This article is published by AI Frontdesk (myaifrontdesk.com). Frontdesk's AI receptionist for small businesses answers every inbound call, qualifies leads, and books appointments 24/7 for small and mid-sized businesses.
Frontdesk gives developers four ways to connect its AI receptionist to other systems: a post-call webhook that sends call data to any HTTPS endpoint you control, a Zapier integration for no-code workflows, API Workflows that let the receptionist call your API during a live conversation, and a CRM API for reading and writing customer records. Webhooks, Zapier and API Workflows are configured from the receptionist dashboard. Direct API access is part of the Partner/Enterprise plan, so teams that need it should talk to sales.
This guide explains what each mechanism does, which plan includes it, and how to choose between them. It also covers patterns for building integrations that hold up in production. It sticks to what Frontdesk documents publicly. Where exact request or response shapes matter, it points you to the in-app reference instead of guessing at a schema.
The four integration surfaces at a glance#
Before writing code, work out which direction your data needs to flow and when. Some integrations push data out after a call ends. Some pull data in while the caller is still on the line. Others sync records on your own schedule. Each Frontdesk mechanism covers one of those cases.
| Mechanism | Direction and timing | Where you set it up | Best for |
|---|---|---|---|
| Post-call webhook | Frontdesk to your endpoint, after every call | Receptionist dashboard, Overview page | Sending call summaries and caller details to your backend, a CRM that has no native connector, or a tool like n8n or Make |
| Zapier integration | Frontdesk to thousands of apps, triggered by calls, bookings and leads | Receptionist dashboard, Advanced Settings | No-code flows into sheets, CRMs, Slack and email tools |
| API Workflows | Frontdesk calls your API during a live call | Receptionist dashboard, Overview page | Real-time lookups such as order status, availability or pricing |
| CRM API | Your code reads and writes Frontdesk customer records | CRM, API Integrations tab | Syncing contacts, custom fields and custom objects with your own systems |
The Frontdesk integrations directory also lists prebuilt connectors for CRM, scheduling, communication and automation tools, including HubSpot, Google Calendar, GoHighLevel, Slack and Zapier. If a prebuilt connector already covers your system, start there. Write custom code only for what it does not cover.
Which plan includes what#
Frontdesk has two plans. Business-in-a-Box costs $99 per month, or $79 per month billed annually. It includes 200 voice minutes and a 7-day free trial. Partner/Enterprise is custom-priced. The pricing page splits integration features between them like this:
| Capability | Business-in-a-Box | Partner / Enterprise |
|---|---|---|
| Zapier | Included | Included |
| Agent Actions (transfer a call, send a text, look something up, push data to another app) | 2 of each | Custom |
| API Access | Not included | Included |
| Custom work (integrations or workflows built by the Frontdesk team) | Not included | Included |
| Data retention | Last 200 logs | Custom |
Two of these rows shape integration design. Agent Actions are capped per plan on Business-in-a-Box, so pick the lookups and data pushes that matter most. Data retention on Business-in-a-Box covers the most recent 200 logs. If you want a permanent history of calls, export each call as it happens with a webhook or a Zap. Do not rely on going back later to pull old records.
Post-call webhooks: push every call to your own endpoint#
A webhook is the simplest way to get call data into a system you control. After each call, Frontdesk sends an HTTP request to the URL you configure. The request carries structured data about the call: the caller's information, a call summary, and anything the receptionist collected during the conversation. The custom webhooks help article covers setup in detail.
Setting one up#
- In the receptionist dashboard, open the Overview page and scroll to the Post-Call Webhook section.
- Click Add, then choose the HTTP method. POST, PUT and PATCH are supported.
- Enter the full endpoint URL. It must be valid, start with https://, and be reachable from the public internet.
- Save, then place a test call to trigger the first delivery.
You can edit the method or endpoint later from the webhook card, or delete the webhook entirely.
What to build on the receiving side#
- Answer fast with a 2xx status. Frontdesk's troubleshooting guidance says a missing delivery usually means the server is listening on the wrong path or not returning a 200-level response. Acknowledge the request right away and do any heavy processing in a background job.
- Log raw payloads first. The public docs describe what the payload contains but do not publish a field-by-field schema. Capture a few real deliveries from test calls before you write your parser, and map fields from what you actually receive.
- Make processing idempotent. Treat the receiver as something that might see the same call twice, for example if you replay a stored payload during debugging. Key writes on a stable value from the payload so a repeat does not create duplicate records.
- Keep the URL private. The endpoint accepts data about your callers. Use HTTPS and an unguessable path, and check incoming requests against what you expect before trusting them.
