# What is RareMachine?

RareMachine turns business cards and voice notes into records in your CRM, all from WhatsApp.

Updated 27 Oct 2026 · Admin and member

## What you'll need

- WhatsApp on the phone each rep captures from.
- A HubSpot, Zoho CRM or Frappe account to send records to.

## How a capture reaches your CRM

  1. **Send the capture on WhatsApp**
   A rep sends a photo of a business card or badge, or a voice note, to RareMachine in WhatsApp.

  2. **Let RareMachine read it**
   RareMachine reads the capture and prepares the record for your CRM. The capture also appears under **Captures** in the dashboard.

  3. **Send it to your CRM**
   By default a new lead waits on **Captures** until someone sends it: select it and choose **Sync to CRM**, or open the capture and choose **Retry sync**. An admin can turn on **Auto-sync leads** and **Auto-sync notes** on the Connections page so they send on their own.

       **Note:** Other changes the assistant proposes, such as deletes, financial changes and bulk changes, always wait for you to choose **Approve** or **Reject**.

  4. **Find it in your CRM**
   The record appears in HubSpot, Zoho CRM or Frappe.

Result: the lead is in your CRM, and your CRM is still where you work with it.

## What it looks like in WhatsApp

[Conversation: A sample WhatsApp conversation in which a rep sends a note and RareMachine saves it as a lead]

## Frequently asked questions

### Do reps need to install an app?

No separate app. Reps capture from WhatsApp, and each rep links their own number once.

### Which CRMs does RareMachine work with?

HubSpot, Zoho CRM and Frappe. A workspace connects to one CRM at a time.

### Does RareMachine keep a copy of my CRM?

No synced copy. Each time RareMachine needs a record it asks your CRM directly, and your CRM stays the system of record. RareMachine does store what your team captures, such as card photos and notes, along with your connection settings and an audit log.