If you’ve ever cursed at your screen while copying leads from your dialer into your CRM (or the other way around), this is for you. Integrating your dialer with your CRM isn’t magic, but it does save you heaps of time, cuts down on mistakes, and makes follow-up actually doable. This guide walks you through connecting Batchdialer with your CRM—without buying into hype or jargon.
Whether you’re a real estate team, sales agency, or just sick of double data entry, let’s get into what actually works, what’s worth skipping, and how to set things up for a workflow that won’t fall apart after a week.
Why Bother Integrating Batchdialer with Your CRM?
Let’s be real: manually moving data around is a waste of time and always leads to lost leads or embarrassing mistakes. Integration is about:
- Saving time: No more manual copy-paste.
- Better follow-up: All your call notes, texts, and updates flow into your CRM, so you know exactly where things stand.
- Cleaner data: Fewer typos, duplicate records, or lost info.
- Less stress: You’re not hunting for scraps of info between two systems.
But—and this is important—integrations are never truly “set and forget.” Expect a little tinkering and the occasional glitch. Still, it beats the alternative.
Step 1: Get Clear on What You Actually Need
Before you start clicking around, spend 5 minutes figuring out:
- Which CRM are you using? (Salesforce, HubSpot, Podio, Zoho, etc.)
- How do you use Batchdialer? Are you just calling, or also texting, recording calls, and tracking campaigns?
- What do you want to sync? (Leads, call notes, call recordings, appointment outcomes, etc.)
Pro Tip: Map out your “must-have” data first. Don’t try to sync everything—you’ll just create a mess you can’t fix later.
Step 2: Check Native Integrations and Marketplace Apps
First, always check if there’s an “official” way to connect your CRM and Batchdialer. Here’s the honest rundown:
- Batchdialer’s native integrations: As of 2024, Batchdialer offers direct integrations with a handful of CRMs, but not all. The list changes, so double-check inside your Batchdialer account or on their help docs before you get your hopes up.
- Marketplace apps (like Zapier, Make, etc.): If there’s no direct integration, look for third-party connectors. Zapier is the most common, but Make (formerly Integromat) or Pabbly Connect can also do the job.
What to Ignore: If your CRM isn’t popular, you’ll see lots of random “integration” tools that claim to connect anything. Most are half-baked or unreliable. Stick with well-known platforms, or be ready for headaches.
Step 3: Gather Your Logins and API Keys
For any real integration, you’ll need:
- Admin access to both Batchdialer and your CRM
- API keys or tokens from both systems (usually in account settings)
- A test contact or dummy data set (so you don’t mess up real leads)
Pro Tip: Never test integrations on your real data. You’ll end up with duplicate records, weird notes, or worse. Always use a sandbox or test account if you can.
Step 4: Set Up the Integration
If There’s a Native Integration:
- Log into Batchdialer. Go to the integrations section (usually under “Settings”).
- Pick your CRM. Follow the prompts—usually just entering an API key or connecting your CRM account.
- Choose what to sync. Most integrations let you pick leads, call logs, notes, etc. Only turn on what you actually need.
- Test it. Push a test lead and make a call. Double-check it shows up where expected in your CRM.
What Works: Native integrations are usually the most reliable. They’re supported by both companies, and if something breaks, support will actually help.
What Doesn’t: Don’t expect granular control. You might not be able to map every custom field, and some data (like call recordings) might not sync.
If You’re Using Zapier or a Similar Tool:
- Sign up for Zapier (or your chosen platform).
- Create a new Zap: Choose Batchdialer as the trigger app. (If you don’t see it, you may need to use “Webhooks by Zapier.”)
- Pick your trigger: For example, “New Call Completed,” “New Lead,” etc.
- Set your action: This is usually “Create/Update Lead” or “Add Note” in your CRM.
- Map fields: Line up the fields—e.g., phone number in Batchdialer to phone number in your CRM. Don’t skip this step.
- Test it with dummy data.
- Turn it on.
What Works: Zapier is flexible. You can set up custom workflows, filter by campaign, or add logic (like “only create a record if this field is filled out”).
What Doesn’t: Zapier can get expensive if you’re doing lots of volume, and there’s always a few seconds’ delay. Also, if your CRM has a weird API, things can break without warning.
Custom API Integrations
If you’re technical (or have a developer on hand), you can build direct connections using both platforms’ APIs. This is the most powerful option, but it’s also the most work.
Why do this?
- You need to sync custom fields or unusual data.
- You want totally automated, real-time workflows.
- You don’t trust third-party connectors.
Heads up:
- You’ll need to read both APIs’ docs closely.
- Expect ongoing maintenance—APIs change, things break.
- Don’t DIY unless you’re comfortable debugging code.
Step 5: Set Up Field Mapping Carefully
This is where most integrations go sideways. Pay close attention to:
- Field names: “Phone” in Batchdialer might be “Mobile” in your CRM. Double-check.
- Required fields: Your CRM might need a last name, but your dialer doesn’t care.
- Custom fields: Only map what you need. Too many fields = confusion.
Pro Tip: If you’re not sure, start small. Sync just the basic contact info and add more fields later.
Step 6: Test, Test, Test (And Then Test Again)
Before you roll this out to your whole team:
- Run through your typical workflow with dummy data.
- Check that new leads, notes, and calls show up correctly in your CRM.
- Try weird edge cases—like missing info or duplicate contacts.
Don’t skip this. It’s a pain to clean up messy data after the fact.
Step 7: Train Your Team and Set Boundaries
Even the fanciest integration falls apart if your team does things their own way. Make sure everyone knows:
- What data gets synced (and what doesn’t)
- Where to make updates (CRM or Batchdialer)
- Who to call if something breaks
Pro Tip: Keep it simple. The more complicated your workflow, the faster it’ll break.
What to Watch Out For
- Two-way syncs are tricky: Most setups only push data one way. Two-way syncing can create endless duplicates or overwrite good info with bad.
- API limits: Some CRMs (looking at you, Salesforce) throttle API requests. If you’re doing high volume, ask support about limits.
- Support is hit or miss: If something breaks, Batchdialer and your CRM support will often blame each other. Be persistent—a polite but firm attitude gets the best results.
Nice-to-Have Extras (If You Can Swing Them)
- Automatic call recording links in CRM
- Syncing SMS conversations, not just calls
- Tagging leads by campaign or source
Don’t get sucked into “integration envy.” Start with the basics. If you can add bells and whistles later, great.
Final Thoughts: Start Simple, Iterate Later
Integrating Batchdialer with your CRM isn’t some mystical quest—it’s just connecting the dots so your sales process runs smoother. Start with the basics, test everything, and don’t try to automate the universe on day one. The best workflow is the one your team actually uses, not the fanciest one you can imagine.
Got it working? Great. Now go make some calls.