Autofill CRM for HubSpot: Automatically Extract and Sync Meeting Data to Contacts, Company, and Deals

Keeping HubSpot records up to date after every customer conversation can be time-consuming. Autofill CRM for HubSpot helps streamline this process by extracting relevant information from your meeting transcripts and preparing CRM updates for your existing Contact, Company, and Deal records.

After each meeting, Fireflies analyzes the meeting transcript, identifies relevant details, and drafts updates for your configured HubSpot properties. You can review the suggested values, make any necessary changes, and choose when to send them to HubSpot.

🔍 What Can Autofill CRM Do?

With Autofill CRM, you can:

• Automatically extract information from meeting transcripts.

• Populate HubSpot Contact, Company, and Deal properties.

• Configure both default and custom HubSpot properties.

• Choose whether new information should Append to or Overwrite existing values.

• Control which meetings Autofill CRM runs on using Rules.

• Review, edit, or exclude extracted values before sending them to HubSpot.

• Run Autofill CRM On Demand for past meetings.

🔑 Prerequisites

Before setting up Autofill CRM for HubSpot, make sure you have:

• An active Fireflies account.

• A HubSpot account with Contacts, Companies, and Deals available.

• Your Fireflies account connected to HubSpot (if you haven't connected it yet, we'll show you how in the next section).

• Autofill CRM is available on Business and Enterprise plans.

🔗 Connect HubSpot to Fireflies

Before configuring Autofill CRM, make sure your HubSpot integration is connected to Fireflies.

Step 1: Log in to your Fireflies account, navigate to the Integrations page, and search for HubSpot. Click on it to get started.

Step 2: On the right side of the HubSpot integration page, you'll find the CRM Autofill section. Before you can set up Autofill CRM, you'll need to connect your HubSpot account to Fireflies.

Click Connect and complete the authorization process.

Step 3: Complete the sign-in process. Once authenticated, you’ll be redirected to the HubSpot authorization page.

Step 4: Review the permissions Fireflies will access, check the confirmation box, and click Connect app to approve the integration.

Step 5: Once approved, you'll be redirected back to Fireflies to continue setting up Autofill CRM.

⚙ Set Up Autofill CRM

This is where you tell Fireflies what to extract from your meetings and where each piece of information should go in HubSpot.

Step 1: Open Autofill CRM Setup

In the CRM Autofill section on the right-hand side, click Setup Autofill.

Step 2: Select the HubSpot Record Types to Update

Choose which HubSpot records you want Fireflies to update with information extracted from your meetings.

• Contacts – Use this if you only want to update Contact properties, such as job title, phone number, or other contact-related details.

• Company – Use this if you only want to update Company properties, such as company size, industry, or revenue.

• Deals – Use this if you only want to update Deal properties, such as deal stage, amount, next steps, or close date.

You can select one, two, or all three record types based on your workflow.

For demonstration purposes, we'll select all three record types - Contacts, Companies, and Deals. Click Continue to proceed.

Fireflies analyzes your HubSpot records and suggests a ready-to-use configuration to help you get started quickly.

Step 3: Review Suggested Fields

Fireflies automatically suggests fields based on your recently updated HubSpot records. Use the Contacts, Companies, and Deals tabs to review the information Fireflies will extract from your meetings and where it will be stored in HubSpot.

You can edit, remove, or add fields at any time during setup.

The configuration screen is divided into two sections (panes):

Left pane - What should we extract?

This section defines the information Fireflies should look for in your meeting transcripts.

• Each field shows its data type, such as text (Aa) or date (📅) - no need to worry about formatting, Fireflies automatically matches extracted data to the appropriate HubSpot field type.

• Review and customize these fields as needed before saving your configuration.

Right pane - Where should it go in HubSpot?

This section defines where the extracted information should be stored in HubSpot.

• Fireflies automatically suggests HubSpot field mappings, but you can review and update them as needed.

• When data is extracted from a meeting, Fireflies automatically formats it and maps it to the selected HubSpot property.

Step 4: Configure Field Update Behavior

For each mapped HubSpot field, choose how Fireflies should handle existing data when new information is extracted from a meeting.

• 📄+ Append: Adds the extracted information to the existing value in the HubSpot field.

  

• 🔄 Overwrite: Replaces the existing value in the HubSpot field with the newly extracted information.

  

• Click the icon next to a field to switch between Append and Overwrite. The displayed icon indicates which update behavior is currently applied to that field.

  

Step 5: Add or Customize Fields

Need to capture additional information or adjust the suggested field mappings? You can modify existing fields or add custom fields to match your CRM workflow.

For example, you might want Fireflies to extract information such as budget, employee count, competitor mentions, or other details that aren't included in the suggested fields.

Modify Existing Fields:

1. Click an existing field to select a different HubSpot property or replace it with a Custom Field.

2. Update the extraction prompt to control what information Fireflies extracts from your meetings.

📌 Before adding a custom field in Fireflies, make sure the corresponding custom property already exists in your HubSpot account.

