How to Integrate Contactout with Your CRM for Seamless Lead Management

If you're tired of copying leads from Contactout into your CRM by hand, you're not alone. Most tools promise “seamless integration,” but reality is usually more like a patchwork quilt. This guide is for people who want to actually save time—without making a mess in their CRM or paying for features they don’t need.

Let’s get hands-on and break down how to connect Contactout to your CRM, what actually works, what to skip, and how to avoid headaches later. No fluff; just the stuff you need.

Why Integrate Contactout with Your CRM?

Here’s the quick pitch: Contactout finds emails and phone numbers for leads, and your CRM tracks all your interactions with those leads. If they don’t talk to each other, you’re stuck copying, pasting, and making mistakes. Integration means:

  • Less manual data entry (so you don’t hate your job)
  • Leads get followed up on faster
  • Less “Oops, I forgot to add that email” moments
  • Your sales and recruiting team actually uses the CRM

But—most integrations aren’t magic. You’ll need to set things up right, and sometimes the “integration” is really just a browser extension or a CSV import. Let’s sort out what’s real.

Step 1: Check What Your CRM Can Actually Do

Not all CRMs are created equal. Some have direct Contactout integrations, some work via Zapier, and some only take imports. Before you do anything, check:

  • What’s supported? Go to your CRM’s integrations page and search for Contactout.
  • Is Zapier or Make available? If your CRM works with Zapier or Make, you can usually rig up a connection.
  • Can you import CSVs? Most CRMs will let you upload data files, which is the fallback option.
  • Are there browser extensions or plugins? Some CRMs have Chrome extensions that play nicely with Contactout.

Pro tip: Don’t trust the marketing page—actually look in your CRM settings or help docs.

Step 2: Set Up Contactout for Exporting Leads

Contactout itself is pretty simple. You use it (usually as a Chrome extension) to grab contact info from LinkedIn or other sites. Here’s how to get your leads out:

  • Use the Chrome extension: Save leads as you browse.
  • Organize into lists: Inside Contactout, make lists for each campaign or job.
  • Export options: You can usually export leads as CSVs, or send them directly to supported CRMs (more on that below).

Heads up: If you’re on the free plan, exports are limited. Paid plans unlock more options.

Step 3: Choose Your Integration Method

Here’s the real talk: There’s no universal “Connect Contactout to CRM” button. You’ve got three main options:

3.1 Direct Integration (If You’re Lucky)

Some CRMs (like Greenhouse, Lever, or Salesforce) might have a built-in “Send to CRM” button in Contactout. To use it:

  1. In Contactout, go to settings or integrations.
  2. Connect your CRM account (usually via OAuth or an API key).
  3. Map fields if prompted (name, email, phone, etc.).
  4. Test with a single lead first—don’t trust it blindly.

What works: Fast, usually reliable, keeps lead data clean.

What doesn’t: Not available for every CRM. Field mapping can be clunky.

3.2 Zapier/Make Integration

If you’re using a CRM like HubSpot, Pipedrive, or Zoho, and Contactout supports Zapier or Make, you can set up an automation:

  1. In Zapier, create a new Zap:
    • Trigger: “New lead in Contactout” (or “New row in Google Sheet” if you’re using a Google Sheets export).
    • Action: “Create contact in [Your CRM]”
  2. Connect your Contactout (or Google Sheets) account.
  3. Map fields carefully. Don’t just dump every field—pick what you actually use.
  4. Turn on the Zap and test with real data.

What works: Flexible, can automate more complex workflows.

What doesn’t: Zapier can get expensive fast if you do a lot of leads. There can be sync delays.

3.3 CSV Import

If all else fails, export your Contactout leads as a CSV and import them to your CRM:

  1. In Contactout, select your leads and export as CSV.
  2. In your CRM, find the “Import” function (usually under Contacts or Leads).
  3. Upload the CSV and match the fields (email, name, phone, etc.).
  4. Import and double-check for errors or duplicates.

What works: Simple, works everywhere, no extra cost.

What doesn’t: Manual, easy to mess up field mapping, doesn’t scale well.

Ignore: Any tool that promises “one-click integration” but just emails you a file. You’ll still need to deal with it yourself.

Step 4: Clean Up Your Data Before Importing

This is the step everyone skips, then regrets. Bad data in your CRM is a nightmare. Before you import:

  • Check for duplicates: Use Excel or Google Sheets to remove exact matches.
  • Standardize names and titles: Make sure “Jon” isn’t also “Jonathan” in your CRM.
  • Fill in gaps: If you’re missing emails or phone numbers, don’t import half-baked leads.
  • Trim unnecessary fields: Only keep what you’ll actually use.

Pro tip: Do a test import with 5-10 leads first. It’ll save you hours of cleanup later.

Step 5: Set Up Automatic Lead Assignment (If Possible)

Once your leads are in the CRM, make sure they don’t get lost in the void. Most CRMs let you auto-assign new leads to a person or team:

  • In your CRM settings, look for lead assignment rules.
  • Assign by source, so Contactout leads go to the right person or pipeline.
  • Set reminders or tasks so someone follows up quickly.

What works: Keeps your team honest. No more “I didn’t see that lead” excuses.

Step 6: Test the Workflow—Don’t Trust It Blindly

Before you go all-in, run through your workflow:

  1. Save a new lead in Contactout.
  2. Make sure it shows up in your CRM, with the right info in the right place.
  3. Check for duplicates, missing fields, or weird formatting.
  4. Ask a teammate to try it and see if they hit any snags.

You’d be surprised how often something breaks—especially with custom field mappings.

Step 7: Train Your Team (and Yourself)

No integration is “seamless” if nobody knows how to use it. Take 30 minutes to:

  • Record a quick screen share showing the process.
  • Write out the steps in plain English.
  • Remind your team to actually use the integration, not just keep emailing spreadsheets.

Pro tip: Make “bad data” everyone’s problem, not just the CRM admin’s. If your team hates the workflow, fix it before it becomes a mess.

Honest Pros and Cons

What Actually Works

  • Automatic syncing (when supported): Huge time saver.
  • Simple CSV imports for small teams: Low-tech, but reliable.
  • Zapier/Make for power users: Lots of flexibility if you’re willing to tinker.

What Usually Doesn’t

  • “One-click” promises: These rarely deliver unless it’s a native integration.
  • Ignoring data hygiene: Garbage in, garbage out. Clean up before you import.
  • Over-customizing fields: Keep it simple, or you’ll be stuck fixing errors forever.

A Few Things to Ignore

  • Overpriced middleware: If you need three services to connect Contactout to your CRM, step back. It’s probably not worth it.
  • Manual copy-paste: Just don’t. Use exports at minimum.
  • FOMO around every new tool: What matters is that your leads get followed up, not that you’re using the flashiest workflow.

Wrapping Up: Keep It Simple and Iterate

Getting Contactout and your CRM to play nice isn’t rocket science, but it’s also not truly “plug and play.” Start with the simplest setup that works, see where things break, and only add complexity when you actually need it. Don’t be afraid to keep tweaking your process—lead management is never “done.”

Less time fiddling with tools means more time actually talking to leads. That’s the real win.