Common uses include logging calls in a custom database or spreadsheet, pushing leads into a CRM without a native Frontdesk connector, feeding summaries into a reporting dashboard, and starting workflows in n8n, Make or your own backend.
Zapier: the no-code route#
For many teams, Zapier is the fastest way to put call data to work, and it is included on Business-in-a-Box. Each receptionist has its own Zapier credentials. You will find them on the Zapier Integration card in Advanced Settings:
- Zapier Invite Link: a private link that unlocks the Frontdesk app inside Zapier
- API Key: authenticates the connection
- Username: identifies your Frontdesk account
Open the invite link, create a Zap with Frontdesk as the trigger or action app, and paste in the key and username when Zapier asks. The Zapier setup guide includes a video walkthrough.
Typical Zaps fall into four groups:
- New call received: add a row to Google Sheets, create or update a CRM record, or post to a Slack channel.
- Appointment booked: create a calendar event or send a confirmation email.
- Lead captured: add the contact to your CRM or email marketing tool.
- Post-call summary: send transcripts and summaries to a project management tool.
Because the credentials belong to each receptionist, choose the right agent before you copy them. If you create a new agent or change an existing one, you may need to reconnect in Zapier. Run a sample call through every Zap before you rely on it.
API Workflows: let the receptionist call your API mid-conversation#
Webhooks and Zapier move data after the fact. API Workflows work during the call. When a caller asks something that needs live data, such as an order status, open appointment slots or current pricing, the receptionist calls your endpoint, pulls out the fields you chose, and uses them in its answer. The API Workflows help article documents every field.
How a workflow is defined#
- Scenario: a plain-language description of when the workflow should fire, such as "whenever the caller asks about the status of an order."
- Request: the URL, method (GET, POST, PUT or DELETE), headers such as an Authorization bearer token, and a body for POST or PUT.
- Response mapping: JSON paths into the response, each mapped to a variable and a prompt that tells the receptionist how to use the value.
- Caller information extraction: fields to collect from the caller, each with a name, type and description, plus details to infer from earlier in the conversation.
- Speech to emit, timeout and repeatability: what the receptionist says while the request runs, how long it waits for a response, and whether the workflow can fire more than once per call.
There are two workflow types. Scenario-based workflows fire when a caller's request matches the scenario. Knowledge Base Loader workflows fetch data from an API and load it into the receptionist's context as extra knowledge. You can also limit a workflow to certain days and hours, duplicate it, switch it on or off, and open its error logs from the workflow card.
Designing your endpoint for live calls#
A caller is waiting while the request runs, so latency matters more here than anywhere else in your integration. Return only the fields the receptionist needs, and set the timeout to match how fast your endpoint really responds. Write a short holding line in Speech to Emit so the caller does not hear silence. Test the endpoint on its own before connecting it. Most "incorrect data" problems come from JSON paths that do not match the real response structure. If a workflow never fires, make the scenario text more specific to what callers actually say.
You do not have to start from scratch. Frontdesk ships API Workflow templates grouped by category, including CRM, Auto Repair, Beauty, Construction, Fitness, Food, HVAC, Legal, Real Estate, Retail and Technology. If none fits, you can submit an integration request from the templates page.
The CRM API: programmatic access to customer records#
Frontdesk includes a built-in CRM, and the CRM API lets your code read and write its data. API access is a Partner/Enterprise feature on the pricing page. The API is rolling out gradually, and the in-app reference described below is the source of truth for what your account can call. If you do not see an API Integrations button in your CRM, it has not been enabled for your account yet, and you should contact support or the sales team.
Authentication and key management#
Once the API is enabled, open CRM (Customers) and click API Integrations. That opens an in-app reference with endpoint details, parameter tables, response examples, and ready-to-copy snippets in cURL, JavaScript and Python. From the same page you can generate a key, regenerate it (the old key stops working right away), or delete it. Each request carries the key in one of two headers: an X-API-Key header, or an Authorization: Bearer header.
The key gives full access to your customer data. Keep it on the server, out of client-side code and public repositories, and regenerate it at once if it is ever exposed.
