Exporting and syncing Whatcms data with your CRM step by step instructions

If you’re tired of manual copy-pasting or waiting for some magic “all-in-one” integration that never quite works, this guide is for you. Maybe you used Whatcms to identify what platforms sites are running on. Now you want to get that data into your CRM—automatically if possible, or at least without headaches. Here’s the honest, step-by-step playbook for getting Whatcms data into your CRM, keeping it synced, and knowing when to skip the fancy stuff and just stick with a spreadsheet.

Why bother syncing Whatcms data with your CRM?

Let’s be real: not every piece of data is worth stuffing into your CRM. But knowing what CMS a prospect uses can be gold if you sell web services, plugins, or anything CMS-specific. You can target better, avoid bad fits, and get straight to the point on sales calls.

But the catch? CRMs are notoriously fussy about data imports and automation. Whatcms isn’t built with native CRM integrations. So you’ll have to get your hands a little dirty—but it’s not as bad as it sounds.

Step 1: Export Your Whatcms Data

First, grab the data. Whatcms lets you search and export results, but the options are basic.

Option A: Manual Export (CSV)

  • Log into Whatcms.
  • Run your search or analysis.
  • Look for the export/download button—usually, you’ll get a CSV file.
    • If you don’t see an export option, you may need to upgrade, or copy/paste results into a spreadsheet. It’s clunky, but it works.

Heads up: Whatcms doesn’t export everything—just the data you see in the results (domain, CMS detected, maybe version). If you want more (like contact info), you’ll need to enrich later.

Pro tip: Before moving on, open that CSV and clean it up. Remove duplicates, empty rows, or any columns you don’t care about. Trust me, fixing it now beats finding out your CRM choked on bad data halfway through the import.

Step 2: Prep Your Data for Import

CRMs are picky, and every system (HubSpot, Salesforce, Pipedrive, you name it) wants imports formatted differently. Here’s what to look out for:

  • Column headers: Match them to what your CRM expects (Company Name, Website, CMS Type, etc.).
  • Unique identifiers: Most CRMs use domain or email as the unique key. Make sure your CSV has a clean “Website” or “Domain” column.
  • Custom fields: Set up a custom field in your CRM for “CMS” or “Tech Stack.” Don’t just jam it in the “Notes” field and call it a day.
  • Format: Stick with CSV or XLSX, unless your CRM is weird and wants something else.

Don’t overthink it: You don’t need to map every column. Just make sure the info you care about lands in the right spot.

Step 3: Import Data into Your CRM

Now comes the moment of truth. Each CRM does this differently, but the basics are:

  1. Find the import tool: Usually under “Contacts,” “Companies,” or “Data Management.”
  2. Upload your CSV: Follow the prompts.
  3. Map fields: Tell the CRM which column goes where. Double-check the “CMS” column lands in your custom field.
  4. Test with a small batch: Don’t just slam in 10,000 rows. Import 10, check them, fix issues, then scale up.
  5. Check for duplicates: Most CRMs have a setting to merge or skip duplicates based on domain/email. Use it.

What can go wrong? - Weird characters (accents, emojis, etc.) can break imports. - Missing required fields will cause rows to fail. - CRM import tools are often slow and will silently skip bad rows—so check their error report.

Step 4: Set Up Ongoing Syncs (Or Don’t)

Here’s where people chase automation for its own sake. If you’re updating a list every month or quarter, a manual import/export is fine. But if you need daily syncs, you have options—just know none are “set and forget.”

Option A: Zapier (or Make/Integromat)

  • Does it work? Sort of. Whatcms doesn’t have an official Zapier integration, but you can use their API with Webhooks.
  • What you’ll need:
    • Whatcms API key (requires a paid plan)
    • Zapier account
    • Your CRM’s Zapier integration

Setup basics: - Create a Zap that grabs new data (e.g., from a Google Sheet you update with Whatcms results). - Use Zapier’s Webhooks action to call the Whatcms API for each domain. - Parse the API response, then send the data to your CRM.

Honest take: This is fiddly. If you’re not comfortable with APIs or JSON, it’ll be frustrating. And if your volume is high, Zapier costs can add up fast.

Option B: Custom Script

  • Best for: Tech-savvy folks or teams with a developer.
  • How it works: Write a script (Python, Node.js, whatever) that:
    • Calls the Whatcms API for domains you care about.
    • Formats the data.
    • Pushes it to your CRM’s API, or exports a clean CSV for import.

Pros: Total control, can schedule it however you want. Cons: You own the maintenance, and if either API changes, your script breaks.

Option C: Third-Party Tools

  • Some “no-code” tools claim to connect anything to anything. In practice, they often don’t support Whatcms directly.
  • If you find a connector, read reviews and test thoroughly—many are unreliable or just repackage Zapier under the hood.

Step 5: Keep Data Fresh (But Don’t Go Overboard)

CMS data changes. A company might switch from WordPress to Shopify tomorrow. But do you need real-time updates? For most, monthly or quarterly refreshes are enough.

Simple refresh workflow: - Re-run your Whatcms scan. - Export fresh data. - Import it to your CRM, overwriting or updating the “CMS” field.

Pro tip: If your CRM supports it, set the “CMS Last Checked” date. This way, you know which records might be stale.

Step 6: Use the Data (Don’t Just Hoard It)

It’s easy to stop at “the data’s in.” But the point is to use it:

  • Segment lists: Build CRM lists based on CMS type—target only Magento stores, for example.
  • Personalize outreach: Reference their CMS in your emails or calls (“I see you’re on Joomla…”). Just don’t be creepy.
  • Spot opportunities: Know which customers are ready for an upgrade, migration, or new plugin.

If you’re not using the data, stop syncing it. More data isn’t always better.

What to Ignore (and Why)

  • Native integrations: None exist for Whatcms and mainstream CRMs. Don’t waste time hunting.
  • “Universal” connectors: Most don’t support Whatcms, or are flaky.
  • Real-time syncs: Overkill for most. Focus on accuracy, not speed.

Wrapping Up: Keep It Simple, Iterate As You Go

Don’t make syncing Whatcms data with your CRM into a science project. Start basic: manual export, clean CSV, import into a custom field. If and when you actually need automation, build it in small steps and test everything. Most importantly, only sync data you’ll actually use. Complexity is easy; clarity’s the hard part.

If it works and saves you time—even if it’s “just” a spreadsheet—you’re doing it right.