If you’re using a CRM to manage outreach, you know the drill: too many tabs, too many templates, and too little time to make your messages stand out. If you’re eyeing up Handwrite to add a personal touch—sending actual handwritten notes, at scale (without the eye strain)—this guide is for you. I’ll walk you through what actually works when integrating Handwrite with your CRM, where most people trip up, and how to avoid wasting hours on setups you’ll regret later.
Why bother integrating Handwrite with your CRM?
Let’s call it like it is: most outreach is ignored. Handwritten notes cut through the noise. But if you’re copying addresses one by one, you’ll never keep up—or you’ll just stop trying. Integrating Handwrite with your CRM means you can:
- Trigger handwritten notes automatically (think: after a sales call or closed deal)
- Pull in up-to-date contact info, not last year’s spreadsheet
- Track who’s gotten a note, so you don’t double-send or miss someone
But, fair warning: a sloppy integration just adds more headaches. Here’s how to do it right.
Step 1: Map Out Your Actual Workflow (Don’t Skip)
Before you connect anything, get brutally clear about when and why you want to send handwritten notes. Otherwise, you’ll end up automating busywork instead of real outreach.
Ask yourself: - What’s the trigger for sending a note? (New customer? Demo booked? Churn risk?) - Who should get them—and who shouldn’t? - What info do you need on the note? (First name? Company? Custom message?)
Pro Tip: Grab a notepad—yes, actual paper—and sketch out your flow. It’ll save you hours later.
What to avoid:
- Don’t try to automate every single touchpoint. Handwritten notes are special; use them sparingly or they lose their punch.
- Don’t build a system you can’t explain to a coworker in under a minute.
Step 2: Clean Up Your CRM Data
Handwrite can only work with what you give it—if your CRM is a mess, you’ll end up sending “Hey First_Name!” to a real person, or worse, sending notes to outdated addresses.
Checklist: - Make sure addresses are current and formatted the same way. - Check for missing fields—Handwrite needs a name and mailing address at a minimum. - Watch out for duplicates.
Pro Tip: Run a quick export and spot-check. The five minutes you spend here will save you from embarrassing mistakes.
What to ignore:
- Don’t fuss over middle names or job titles unless you actually use them in your notes.
Step 3: Choose Your Integration Method
There are two main ways to hook up Handwrite to your CRM:
- Native integrations or marketplace apps
- Some CRMs (like HubSpot or Salesforce) might have a Handwrite app or direct integration.
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These are usually quick to set up and supported, but can be limited in customization.
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Zapier (or similar automation tools)
- For CRMs without a direct integration, tools like Zapier, Make (formerly Integromat), or even custom scripts can bridge the gap.
- You set up a “Zap” or automation: e.g., when a record hits a certain stage, send the info to Handwrite.
What works well: - Native integrations are best for reliability—things break less. - Zapier is great for flexibility, especially if you want to get fancy (conditional logic, multi-step automations).
What to watch out for: - Zapier gets expensive fast if you’re sending lots of notes. - Some integrations only sync one way—so updates in Handwrite may not show up in your CRM.
Step 4: Set Up the Trigger and Action
This is where the magic happens (or the headaches, if you’re not careful).
Example triggers: - Lead status changes to “Qualified” - Deal marked as “Closed Won” - Custom field “Send Handwritten Note” is toggled
Action:
Send contact data (name, address, custom message) to Handwrite to trigger the note.
Honest advice:
- The simpler your trigger, the less can go wrong. Don’t try to daisy-chain five steps just to save on manual clicks.
- Test with your own address first. There’s nothing like getting your own note in the mail to spot formatting weirdness.
Step 5: Personalize Without Over-Complicating
Handwrite lets you use variables (like {first_name}), so your notes can feel personal. But automation has limits—don’t get greedy with personalization unless you’re ready to QA every note.
Works well: - Simple templates that use name and maybe one other field (“Thanks for your time discussing {topic}”) - One or two templates matched to broad segments (e.g., new customers vs. event attendees)
What to skip: - Pulling in freeform CRM notes—these often have typos, jargon, or weird formatting - Overly clever tricks like inserting emojis or “dynamic” inside jokes (they’ll backfire)
Pro Tip: If you want to add a truly personal touch, flag a handful of VIPs for manual review before sending.
Step 6: Test, Test, Test (Then Test Again)
Automated mail is unforgiving—once it’s sent, it’s sent. Do a dry run with sample data:
- Trigger a note to yourself or a teammate.
- Check for:
- Correct name and address
- No weird spacing or broken variables
- Tone that sounds like you (not a robot)
- Review the whole process: Did the CRM update correctly? Any errors or missed steps?
What to ignore: - Don’t get hung up on perfect handwriting style. Most people are just impressed it’s handwritten, period.
Step 7: Track Results and Stay Human
Automation is great, but don’t “set it and forget it.” After a few weeks, look at who’s getting notes and whether it’s making a difference.
Tips: - Log each sent note as an activity in your CRM. This keeps your whole team in the loop and avoids double-sending. - Spot-check a few recipients—did they respond? Did it help move the relationship forward?
What to avoid: - Don’t start blasting notes to everyone in your database. The power of a handwritten note is in its rarity.
Common Pitfalls (And How to Dodge Them)
- Bad data = bad notes. Outdated addresses, typos, or missing names make you look sloppy.
- Over-automation. If everyone gets a note for every tiny action, it’s just more noise.
- Forgetting postage or delivery time. Snail mail isn’t instant. Build in a buffer if you need notes to land by a certain date.
Keep It Simple and Iterate
The best integrations aren’t the fanciest—they’re the ones you actually use. Start with one trigger, one template, and a small group. Get that working, then expand. You can always add more bells and whistles later, but it’s a pain to untangle a messy setup.
Remember: the goal isn’t to automate for automation’s sake—it’s to make real outreach easier and more personal. If you keep your system simple and check in now and then, you’ll get all the benefit with none of the headaches.