or from a connected sheet, on a schedule.
Does syncing call logs cost extra?
No. API access comes with the normal licence, ₹159 for each user every month when billed yearly in India ($29 per user per year, or $12 per user for 3 months, outside India), and nothing is charged per call or per request.
Are call recordings synced as well?
Call recording is supported in RMDialer, and our team sets it up with you during training. The call log API itself carries the call details, not the audio, so ask us how recordings should reach your CRM when you set up the sync.
Is it safe to send call logs to another system?
The data travels over HTTPS, and the API is read-only, authenticated by a bearer token from Setup, Outbound API: keep that token as secret as a password. Tell employees in writing that work calls are recorded in the business’s systems.