To add a custom field:

1. At the bottom of the What should we extract? pane, click Add Field → Custom Field.

2. In the modal window:

• Under Select field, choose the HubSpot property where the extracted information should be stored.

• In the Define insight to autofill field, enter a prompt describing the information Fireflies should extract from your meetings.

  💡 Tip: The more specific your extraction prompt is, the more accurately Fireflies can identify and extract the information from your meetings.

Example: Select Favorite Content Topics and use the prompt "Extract the content topics mentioned as areas of interest during the meeting."

3. Choose the Append (📄+) or Overwrite (🔄) option for the field.

4. Click Confirm to add the field to your Autofill CRM configuration.

Step 6 (Optional): Configure Autofill CRM Rules

Rules allow you to control exactly which meetings Autofill CRM runs on, for example, only on demo calls, or only when a specific team member is the host.

To configure rules, click Rules in the bottom-left corner of the setup screen. You can filter meetings by:

💡By default, Autofill CRM is configured to run only for External meetings. If needed, you can modify this rule or add additional filters to control which meetings Autofill CRM processes.

🗂 All Meetings

Run Autofill CRM on all meetings without applying any filters.

📝 Meeting Title

Run Autofill CRM only when the meeting title matches specific conditions.

Examples:

• Title contains Demo

• Title starts with Client Review

• Title equals Discovery Call

👤 Meeting Host

Run Autofill CRM based on the meeting host.

Examples:

• Host equals john@example.com

• Host does not equal john@example.com

👥 Meeting Participants

Run Autofill CRM based on meeting participants.

Examples:

• Participant contains sara@example.com

• Participant does not contain alex@example.com

⏱ Meeting Duration

Run Autofill CRM only for meetings based on their duration.

• Longer than – Run Autofill CRM only for meetings longer than the specified duration.

• Shorter than – Run Autofill CRM only for meetings shorter than the specified duration.

Example: Set Longer than – 30 minutes to run Autofill CRM only for meetings that lasted more than 30 minutes.

🔀 Apply Multiple Filters

Combine multiple conditions for more precise control.

Example:

• Meeting title contains Demo

• Host equals john@example.com

You can combine filters using:

• AND — All conditions must match.

• OR — Any condition can match.

📖 Want to go deeper? See the Fireflies Rules Engine guide for advanced filter options and examples.

Step 7: Preview Extracted Data

The preview panel shows a sample of the information Fireflies will extract from your meetings based on the configured fields and prompts.

• Field displays the HubSpot property that will be updated.

• Preview displays a sample of the information Fireflies expects to extract and send to that field.

If something looks off, adjust your field mappings or extraction prompts before proceeding.

Step 8: Save Your Configuration

Once you're satisfied with the field mappings, extraction prompts, update behavior, and previewed data, click Save Configuration.

💡 What's next? Once you've configured and saved Autofill CRM, Fireflies automatically starts extracting information from future eligible meetings. The next section shows how to review the extracted data and send it to HubSpot.

◀️ Review and Send Autofill CRM Data to HubSpot

If a meeting matches your Autofill CRM configuration. Fireflies extracts the configured information and prepares it for your review. An Autofill CRM banner appears in the meeting Notepad, from there you can check the extracted data, make any edits, and send it to HubSpot.

Autofill CRM works with all meeting types:

• Calendar-scheduled meetings

• Web-recorded meetings

• Mobile-recorded meetings

• Uploaded meetings

Step 1: From your Fireflies dashboard. Click the Meetings tab in the left sidebar.

Step 2: Open the meeting you want to push data for.

Step 3: You'll see an Autofill CRM banner showing the number of data fields extracted from the meeting. Click Review to view the data extracted from the meeting before sending it to HubSpot.

Step 4: Review the Contact record that should be updated in HubSpot.

• For calendar meetings, Fireflies automatically populates the participant email addresses. Add or remove participants as needed.

• For uploaded meetings or meetings without participant details, search for or enter the contact manually.

Step 5: Review and update the extracted data before sending it to HubSpot.

• Review the extracted values for each selected record type.

• Edit any extracted values if needed.

• Click the ✓ icon next to a field to include or exclude it from the HubSpot update.

• Switch between the selected record type tabs to review each set of data.

Step 6: Review each selected record type

Fireflies guides you through each selected record type one at a time. Review the extracted information, make any necessary changes, then continue until you've reviewed all selected record types.

• Contacts – Review the extracted Contact properties, edit any values if needed, then click Save and Next to continue.

  

• Companies – Review the extracted Company properties, edit any values if needed, then click Save and Next to continue.

  

• Deals – Select one or more Deals to update with the extracted meeting information. If the meeting includes multiple contacts, Fireflies displays the open Deals associated with those contacts. Review the extracted Deal properties, make any changes if needed, then click Autofill to send the updates to HubSpot.

