If you’re using LinkedIn for outbound sales, you probably know what a pain it is to get prospect data from one tool to another. Messy spreadsheets, copy-paste marathons, and endless data cleaning—none of it’s fun. This guide is for sales and ops folks who want to sync LinkedIn leads from Expandi into their sales pipeline without losing their minds (or their weekends).
Below, you’ll find practical steps, honest advice, and a few shortcuts that actually save time. Let’s cut the fluff and get your LinkedIn prospecting streamlined.
Step 1: Get Clear on What You Actually Need to Sync
Before you start wiring up tools, stop and ask: What really matters from LinkedIn? Not every field is gold. Here’s what most sales teams actually use:
- Name
- Company
- Role/Title
- LinkedIn URL
- Email (if you can get it)
- Conversation history or key notes
- Tags or campaign info from Expandi
Pro tip: Don’t bother syncing 20 fields if your sales reps only look at five. More data means more mess—and more things that can break.
Step 2: Set Up Expandi to Capture the Right Data
Expandi gives you a lot of options, but most people only use a handful. Make sure your Expandi campaigns are set up to collect the info you want to sync downstream.
- Use custom fields or tags to label prospects by campaign, persona, or funnel stage.
- If you’re scraping emails, double-check that your method is compliant and not just wishful thinking. (Let’s be honest: LinkedIn doesn’t hand out emails easily.)
- Keep your Expandi workspace tidy. Archive old campaigns and clear out junk leads—otherwise you’ll sync garbage into your CRM.
What to ignore: 99% of the time, you don’t need LinkedIn’s “Location” or “Industry” fields. They’re often vague and don’t help close deals.
Step 3: Choose a Sync Method—Manual, Zapier, or Native Integration
There’s more than one way to move data from Expandi to your sales pipeline. Here’s the honest rundown:
Manual Export/Import
- How it works: Download a CSV from Expandi, then import to your CRM.
- When it’s fine: Small teams, low volume, or if you want full control.
- Downsides: Tedious, error-prone, easy to forget. You’ll end up with duplicates.
Zapier or Similar Automation Tools
- How it works: Set up Zaps to push Expandi data to your CRM or a Google Sheet.
- When it’s smart: If your CRM isn’t supported natively, or you want to add steps (like filtering out junk).
- Watch out for: Zapier can get expensive with volume, and sometimes fails quietly. Always test with real data.
Native Integrations (if available)
- How it works: Some CRMs or third-party tools offer direct Expandi integrations.
- Good if: You want less maintenance and fewer moving parts.
- Caveat: Native integrations often lag behind on features. Double-check what actually syncs (notes, tags, etc.), not just “contacts.”
What to skip: Custom scripts or homegrown middleware, unless you have a real dev team and a very good reason.
Step 4: Map Fields Thoughtfully
Whether you’re importing a CSV or setting up an automation, make sure your fields line up. Here’s what matters:
- Map only what your sales team actually uses. If “Campaign Source” is helpful, include it. If not, skip it.
- Watch for formatting gotchas. Dates, phone numbers, and multi-select fields often get mangled.
- Deduplicate. Decide—by email or LinkedIn URL? Pick one and stick to it.
- Test with 5-10 records first. Don’t try to sync thousands of leads without a dry run.
Pro tip: If your CRM supports custom fields, name them clearly. “Expandi Campaign Tag” is more useful than “Custom Field 4.”
Step 5: Set Up Regular Syncs and Error Checks
One-time imports are fine for testing, but in real life, you’ll want to keep things up-to-date. Here’s how to avoid headaches:
- Schedule exports/imports (manual) or set up triggers (Zapier).
- Set up alerts for failed syncs, so you’re not flying blind.
- Spot-check your CRM weekly. Are notes, tags, and contact info showing up where they should?
- Keep a backup. Automation can and will break—don’t assume everything made it over.
What to ignore: Don’t bother with daily syncs if your pipeline moves slowly. Once or twice a week is enough for most teams.
Step 6: Make Data Useful for Sales—Not Just Pretty
It’s easy to get caught up in the mechanics, but remember: The point is to help your sales team have better conversations, not just fill databases.
- Surface key info. Put LinkedIn URLs and campaign tags where reps can see them at a glance.
- Add context. If you’re syncing conversation notes, summarize the latest touchpoint (“Replied: Interested, wants demo next week”).
- Don’t overload reps. Hide or archive fields that just create noise.
Honest take: Fancy dashboards are overrated. Most reps want a clean list and recent notes, not a data jungle.
Step 7: Review, Iterate, and Keep It Simple
No process is perfect on the first try. Plan to review what’s working—and what’s a pain—every month or so.
- Ask your sales team: What’s missing? What’s clutter?
- Cut fields that aren’t used.
- Automate or drop steps that are always manual.
- Kill the “nice to have” stuff if it’s slowing you down.
What to ignore: Don’t chase every new automation tool or integration. Stick to what works, even if it isn’t shiny.
Summary: Don’t Overthink It
Syncing LinkedIn prospects from Expandi to your pipeline isn’t rocket science, but it’s easy to turn it into a mess if you chase every feature or try to automate everything at once. Start simple, keep your data clean, and focus on what your sales team actually needs. If something feels like a waste of time, it probably is. Iterate as you go, and remember: The best workflow is the one your team actually uses.