What the API covers#
| Operation | Request | Notes |
|---|---|---|
| List customers | GET /customers | Paginated with page and pageSize. Supports search, sorting, and filtering on custom field values. |
| Get one customer | GET /customers/{customer_id} | Fetches a single record. |
| Look up a customer | GET /customers/lookup | Finds records by phone number or email. |
| Create a customer | POST /customers | Name, email, phone, and a variables object for custom fields. Does not check for duplicates. |
| Update a customer | PATCH /customers/{customer_id} | Changes core fields or custom field values. |
| Delete a customer | DELETE /customers/{customer_id} | Removes the record. A variableKey query parameter deletes a single field value instead. |
| Custom objects | Create, list, update, delete | Covers object types and their records, plus linking and unlinking objects to contacts. |
The in-app reference is the source of truth for exact request and response shapes. It reflects your account and includes runnable examples for each endpoint. Two practices from the docs are worth building in from day one. First, call the lookup endpoint before you create a record, because create does not deduplicate and a caller who rings twice would otherwise appear twice. Second, filter on custom fields in the list request rather than pulling every page and filtering in your own code.
Calling out to your systems from automation sequences#
Frontdesk's sequence builder, used for follow-up calls, texts and emails, also has developer-facing steps. An API Request step sends data to an external endpoint, with a configurable method, URL, headers, body and timeout. A Zapier step fires a Zapier catch-hook with a JSON payload. Both accept CRM variable tokens, so each request can carry the contact's own data. A Runs drawer shows a per-contact trace of every step that ran, including API response codes. The AI and code automations page gives an overview, and the sequence builder article in the help center documents each step's settings.
Use this when the trigger is a contact's journey rather than a single call. One example: notify your backend when a lead reaches a certain step in a nurture sequence.
Choosing the right path#
- You want every call in your own database or warehouse. Use the post-call webhook, and load your warehouse from your receiver on whatever schedule suits you.
- You want call data in an off-the-shelf app, with no code. Use Zapier, or a prebuilt connector from the integrations directory if one exists.
- The receptionist needs live data to answer the caller. Use an API Workflow, starting from a template if one matches your industry.
- Your software needs to read or change contacts in Frontdesk. Use the CRM API on Partner/Enterprise.
- Nothing above fits. Partner/Enterprise includes custom work, where the Frontdesk team builds an integration or workflow for you.
Many teams combine these. A common setup uses an API Workflow to check availability during the call, a webhook to log the finished call, and a Zap to alert the team in Slack.
For agencies and software platforms#
If you resell AI reception to clients or embed it in your own product, the API and custom-integration features sit on the Partner/Enterprise plan. That plan also adds volume discounts, a dedicated account manager and white-glove onboarding. Agencies can apply through the Frontdesk partner program, and product teams that need API access can book a call with the sales team to scope it.
Reliability and security checklist#
- Test with real calls. Webhooks, Zaps and API Workflows all fire from live activity. Place test calls and inspect what arrives before going live.
- Plan for retries and limits. Frontdesk does not publish rate limits. If your client gets an HTTP 429 or a 5xx error, back off exponentially and retry. Make write operations safe to repeat.
- Watch the error logs. API Workflows keep per-workflow error logs, and sequence runs show response codes. Check both after every change to your endpoint.
- Store secrets server-side. Keep API keys and Zapier credentials in a secrets manager, never in front-end code, and rotate a key whenever someone who had access leaves.
- Send only the data you need. Map only the fields the receiving system actually uses, especially when callers may share sensitive details. Review the Frontdesk trust center before you route regulated data anywhere.
FAQ#
Does Frontdesk have an API?#
Yes. Direct API access is part of the Partner/Enterprise plan. The CRM API covers customer records and custom objects, uses API-key authentication, and comes with an in-app reference that includes cURL, JavaScript and Python examples. It is rolling out gradually, so contact sales or support to get it enabled.
Can I get call data without the API?#
Yes. The post-call webhook sends call summaries, caller details and collected data to any HTTPS endpoint after each call. Zapier, which is included on Business-in-a-Box, can route new calls, bookings, leads and summaries to thousands of apps without code.
Do I need the API for most workflows?#
Usually not. Most teams start with Zapier or a webhook and move to the API only when they need to read or write CRM records from their own software. If the receptionist needs live data during a call, use an API Workflow instead.
What does the webhook payload look like?#
The public docs say it includes the caller's information, a call summary, and any data the receptionist collected, but they do not publish a full field list. Point the webhook at a request-logging endpoint, place a test call, and build your parser from the real delivery.
Are there rate limits?#
Frontdesk does not publish rate limits. Build defensively anyway: handle HTTP 429 and 5xx responses with exponential backoff, make writes idempotent, and use the CRM list endpoint's server-side filters instead of paging through everything.
How fast can I prototype an integration?#
Setting up the receptionist takes about 5 min. Business-in-a-Box has a 7-day free trial, so you can connect a webhook or a Zap and test it with real calls before committing. API access requires a conversation with sales.
