If you’ve ever tried to connect a new tool to your CRM, you know it’s rarely as “seamless” as the sales page claims. This guide is for folks who want to integrate Theirstack with their existing CRM—without making a mess or getting lost in vague promises. Whether you’re a solo ops person or wrangling a small team, you’ll find practical steps, honest caveats, and a few shortcuts that actually work.
1. Know What You’re Integrating—And Why
Before you start wiring things together, get painfully clear on what you want out of this integration. “Syncing data” sounds nice, but what does that actually mean for your team?
Ask yourself: - Which data actually needs to flow between Theirstack and your CRM? - Is this a one-way or two-way sync? - Who will use the integrated data, and for what?
Pro tip: Write down your “must-haves” and “nice-to-haves.” It sounds basic, but skipping this step is why so many integrations fall apart later.
Common mistakes to skip: - Trying to sync everything “just in case.” That’s a recipe for confusion and broken workflows. - Not talking to the people who actually use the CRM day-to-day.
2. Check Your CRM’s Integration Options (Don’t Trust the Feature List)
Every CRM claims to play nicely with third-party tools. The truth? Some are more open than others. Before you touch a single setting, check what your CRM actually supports:
- Native integration: Does Theirstack have a direct connector for your CRM? If yes, use it—life’s too short for custom APIs if you can avoid them.
- Marketplace apps: Some CRMs (like Salesforce or HubSpot) have app stores. Search for “Theirstack” there.
- API access: If you’re out of luck on the above, you’ll need to check if the CRM’s API is up to the task. Look for REST APIs or webhooks, not just CSV export/import.
What to ignore: Marketing hype about “plug and play” integrations. Always read the docs (or at least skim them) before you commit.
3. Map Your Data—Don’t Assume Field Names Match
This is where things get real. Every system has its own way of naming and structuring data. “Contact” in Theirstack might be “Lead” in your CRM—or might not match up at all.
How to map your data: - List the fields you care about (e.g., name, email, deal stage). - Compare field formats (dates, phone numbers, custom fields). - Decide what happens if there’s a mismatch: do you ignore, transform, or create a new field?
Pro tip: Build a simple spreadsheet mapping Theirstack’s fields to your CRM’s. It’ll save hours of guesswork later.
Honest take: Don’t get hung up on syncing every custom field unless it’s truly needed. Less is usually more.
4. Start Small—Test with a Sandbox or Sample Data
Resist the urge to hit “sync” on your whole database. Start with a test account, sandbox environment, or just a handful of records.
Why bother? - You’ll spot weirdness (duplicate entries, missing data) before it becomes a real problem. - Mistakes are much easier to fix in small batches.
How to do it: - Create a few dummy records in both Theirstack and your CRM. - Run the integration and check for issues. - Tweak your mapping or settings until things look right.
Common fail: Skipping this step because “it’s just a small team.” Even one bad sync can create hours of cleanup.
5. Set Rules for Data Ownership and Sync Direction
Who “owns” each piece of data? If someone updates a record in Theirstack, does it always overwrite the CRM? Or vice versa? This gets messy fast if you don’t decide up front.
Decide on: - One-way vs. two-way sync (and which direction takes priority). - What happens if there’s a conflict (e.g., both systems change the same record). - How to handle deletions—do they get copied, ignored, or flagged?
Pro tip: Default to one-way sync at first unless you really need two-way. It’s a lot easier to manage.
6. Automate Carefully—Start with Manual Checks
Automation is great… until it runs wild and messes up your CRM. Before you schedule hourly syncs or set up auto-triggers, run things manually a few times:
- Sync a batch.
- Check the results.
- Fix any surprises.
Only after you’re confident things work should you automate the process.
What to ignore: Promises that the integration is “set and forget.” Even good tools need babysitting at first.
7. Document Everything (Yes, Even If You’re a Team of One)
You will forget what you did. Or you’ll need to explain it to someone else (future you included). Write down:
- Which fields are synced, and how.
- Any custom scripts or middleware you used.
- Decisions you made about sync direction and conflict resolution.
Keep it simple: A Google Doc or internal wiki page is fine. The goal is to avoid future guesswork.
8. Train Your Team—and Set Realistic Expectations
Even the smoothest integration changes how people work. Let your team know:
- What’s synced (and what’s not).
- Where to look for updated info.
- Who to ask if something looks off.
Honest take: There will be hiccups. Don’t oversell the magic—let people know you’re testing and open to feedback.
9. Monitor and Maintain—It’s Never Truly “Done”
Integrations aren’t a set-it-and-forget-it deal. APIs change, Theirstack updates, and CRMs evolve. Schedule a quick check-in every month or quarter:
- Spot-check synced records.
- Review error logs (if available).
- Update mapping if fields change.
Pro tip: Keep an eye out for silent failures—sometimes integrations stop working without throwing errors.
10. Know When to Bring in Help (or When to Walk Away)
If you’re stuck after a few attempts, it’s okay to call in an expert. Sometimes a freelance integrator or the support team for Theirstack or your CRM is worth the cost.
On the flip side: If you can’t get a clean integration after a reasonable amount of effort, consider if it’s really worth it. Sometimes manual exports or a light Zapier setup can do the job with less pain.
Wrapping Up: Keep It Simple, Iterate, and Don’t Chase “Perfect”
Connecting Theirstack to your CRM can make life easier—or it can be a time sink if you overcomplicate things. Start with the basics, test as you go, and don’t be afraid to say “good enough” if it works for your real needs. Integrate what matters, ignore the fluff, and keep an eye on things over time. That’s how you build an integration that actually sticks.