The Insightly CRM integration automatically sends the calls and text messages you receive through CallRail into Insightly, a customer relationship management (CRM) tool that businesses use to track contacts, projects, and sales opportunities. Every time a call or text comes in through a CallRail tracking number, CallRail creates or updates a lead in Insightly and attaches details about where that lead came from, such as the campaign, keyword, or webpage that brought them to you.
This means your sales team can see, right inside Insightly, exactly which marketing efforts are generating leads, without any manual data entry. If you use CallRail's Voice Assist feature, the integration also looks up a caller's existing Insightly record in real time, so your team (or CallRail's AI agent) has their history on hand as soon as they call again.
Before You Begin
Before connecting Insightly to CallRail, make sure you have the following:
- An active Insightly account with API access. Insightly offers a 14-day free trial (no credit card required) with API access included, and API access continues on all paid plans.
- Your Insightly API key. You can generate this yourself from User Settings inside Insightly. No approval from Insightly support is needed.
- Your Insightly API URL (sometimes called your account's "pod"). This is also shown on your User Settings page in Insightly and looks similar to https://api.na1.insightly.com.
- Five custom fields created in Insightly by an account admin, before you connect: CallRail - Lead Source, Lead Medium, Lead Campaign, Lead Landing Page, and Call Summary. Insightly does not currently support creating these fields automatically, so this is a one-time manual step your Insightly admin needs to complete first. Without them, CallRail cannot pass along attribution details.
Setup
To connect Insightly CRM to your CallRail account:
- Log in to Insightly and go to User Settings to find your API key and API URL. Copy both; you'll need them in the next steps.
- In Insightly, confirm that an admin has created the five required custom fields listed in Before You Begin above. If they don't exist yet, create them now as text fields on the Lead record.
- Log in to your CallRail account and go to the Integrations page.
- Find Insightly CRM in the list of available integrations and select Connect.
- Enter your Insightly API Key and API URL in the fields provided, then select Save or Connect.
- CallRail checks your credentials against Insightly. If the connection succeeds, the integration is marked Connected. If it fails, double-check your API key and API URL and try again.
New calls and text messages to your tracking numbers will now automatically create or update leads in Insightly.
Data
What data syncs, and in which direction
This integration is one-way: data flows from CallRail into Insightly only. CallRail does not read or change any existing data in your Insightly account beyond creating or updating leads that come from your CallRail trackers.
When a call or text comes in, CallRail:
- Checks Insightly for an existing lead that matches the caller, first by phone number, then by email address if there's no phone match. CallRail never matches leads by name alone, which helps avoid mixing up two different people who happen to share a name.
- Creates a new lead if no match is found, or updates the existing lead if one is found, without overwriting the lead's existing name, phone, email, or owner.
- Attaches the call or text's attribution details (where the lead came from) and the interaction's details (recording, transcript, summary, duration) to that lead.
Field mapping
| CallRail data | Insightly field | Notes |
| Caller's name | First Name / Last Name on the Lead | Split into first and last name |
| Caller's phone number | Phone field on the Lead | Used to match existing leads |
| Caller's email address | Email field on the Lead | Used to match existing leads if no phone match |
| Lead source (e.g., Google Ads, organic search) | Custom field: CallRail - Lead Source | Created manually in Insightly before connecting |
| Marketing medium | Custom field: Lead Medium | Created manually in Insightly before connecting |
| Campaign name | Custom field: Lead Campaign | Created manually in Insightly before connecting |
| Landing page URL | Custom field: Lead Landing Page | Created manually in Insightly before connecting |
| Call recording, transcript, and AI summary | Custom field: Call Summary, and/or a Note on the Lead | Created manually in Insightly before connecting |
| Call or text details (duration, outcome, tracking number) | Note on the Lead | Added automatically, no setup required |
Voice Assist real-time lookup
If you use Voice Assist, when a returning caller dials in, CallRail looks up their Insightly lead in real time (by phone, then email) and pulls in their linked opportunities, organization, and recent notes, events, and tasks, so the AI agent has context on that caller immediately.
Sync timing
Updates happen in real time: as soon as a call or text is received, or a caller calls back. There is no batch or scheduled sync to wait for.
Rate limits
Insightly enforces its own API request limits based on your Insightly plan (for example, lower daily limits on free trials than on paid Enterprise plans). In the rare case those limits are hit, CallRail automatically slows down and retries.
Disconnecting the integration
If you disconnect Insightly CRM, CallRail stops sending new data to Insightly. Any leads and custom fields already created in Insightly remain in your account; CallRail does not delete them.