Freshsales | ElevenLabs Documentation

Your receptionist can recognize callers who are already in Freshsales, add new callers as contacts, note what each caller wanted, and create a follow-up task for your team. Reception connects through Zapier. Freshsales’ API can only look contacts up by name or email, not by phone number, and it needs nested request bodies to create records, which webhook tools can’t send.

Set up

Connect Zapier

If you haven’t yet, connect Zapier in Reception.ai.

Add the Freshsales actions

In your Zapier MCP server at mcp.zapier.com, add the actions below from the Freshsales Suite app and connect your Freshsales account. For each field, either set a fixed value or let the AI fill it in, as listed.

Assign the tools

In Reception.ai, open the Zapier integration’s Tools tab, select Refresh tools, and assign each action as listed.

Test it

Test your receptionist as a new caller who asks for a callback. The contact, a note, and a task appear in Freshsales.

Actions

Find the caller

Field	Value
Zapier action	Find Contact by Unique Fields
Set in Zapier	The field to search by: the phone number.
Let the AI fill in	The value to search for: the caller’s phone number.
Assign to	Client

Add the caller

Field	Value
Zapier action	Create Contact
Set in Zapier	The sales owner, the lead source, the lifecycle stage, and any tags.
Let the AI fill in	First name, last name, mobile number, and email address.
Assign to	Client

Log a note

Field	Value
Zapier action	Add Note
Set in Zapier	The module: Contact.
Let the AI fill in	The contact ID (from the previous actions) and the note text.
Assign to	Client

Create a follow-up task

Field	Value
Zapier action	Create Task
Set in Zapier	The module (Contact) and the owner who handles callbacks.
Let the AI fill in	The title, due date, description, and contact ID.
Assign to	Client

Add a procedure so your receptionist searches for the caller first and only creates a contact when no match is found.

Limitations

Freshsales doesn’t allow two contacts with the same mobile number or email address, so Create Contact fails for a caller who is already saved. Your receptionist should search first.
Zapier’s Freshsales app can’t check anyone’s availability, so your receptionist can’t safely book meetings in Freshsales. Use the follow-up task instead, or Reception’s own booking with Google Calendar.
Each action your receptionist runs uses tasks from your Zapier plan. Zapier currently counts two tasks per successful call; failed calls aren’t counted. When the plan runs out, the actions stop until it resets.

Troubleshooting

Problem	What to check
A Freshsales action doesn’t appear in Reception.ai	Select Refresh tools on the Zapier integration after adding actions in Zapier.
An action shows Changed and isn’t used	You edited it in Zapier. Select Update in the Tools tab.
Known callers aren’t found	Freshsales matches phone numbers as stored. Store numbers in one format, or also search by email.
Creating a contact fails	The caller may already be saved with that mobile number or email. Search for them first.
Notes or tasks aren’t linked to the caller	Your receptionist needs the contact ID from Find Contact by Unique Fields or Create Contact.