If you’re tired of leads falling through the cracks or slogging through clunky manual exports, this guide’s for you. Whether you’re running sales at a startup or managing marketing for a growing company, integrating your CRM with Getrafiki can clean up your lead management—if you do it right. But “integration” can mean anything from a duct-taped Zapier flow to a proper two-way sync. Let’s talk about what actually works, what’s not worth your time, and how to get clean, reliable data without losing your mind.
1. Get clear on your goals (before you touch a single API)
Don’t just connect tools because you can. Take ten minutes and write down the actual problems you want to solve. Here are some common ones:
- Leads from your website should appear in your CRM automatically, tagged correctly.
- Sales reps shouldn’t have to hunt for source data or ask marketing, “Where did this lead come from?”
- No more duplicate leads or missing info after import.
If your team’s not on the same page about what this integration is for, you’ll end up with a mess—and probably blame the tools instead of the process.
Pro tip: Loop in someone from sales and marketing before you start. It’ll save headaches down the line.
2. Choose your connection method: native, API, or middleware
Not all integrations are created equal. Here’s the honest rundown of your real options:
a) Native integrations
Some CRMs (like HubSpot, Salesforce, or Pipedrive) may have a direct Getrafiki integration. If so, start there. These are usually the easiest to set up and support things like field mapping out of the box.
- Pros: Fast, stable, usually well-documented.
- Cons: Limited customization; you’re stuck with what the integration supports.
b) API integrations
If you need more control—or your CRM isn’t supported—you’ll be looking at APIs. This is more technical but pays off if you have custom fields, complex workflows, or want to avoid third-party costs.
- Pros: Maximum flexibility, can handle weird edge cases.
- Cons: Needs developer time. APIs break or change, so you’ll need to maintain it.
c) Middleware tools (Zapier, Make, etc.)
For most folks, tools like Zapier, Make (formerly Integromat), or Tray.io hit the sweet spot. You connect Getrafiki to your CRM with a few clicks, set up some rules, and you’re off.
- Pros: No code required. Quick to launch. Good for MVPs or teams without devs.
- Cons: Can get expensive as volume grows. Sometimes brittle—connections break, and debugging is a pain.
What to ignore: Custom scripts or cobbled-together spreadsheets. They always break at the worst time.
3. Map your fields—don’t just “match everything”
This is where most integrations go sideways. If you just sync every field, you’ll end up with junk data and angry salespeople. Instead:
- Make a list of must-have fields (name, email, source, campaign, UTM params, etc.).
- Decide which Getrafiki fields map to which CRM fields. If your CRM uses different field names, make a cheat sheet.
- Ignore fields you don’t use. Less is more—you can always add later.
Heads up: Watch out for multi-select fields, dates, or custom objects. These often map weirdly and need extra care.
4. Set up the integration and test with real data
Now you’re ready to connect the dots. The setup process will depend on your method, but here’s what actually matters:
- Use a test CRM account, not your real production data. Otherwise, you’ll clutter up your pipeline.
- Send in a few sample leads—ideally from your real website or ad campaigns.
- Check that all fields come through cleanly (no “undefined” or “test” values).
- See if tags, lead sources, or lifecycle stages are set as expected.
Pro tip: Have a sales rep test-drive the new leads. If they can’t tell where a lead came from or if info’s missing, fix it now—not after you launch.
5. Set up deduplication and error handling
Nothing ruins a CRM faster than duplicate records or silent failures. Do this up front:
- Enable deduplication based on email (or whatever unique ID makes sense for your business).
- Set up notifications for failed syncs—email, Slack, whatever fits your workflow.
- Periodically review logs or error reports. Don’t assume “no news is good news.”
What to ignore: Complex “merge” logic until you have volume. Keep it simple at first—just prevent obvious duplicates.
6. Automate lead assignment and follow-up (but don’t over-automate)
It’s tempting to automate everything, but resist the urge to build a Rube Goldberg machine. Focus on practical steps:
- Use your CRM’s built-in assignment rules (round robin, by territory, etc.) to route new leads.
- Trigger simple follow-up tasks or notifications—but avoid automated emails that sound like robots.
- Track how long it takes for a new lead to get a real response. This is more important than fancy automations.
Honest take: Automation won’t fix broken processes. If your reps don’t follow up now, auto-assigning leads won’t magically make them care.
7. Monitor, measure, and iterate
Integrations are never “set and forget.” Check in regularly:
- Review lead quality and data accuracy weekly for the first month.
- Ask sales and marketing if the new process actually helps—or just creates busywork.
- Tweak field mappings, assignment rules, and error handling as you see what breaks.
Pro tip: Set a calendar reminder for quarterly integration reviews. You’ll be shocked how fast things drift or how new team members use the tools in unexpected ways.
What works, what doesn’t, and what to skip
Works: - Native or well-supported middleware integrations for most teams. - Keeping field mapping simple and only syncing what you need. - Regular reviews and real-world testing.
Doesn’t work: - “Set it and forget it” approaches. Data quality always degrades over time. - Overly complex automations. They break, and nobody knows how to fix them. - Relying solely on docs—always verify with real data.
Skip: - Custom code unless you really need it or have the resources to maintain it. - Syncing every possible field. It just clutters your CRM.
Keep it simple and iterate
You don’t have to build the perfect integration on day one. Start with the basics, get feedback from your team, and improve as you go. Clean data and clear processes beat fancy tech every time. Remember: the goal isn’t to automate everything, it’s to make sure leads land where they should, with the info your team actually uses. Keep it simple, keep it honest, and don’t let the hype distract you from what really matters.