Questions about Octopods?Schedule a call

    Match conversations to the right contacts automatically in HubSpot

    Identify each contact by phone number or custom identifier, links the message to the right record instantly & creates a new contact only when one doesn't exist

    See how it works
    Trusted by support teams managing 10,000+ monthly conversations
    VittudeTempusUpnidThePowerMBA
    The problem

    What happens when contact matching is manual

    • An agent gets a WhatsApp message & searches manually for the contact
    • They aren't sure of the results
    • They create a new contact just to be safe, now there are two records for the same customer
    • Deal history, CRM timeline, and reports become inaccurate
    The solution

    Here's what happens when it's not

    • Every time a message comes in, Octopods automatically searches HubSpot for a matching contact by phone number, custom identifier, or conversation history. Match found, it links instantly. No match, a clean new contact is created.
    • Same logic, every time, for every agent, on every channel.

    Automate contact matching

    Keep your customer records clean & avoid duplicates

    Match by phone number or custom identifier

    For WhatsApp and SMS, Octopods matches contacts by phone number. For other channels, custom HubSpot properties can be configured to match by username or channel ID, making it flexible for simple and advanced CRM setups alike.

    A new contact, ready to go

    When no match is found, Octopods creates a new contact automatically pre-filled with whatever data is available, like channel source and conversation start. No blank records, no starting from zero.

    One record per customer. Always.

    Octopods checks for an existing contact before it ever creates one. The result is a CRM that stays clean, no duplicate records, no fragmented histories, no reports you can't trust.

    Use cases

    Ways to use automatic contact matching

    Contact matching helps teams stay organized with accurate reporting & automations

    Reporting you can trust

    When every message links to the right contact automatically, your HubSpot reports reflect reality. Response times, conversation volumes, and channel performance are accurate.

    Automations for the right contact

    HubSpot workflows and sequences depend on clean contact data to trigger correctly. With Octopods matching every inbound message to the right record, your automations run on accurate data.

    Handoffs without briefing

    When a conversation changes hands, the full history is on one record, not split across duplicates or missing entirely. The next agent opens the contact and already has everything they need.

    How it works

    How Octopods manages every incoming message

    Existing contact identified

    • Phone number or custom ID matched against your HubSpot CRM
    • Conversation linked to the existing contact record instantly
    • Timeline updated with the new message
    • No duplicate created
    +

    New contact created

    • No existing contact found in HubSpot
    • New record created automatically
    • Channel source, phone number, and timestamp pre-filled
    • Ready for your team to enrich from there

    A clean CRM is how good support teams operate

    Octopods keeps every contact matched, every conversation linked, every time.

    Works across every channel your customers use

    Don't compromise your team's time and focus to meet customers where they are.

    WhatsAppWhatsApp
    InstagramInstagram
    TelegramTelegram
    SlackSlack
    TikTokTikTok
    "

    "Great. I had great support when implementing. And it's super helpful having access to the trial so I could test it and try it to discover it's true potential."

    T
    Tania C.
    Sr Sales & Operations Manager, Financial Services

    Explore more HubSpot features

    Everything Octopods adds to your HubSpot workspace.

    Inbox & CRM View

    Manage all your messaging channels directly from HubSpot, alongside contacts, deals, and tickets.

    Learn more

    Contact Matching

    Incoming messages are automatically matched to existing HubSpot contacts - or a new one is created.

    Learn more

    Proactive Cards

    Give your team instant context while they reply - deal stage, tickets, and history in a live sidebar card.

    Learn more

    Frequently asked questions

    Everything you need to know about using Octopods with HubSpot's inbox and CRM

    Octopods supports WhatsApp, Instagram, Telegram, Slack, TikTok, Facebook, Twilio SMS, LINE, and WeChat. All conversations land directly in your HubSpot inbox.

    Octopods works with HubSpot's paid plans that include the conversations inbox. If you're unsure whether your plan qualifies, you can book a quick call with our team and we'll confirm before you set anything up.

    Yes. When a message comes in, Octopods checks for a matching contact using the sender's phone number or username. If a match is found, the conversation is attached to that contact. If not, a new contact is created automatically.

    Most teams are live in under 10 minutes. There are no complex integrations or developer steps required. You connect your channels through the Octopods dashboard and messages start flowing into HubSpot immediately.

    Start capturing every conversation on your CRM

    Set up in minutes. No complex steps.

    7-day free trial