If you’ve ever tried connecting two business tools and ended up with a mess of duplicate records, broken fields, or “where did all my data go?” moments, this guide is for you. We’ll walk through how to get Rev synced up with Salesforce without losing your mind—or your data. Whether you’re in sales ops, a Salesforce admin, or just the person who got stuck with this project, you’ll find plain advice and real-world tips that actually work.
Why Sync Rev with Salesforce?
Let’s get this out of the way: syncing Rev and Salesforce is about making sure your sales and marketing folks always see the same, up-to-date info—no more “who owns this lead?” debates or chasing ghosts in your pipeline. When it’s set up right, you’ll save time, avoid embarrassing mistakes (like calling the same lead twice), and generally make life easier.
But clean, seamless syncs don’t just happen. There’s planning, a bit of grunt work, and some choices that can bite you if you get them wrong. Here’s how to do it right.
Step 1: Get Clear on What You’re Syncing (and Why)
Before you touch any settings, figure out what data actually needs to move between Rev and Salesforce.
Questions to ask: - Which objects? (Leads, contacts, accounts, custom objects?) - Which direction? (Just Rev to Salesforce, or both ways?) - How often? (Real-time, hourly, daily?) - Which fields matter? (Don’t just sync everything—pick what people actually use.)
Pro tip:
Start with just the records and fields you need—it’s easier to add more later than to untangle a giant sync gone wrong.
What to ignore:
Don’t get sucked into syncing every field “just in case.” More isn’t better here; it’s just more stuff to break or confuse people.
Step 2: Clean Up Your Data First
This is the least fun step, but skipping it guarantees headaches later. Bad data in either system will just spread.
Checklist: - Deduplicate records in Salesforce and Rev. - Fix obvious errors (empty required fields, weird formatting, old junk). - Standardize values (picklist options, country codes, phone number formats). - Archive or delete anything you really don’t need.
Honest take:
Most integration fails start with dirty data. If your sales team is already complaining about duplicates or “weird” records, fix that first.
Step 3: Set Up API Access (Don’t Just Use a Generic User)
Integration needs API credentials. Too often, folks grab the first admin account they see and use that. Don’t.
Best practice:
- Create a dedicated integration user in Salesforce (call it rev-integration or similar).
- Give this user just the permissions needed for the sync—nothing more.
- Use this account’s credentials in Rev.
Why bother?
You’ll avoid mysterious sync errors when someone leaves the company or changes their password. Plus, you’ll have a clear audit trail.
Step 4: Map Your Fields—But Keep It Simple
Now, map the fields between Rev and Salesforce. This is where integrations get messy if you’re not careful.
Tips: - Start with a small set of fields (name, email, status, owner, etc.). - Match data types (text to text, date to date). Mismatches can break syncs. - Document your mappings somewhere everyone can find (Google Doc, Confluence, whatever).
What to ignore:
Don’t map every single field. If no one’s using “Lead Source Detail 7,” skip it for now.
Step 5: Decide on Sync Direction and Conflict Rules
How will you handle changes made in both systems? Who “wins” if the same field is updated in both places?
Key decisions: - One-way or two-way? If you only need data flowing from Rev to Salesforce, keep it one-way. It’s simpler and safer. - Conflict resolution: Choose which system’s data wins if there’s a mismatch (usually Salesforce, but not always). - Overwrite or skip: Decide if updates should overwrite existing data, or only fill empty fields.
Pro tip:
If you’re not sure, err on the side of not overwriting data—especially early on. You can always loosen this later.
Step 6: Test the Sync—On a Sandbox, Not Production
Don’t be a hero. Even if you think you’ve got it all set up perfectly, test it in a Salesforce sandbox first.
How to test: - Set up the integration in a sandbox environment. - Create sample records in Rev and make sure they show up in Salesforce (and vice versa, if you’re syncing both ways). - Watch for duplicates, missing fields, or weird errors. - Try “breaking” things—update the same field in both systems and see what happens.
What to watch for: - Fields not mapping correctly (often due to data type mismatches). - Triggers or automation in Salesforce that fire unexpectedly. - Records created in the wrong place (leads showing up as contacts, etc.).
Honest take:
This step catches 90% of problems before they become disasters. If you skip it, you’re just hoping for the best.
Step 7: Set Up Monitoring and Alerts
Once you go live, don’t just walk away. Integrations break—APIs change, permissions get tweaked, someone deletes a field.
Best practices: - Turn on error notifications in both Rev and Salesforce (email, Slack, whatever works). - Check sync logs regularly—at least weekly at first. - Set up simple dashboards or reports to spot missing or stalled records.
Pro tip:
Pick one person to “own” the integration. If everyone owns it, no one does.
Step 8: Train Your Users (and Set Expectations)
The integration won’t magically fix bad habits. People need to know what to expect.
Things to cover: - Which fields or records are synced, and which aren’t. - How quickly data updates (real-time, hourly, etc.). - Who to contact if something looks wrong.
Honest take:
Even the best sync won’t solve every problem. Make sure users know where the boundaries are, so they don’t get frustrated.
What Actually Works (And What Doesn’t)
Here’s the no-nonsense truth:
- Start small. Get a basic sync working, then expand.
- Avoid custom code unless you absolutely need it. Out-of-the-box connectors are easier to support.
- Keep documentation up to date. You’ll thank yourself in six months.
- Don’t overcomplicate. If you’re spending hours mapping fields no one uses, you’re solving the wrong problem.
- Review your integration every quarter. Needs change—so should your sync.
What doesn’t work? Piling on features before nailing the basics. Assuming users will magically change their workflows. Ignoring error logs. Trust me, these don’t end well.
Keep It Simple—And Iterate
You don’t need a perfect integration on day one. Get the basics right, keep the lines of communication open, and tweak as you go. The less you try to “boil the ocean,” the smoother your Rev–Salesforce sync will be. And if something breaks? Don’t panic—just fix it, review what happened, and move on. That’s about as seamless as data sync gets.