How Octopi Lifted Conversion Rates 45% With Kixie and HubSpot
Octopi, an AI-powered appointment booking service for salons, spas, and barbershops, kept hitting reliability walls with its calling tools. With the Kixie workflow integration for HubSpot and local presence dialing, the team lifted its conversion rate by 45% and finally got a phone system that just works.
- 45%
- improvement in conversion rate after restructuring around Kixie
- 100%
- of calls and recordings logged automatically in HubSpot
- 1
- brief service blip since switching, resolved immediately
“As a direct result of using local presence and how we restructured our CRM, we’ve seen a 45% improvement in conversion rate. It was noticeably huge. With Kixie, on top of the raw benefit of the features, it allowed us to redo our lead management as well.”
Who Octopi Is
Octopi is an AI-powered appointment booking service built for the beauty industry, serving salons, spas, and barbershops.
Matt Stafford, Sales Director, runs the sales team and administers the CRM. His team was already on HubSpot and needed a reliable way to call salon clients while tracking every activity inside HubSpot.
The Problem: Calling Tools That Kept Breaking
Before Kixie, Octopi tried several sales calling tools that caused constant headaches. Calls would not log in the right place, or logging failed entirely, and some tools could not log automatically at all. Recordings were hard to find, and the manual cleanup fell on the team.
Reliability was the deepest wound. With past products, Matt was dealing with issues every 40 minutes, which drained rep time and made the tools feel like a liability instead of infrastructure.
It was Octopi’s HubSpot sales representative who suggested Kixie.
The Solution: A Workflow That Dials Itself
Task-triggered calling: Using the Kixie workflow integration with HubSpot, reps place a task on a company record, and when the task comes due the workflow automatically enrolls the company and starts a Kixie call. Reps can queue unlimited tasks without creating any extra work.
Automatic logging: All calls and call recordings transfer into HubSpot on their own, in the right place, and recordings are easy to search and find.
Appointment reminders: Automated confirmations and reminders go out by text, and clients can reschedule using the HubSpot meeting link inside the message.
Professional call queues: Instead of phones ringing when no one is available, contacts hear their place in line and can request a callback, giving a small team an enterprise-grade experience with almost no admin work.
Why It Worked
Local presence dialing changed whether prospects picked up at all, and the ability to turn it on and off after building trust with a contact gave reps control over how they show up on caller ID.
The reliability change was just as important. Since switching, Octopi has had maybe one blip, and it was resolved immediately. That returned hours of rep and admin time every week and made the phone system something the team could stop thinking about.
The Results
With local presence dialing and a restructured lead management process built on the Kixie integration, Octopi saw a 45% improvement in conversion rate.
The team also gained a substantially easier day-to-day workflow: automatic logging killed the manual data entry, the call queue system made the client experience more professional, and reps connect with far more people than before.
The Results, in Detail
45% conversion lift
A direct result of local presence dialing plus the CRM restructuring that Kixie made possible.
Zero manual logging
Calls and recordings land in the right HubSpot records automatically, ending the hunt for lost recordings.
Reliable by default
From issues every 40 minutes on past platforms to roughly one quickly-resolved blip since switching.
Unlimited call tasks
Reps queue tasks in HubSpot and the workflow dials them when due, with no extra admin work.
Tired of calling tools that break every week?
See how a reliable dialer with a native HubSpot workflow integration changes what your team can do.