  

📤 How Autofill CRM Data Appears in HubSpot

Once you click Autofill, Fireflies updates the selected HubSpot records with the information extracted from your meeting.

• Contacts → Updates the configured Contact properties.

• Companies → Updates the configured Company properties.

• Deals → Updates the configured Deal properties.

• Custom Properties → Updates any custom HubSpot properties included in your Autofill CRM configuration.

• Field Updates → Applies the configured Append or Overwrite behavior for each property.

This helps keep your HubSpot records accurate and up to date while reducing manual data entry.

⚡ Run Autofill CRM On Demand

Autofill CRM can also be run on demand for past meetings. Instead of waiting for future meetings that match your configured rules, you can manually trigger Autofill CRM from any supported meeting at any time.

Supported meeting types include:

• Scheduled meetings

• Web-recorded meetings

• Uploaded meetings

Step 1: From your Fireflies dashboard. Click the Meetings tab in the left sidebar.

Step 2: Open the meeting you want to push data for.

Step 3: Click the Integrations dropdown menu icon in the top-right corner of the Notepad.

Step 4: Select HubSpot from the list.

• 🟢 Green checkmark - HubSpot is already connected and ready to use.

• ➕ Plus sign - HubSpot is not connected yet. Click the icon to connect your HubSpot account before continuing.

Once connected, hover over the HubSpot integration and select Autofill to run Autofill CRM for the selected meeting.

Step 5: Review the extracted Autofill CRM data

Fireflies prepares the extracted Autofill CRM data for the selected meeting.

• Review the extracted values for each selected record type.

• Edit any fields if needed.

• Exclude any fields that you don't want to send to HubSpot.

• Switch between the selected record type tabs to review each set of data.

• Click Save and Next to continue through each selected record type until you're ready to send the updates.

Step 6: Once you've reviewed all selected record types, click Autofill to send the selected updates to HubSpot.

✅ A confirmation message appears once the selected updates have been successfully sent to HubSpot.

Step 7: Verify the data in HubSpot. Open the corresponding Contact, Company, or Deal record in HubSpot to confirm that the extracted information was successfully updated.

🛠 Manage Autofill CRM Configuration

As your CRM processes evolve, you may need to update, pause, or remove your Autofill CRM configuration. Fireflies provides a few simple options to help you manage your setup.

From your Fireflies dashboard, go to Integrations and open the HubSpot integration page.

• ✏ Edit Configuration → Need to update field mappings, extraction prompts, custom fields, or rules? Click the Edit pencil icon (✏) next to your Autofill CRM configuration, make the required changes, and click Save to apply them.

  

• 🔘 Enable or Disable Autofill CRM → Use the toggle switch next to the Autofill CRM configuration to control whether it runs for eligible meetings. Toggle ON to enable Autofill CRM or OFF to temporarily pause it without deleting the configuration.

  

• 🗑 Delete Configuration → No longer need the Autofill CRM? Hover over the configuration, then click the Delete (🗑) icon. Click the Delete icon (🗑) to permanently remove the Autofill CRM configuration.

  

💳 Autofill CRM AI Credits Usage

• Each Autofill CRM extraction uses 1 AI credit per meeting.

• The number of configured fields does not affect credit usage. Credits are only used when Fireflies extracts information from a meeting.

❓ Frequently Asked Questions

1. Does Fireflies automatically send extracted data to HubSpot?

No. Fireflies extracts the data automatically, but you must review and manually send it to HubSpot.

2. Can I edit extracted data before sending it to HubSpot?

Yes. You can review, edit, or exclude individual fields before sending the data.

3. Can I run Autofill CRM on past meetings?

Yes. Use Autofill CRM On Demand from the meeting Notepad to process previously recorded meetings.

4. What meeting types are supported?

Autofill CRM works with:

• Scheduled meetings

• Web-recorded meetings

• Uploaded meetings

• Mobile-recorded meetings

5. Can I create custom extraction fields?

Yes. You can create custom extraction prompts and map them to existing HubSpot custom properties.

6. What is the difference between Append and Overwrite?

• Append adds new information to an existing HubSpot property value.

• Overwrite replaces the existing HubSpot field value with the newly extracted information.

7. Do Autofill CRM Rules apply to all selected record types?

Yes. The same Autofill CRM Rules apply to all selected record types, including Contacts, Companies, and Deals.

8. How many AI credits does Autofill CRM use?

Autofill CRM uses 1 AI credit per meeting extraction, regardless of the number of fields configured.

9. Why don't I see the Autofill CRM banner on my meeting?

The Autofill CRM banner appears only after a meeting has been processed for Autofill CRM. Check the following:

• Autofill CRM is configured and saved.

• The meeting matches your configured Autofill CRM Rules.

• The meeting was recorded after Autofill CRM was set up. For earlier meetings, use Autofill CRM On Demand to process them manually.