Cloud PBX for small business: connect it to your CRM in 2026

This guide is for teams where more than one person answers the phone. Not a single owner with one number, but a small team with a receptionist menu, a ringing group, and calls that need to land with whoever is free.

Every WhatsApp message and Telegram chat your team handles already sits in your CRM, searchable, tied to the right contact. Phone calls, if your business runs on an actual PBX with queues and an IVR menu (the automated system that answers first and asks callers to pick a department), usually don't. Someone picks up, helps the client, and the only record is whatever that person remembers to type into a note afterward, if they remember at all.

Quick answer: a cloud PBX is a phone system hosted online instead of on office hardware, built to route calls between staff through extensions, ringing groups, hold queues, and a voice menu. Mavibot now connects to VoIPstudio, a cloud PBX with phone numbers in over 70 countries. Once connected, a call that comes through your queue, your voice menu, or a ringing group logs into the same contact record as everything else: who called, how long it lasted, and a link to the recording.

What a cloud PBX for small business actually needs to handle

A single-number setup is simple: one person, one line, done. A small business running an actual phone system has different requirements, because more than one person is answering, and the call has to reach the right one.

That means the system needs to support internal users (each staff member with their own extension), call groups (ring three people at once, connect whoever answers first), queues (hold callers in order when everyone is busy), and a voice menu that routes a caller to sales, support, or billing before a human ever picks up.

A simple click-to-call button doesn't do any of that. If your team is one or two people dialing out from a CRM card, Mavibot's Twilio integration covers that case directly, and it's the simpler setup of the two. VoIPstudio is for the business that already has a real phone system running behind the scenes and wants that system to stop living apart from everything else.

Why Mavibot connects to a full PBX, not just a phone number

Mavibot's CRM already logs WhatsApp, Instagram, Telegram, and website chat in one contact record. Phone calls, for a business with an actual call center setup, were the one channel that never made it into that record: no log of who called, no link to the recording, nothing tying the call back to the deal or the support ticket it was about.

Connecting VoIPstudio closes that gap for a team, not just a single number. A call that rings through a queue and gets picked up by whoever is free still ends up logged against the right contact, the same way a WhatsApp message would.

What you get with the VoIPstudio integration

Calls placed on behalf of your team

A bot can start an outbound call using an employee's credentials, ringing that employee first and connecting the client once they pick up. The call goes out under the right person's identity, not a shared line.

Call transfers

An active call can be redirected to a different number mid-conversation, so a call that lands with the wrong person doesn't need to be hung up and redialed.

Ending calls

A call can be terminated through the same system that started it, without anyone touching a physical phone.

Automatic recording with a link

Every call gets recorded, and Mavibot generates a link to that recording, attached to the contact.

Real-time call events

Mavibot receives call state updates as they happen, through VoIPstudio's own event system, so a contact's record reflects what's happening on a call while it's still in progress, not just after it ends.

Groups, queues, and voice menus

Because VoIPstudio is a full PBX, the integration works with however you've already structured your phone system: internal users, ringing groups, hold queues, and an IVR menu that routes callers before a human answers.


Set up once, this works the same way for every call your PBX handles, across whichever countries VoIPstudio covers, without changing how your team already answers the phone.

How to connect VoIPstudio to Mavibot

The setup touches two places: your VoIPstudio account and Mavibot's telephony settings.

Step 1: Set up VoIPstudio

Register at voipstudio.com and purchase a phone number. Create a PBX user for each staff member who will handle calls. Each person needs their own user, not a shared login.

Step 2: Generate an API key

In VoIPstudio, go to Settings, then API, and generate an API key.

Step 3: Connect the accounts

Enter the API key in Mavibot's telephony settings. After saving, Mavibot displays a webhook address. Copy it into VoIPstudio's Integrations section, and enable the events "Call State Change" and "Call Recording Ready" so Mavibot receives updates as calls happen.

Step 4: Add each employee's VoIPstudio user ID

In each staff member's Mavibot profile, add their VoIPstudio user ID number, not their phone number. This is what lets Mavibot ring the right person when a call comes in through the integration.


Once these four steps are done, calls placed and received through VoIPstudio start logging into Mavibot automatically.

The four functions behind the integration

If you're building call flows in Mavibot's chatbot builder or calculator, these are the four VoIPstudio functions available:

• voipstudio_employee_call() rings the employee first, then connects the client once the employee answers.
• voipstudio_transfer_call() redirects an active call to a different number.
• voipstudio_hangup_call() ends an active call.
• voipstudio_get_record_link() retrieves the recording link for a call, pulled from VoIPstudio's most recent 100 records.

Each call captures a call ID, its state, duration, who ended it and why, and the recording details, all stored as variables you can use elsewhere in your automation.


VoIPstudio or Twilio: which one fits your team

Both integrations put phone calls into the same Mavibot contact record as your chat history. The difference is what kind of phone setup you already have.

If it's one person (or a few, each with their own separate number) placing calls from a CRM card, the Twilio integration is the simpler path: one number, click to call, done.

If your business runs an actual PBX, with staff on internal extensions, calls ringing through a group, a queue when everyone's busy, and a menu that routes callers before anyone picks up, VoIPstudio is built for that structure. It isn't a scaled-up version of the click-to-call setup. The Twilio integration is built around a single phone number; VoIPstudio is built around a phone system your team already runs.

What this doesn't do

Recording links aren't public. Opening one requires VoIPstudio credentials, so a link can't be opened directly in a browser or forwarded to a client without access to the account.

The pricing model is different from Twilio's. VoIPstudio charges per-user subscriptions plus call rates, not the pay-per-minute model Twilio uses. Neither is cheaper by default: run the math against your own team size and call volume before picking one.

Frequently asked questions

Do I need a full PBX to use this integration?

Yes. VoIPstudio is a cloud PBX built for teams with internal users, call groups, queues, and a voice menu. If you just need one person calling from a CRM card with a single number, the Twilio integration is the simpler setup.

Which countries does VoIPstudio cover?

VoIPstudio provides phone numbers in over 70 countries. Check VoIPstudio's own pricing and coverage page for your specific market before committing.

Can calls be transferred between staff?

Yes. The voipstudio_transfer_call() function redirects an active call to a different number, so a call that reaches the wrong person can move to the right one without hanging up.

How does Mavibot identify which employee should get a call?

Each staff member's Mavibot profile needs their VoIPstudio user ID number added, not their phone number. That ID is what connects a Mavibot automation to the right person's line in VoIPstudio.

Are calls recorded automatically?

Yes. Every call is recorded, and the link is attached to the contact's record in Mavibot. Opening the recording requires VoIPstudio account access, the link itself isn't shareable outside that.

Bring your whole phone system into the same record

WhatsApp, Telegram, Instagram, website chat, and now a full PBX with groups, queues, and a voice menu, all logging into the same contact record in Mavibot. Set up VoIPstudio once, and every call your team handles, however it got routed, sits next to the rest of that customer's history.

Ready to connect your phone system? Start with Mavibot for free and connect VoIPstudio today.