If you’re here, you’re probably using Fathom to get transcripts or insights from your calls, and you want that info sitting where your team actually works—in your CRM. Or maybe you’re tired of copy-pasting notes and want something that just works without a bunch of manual fiddling. Good news: exporting Fathom insights to your CRM isn’t rocket science, but there are a few snags and shortcuts worth knowing. This guide is for anyone who wants clean, actionable data in their CRM, without turning it into a cluttered mess.
Why bother exporting Fathom insights to your CRM?
Let’s be real: most teams don’t actually look at meeting notes unless they’re in the CRM. If you’re only storing Fathom summaries in Fathom, you’re missing out on context when it matters—like before a sales call or while resolving a support ticket. Getting those insights into your CRM means:
- No more switching between apps to remember what was said.
- Your team can pick up where you left off (even if you’re on vacation).
- Less chance of “he said/she said” confusion with customers.
But dumping everything into your CRM isn’t the answer either. You need a system.
Step 1: Decide what insights are actually useful
Here’s where a lot of folks mess up: not everything Fathom spits out belongs in your CRM. If you export long transcripts or every little action item, you’ll just bury the important stuff.
What’s usually worth exporting? - Key takeaways: The 2-3 points that matter for follow-up or next steps. - Action items: Tasks that need to get done, assigned to real people. - Deal updates: Anything that changes the status, value, or timeline of a deal. - Objections and blockers: What’s standing in the way of a closed deal or a happy customer.
What can you skip? - Small talk, pleasantries, or “good to meet you.” - Long, unedited transcripts (unless your team really needs them). - Every single meeting note—focus on the ones that impact pipeline or customer experience.
Pro tip: Before you automate anything, export a few insights manually and see if they’re actually useful in your CRM workflow.
Step 2: Pick the right export method
Fathom offers a few ways to get data from their platform into your CRM. Not all of them are created equal.
1. Native Integrations
If Fathom offers a direct integration with your CRM (like Salesforce or HubSpot), start here. Native integrations usually mean:
- Less setup.
- Fewer things break.
- Updates happen in (almost) real-time.
But don’t assume it’ll be perfect out of the box. Most integrations are pretty basic—usually dumping summaries into a generic notes field. Custom field mapping? That’s rare.
2. Zapier or Automation Tools
If there’s no direct integration, tools like Zapier, Make (Integromat), or similar can bridge the gap. You’ll get more flexibility, but also:
- More setup time (and probably a few headaches).
- The risk of hitting limits or running into formatting issues.
Pro tip: Use automation to send only specific types of insights, not every single note or transcript.
3. Manual Export/Copy-Paste
Yep, it’s old-fashioned. But if you only need to do this once in a while, or your CRM is super locked down, it’s sometimes the best option.
- Total control over what goes where.
- No risk of flooding your CRM with junk.
- But obviously, it doesn’t scale.
Step 3: Map Fathom insights to your CRM fields (don’t just paste!)
It’s tempting to just shove everything into the “Notes” field, but that gets messy fast. Take a few minutes to plan where each kind of Fathom insight should actually go.
Common CRM fields to use: - Notes or Call Summary: For the main takeaways. - Tasks or To-Dos: For each action item, ideally with an assignee and due date. - Custom fields: For tracking specific objections, next steps, or deal risks.
Why bother? - Search actually works when info is in the right field. - Reports and dashboards make sense. - You avoid the dreaded “scroll-of-text” problem.
Pro tip: If your CRM allows, create a custom field for “Fathom Summary” or “Meeting Insights.” That way, you can filter or report on just those notes.
Step 4: Review for context and clarity before exporting
AI-generated insights are getting better, but they’re still not perfect. Before you export:
- Trim out anything you wouldn’t want your boss (or customer) reading.
- Make sure action items are crystal clear (“Call Sarah by Friday” beats “Follow up”).
- Check for sensitive info—sometimes Fathom will include stuff you’d rather keep private.
What doesn’t work: Blindly exporting everything, assuming you’ll clean it up later. You won’t.
Step 5: Automate—but only when it actually helps
Automation is great… until it starts dumping junk into your CRM. Start manual, test your process, then automate only what saves time without creating a mess.
What’s worth automating? - Routine meeting summaries for recurring calls (like check-ins or QBRs). - Action items assigned by Fathom to specific people. - Linking Fathom insights to the right deal or contact automatically.
What to avoid automating: - Every single transcript or meeting note. - Anything you haven’t sanity-checked first.
Pro tip: Set up a weekly review to spot-check what’s coming into the CRM from Fathom. If you’re seeing junk, dial it back.
Step 6: Train your team (and yourself) to use the insights
Even the best export workflow falls flat if nobody uses the insights. Make sure your team knows:
- Where to find the Fathom insights in the CRM.
- How to add their own context or follow-up notes.
- Who’s responsible for completing action items pulled from Fathom.
What works: A short Loom video or a quick walkthrough—no 50-page SOP required.
Step 7: Keep it tidy—review and prune regularly
CRMs get messy, fast. If you’re exporting Fathom insights, set a reminder to:
- Archive or delete outdated notes every few months.
- Update field mappings if your CRM changes.
- Ask your team what’s actually helpful (and adjust your process if needed).
Ignore: The temptation to automate everything just because you can. More isn’t better.
Honest FAQs: What people get wrong
Q: Should I export the entire transcript or just the summary?
A: Unless your business requires a full record (like for compliance), stick with summaries and key action items. Nobody reads giant transcripts.
Q: Can I use Fathom insights for reporting in my CRM?
A: Sort of. If you map insights to specific fields (like “Objections”), you can build reports. But if you dump everything into a notes field, reporting isn’t really possible.
Q: What if something sensitive shows up in a Fathom summary?
A: Review before exporting. If your CRM is shared widely, you don’t want private info or awkward comments in there.
Q: Is it worth building a super complex integration?
A: Usually not. Start simple. If you find yourself manually exporting the same thing every week, automate that and ignore the rest.
Keep it simple (and iterate)
Exporting Fathom insights to your CRM should make your life easier, not harder. Nail down what’s actually useful, get it into the right fields, and don’t be afraid to start manual while you figure out what works. Automate only what saves you real time and keeps your CRM tidy. And if something stops being useful? Shut it off. There’s no prize for having the most automated workflow—just for having one your team actually uses.