If you’re tired of juggling call data and CRM entries, you’re not alone. The dream: every conversation logged, every lead updated, and nothing falling through the cracks. If you’re using Evecalls to handle customer calls but still find yourself copying info into your CRM, this guide’s for you. I’ll walk you through what actually works to sync data—no fluff, just the stuff that’ll save you time and headaches.
Who This Is For
- Sales or support teams who use Evecalls and a CRM like HubSpot, Salesforce, Zoho, or Pipedrive.
- Ops folks who want data to just show up where it should, without babysitting CSVs or yelling at Zapier.
- Anyone who’s been burned by “seamless integrations” that turn out to be more work than just doing it by hand.
If you’re looking for a magic “sync everything with one click” button, I’ll be straight: that rarely exists. But you can get pretty close, and I’ll show you how.
Step 1: Get Clear on What You Actually Need to Sync
Before you touch a keyboard, decide what really needs to move between Evecalls and your CRM. Don’t get sucked into syncing everything “just because you can.”
Ask yourself:
- Do you want every call logged as an activity?
- Should call transcripts or outcomes appear in the CRM?
- Are you updating existing leads, creating new ones, or both?
- Do you need to sync call recordings?
Pro tip: Only sync what you’ll actually use. Extra data clutters your CRM and makes troubleshooting harder.
Step 2: Check What Evecalls and Your CRM Can (Honestly) Do
Not all integrations are created equal. Some CRMs have deep, built-in Evecalls integrations. Others require third-party tools or custom code.
Here’s how to check:
- Visit the Evecalls integrations page and your CRM’s app marketplace. Look for “native” integrations. Native is usually easiest and most reliable.
- If you don’t see your CRM listed, look for Zapier, Make (formerly Integromat), or webhooks.
- Poke through the docs. Look for:
- What events Evecalls can send (e.g., “call ended,” “lead created”)
- What data fields are available (caller number, recording link, transcript, etc.)
- Any limits (e.g., daily API quotas, required plans)
What works: Native integrations and Zapier tend to cover 80% of use cases. If your needs are basic (e.g., log call + outcome), you’re probably set.
What doesn’t: Custom API work, unless you have dev resources and a real need. Webhooks sound sexy but can turn into a mess if you’re not careful.
Step 3: Connect Evecalls to Your CRM
Let’s break this down by integration type:
A. Using a Native Integration
If you’re lucky enough to use a CRM with a direct Evecalls integration, this is usually a few clicks:
- Go to Evecalls’ integration section.
- Find your CRM, click “Connect,” and follow the prompts (usually OAuth login and selecting permissions).
- Map fields (e.g., Evecalls “call duration” → CRM “call notes”).
- Test with a real call. Make sure info lands where you expect.
Watch for:
- Permissions—sometimes integrations only work for admins.
- Field mapping—double check dates, phone formats, and custom fields.
B. Using Zapier or Make
If there’s no native option, Zapier and Make are your friends. They’re not perfect, but they’re reliable for most basic syncing.
Typical setup:
- Sign up for Zapier or Make (free tiers work for light use).
- Set Evecalls as the trigger app (e.g., “New Call Completed”).
- Set your CRM as the action app (e.g., “Create/Update Contact” or “Log Activity”).
- Map fields carefully. Don’t just use defaults—think about what will be actually helpful in your CRM.
- Test, test, test. Run a call, watch it flow through.
What to ignore:
- Overcomplicating with multi-step Zaps unless you really need them.
- Syncing fields you don’t plan to use (like obscure call metadata).
C. Using Webhooks or Custom API
If you’re technical (or have access to a dev), you can use Evecalls’ webhooks or API to push data wherever you want. This is extra work, but gives you full control.
Steps:
- Set up a webhook in Evecalls to fire on relevant events (like call completion).
- Point the webhook to a script or service (could be a server, a serverless function, or even a no-code tool like Pipedream).
- Have your script handle authentication and push data to your CRM’s API.
- Log errors somewhere you’ll actually check.
What works:
- Full flexibility: you decide exactly what data goes where.
What doesn’t:
- Reliability if you’re not monitoring errors or handling retries.
- One-off scripts with no documentation. You will forget how it works in six months.
Step 4: Field Mapping—Don’t Skimp Here
This is where most integrations fall apart. If you don’t map fields correctly, you’ll end up with broken data or annoyed teammates.
How to do it right:
- Match data types (dates as dates, numbers as numbers, etc.).
- Use existing CRM fields when possible, but don’t be afraid to create custom fields if you need them.
- Decide what happens if a contact already exists—update, overwrite, or skip?
- For call recordings and transcripts, check if your CRM can store links or attachments and map accordingly.
Pro tip: Keep a simple spreadsheet of field mappings. You’ll thank yourself later when debugging.
Step 5: Test End-to-End (Don’t Skip This)
Nobody likes testing, but trust me, this is where you catch the silent errors that’ll haunt you later.
What to do:
- Run several real calls through Evecalls.
- Watch the data land in your CRM. Check for:
- Missing info
- Duplicates
- Weird formatting (dates, phone numbers, links)
- Try breaking it—what happens with a bad phone number or a really long transcript?
Common gotchas:
- Time zones: Make sure call times match up.
- Duplicates: If your CRM keys off phone or email, check what happens with repeat callers.
- Permissions: Can everyone who needs access see the synced data?
Step 6: Set Up Ongoing Monitoring (or at Least an Occasional Check-In)
Integrations break. APIs change, permissions get revoked, someone “cleans up” an app connection. Don’t just set it and forget it.
Simple ways to monitor:
- Set up email alerts for failed syncs (Zapier and Make can do this).
- Check sync logs weekly—pick a random call and make sure it made it to your CRM.
- Keep an eye out for user complaints—if sales folks say “where’s my call data?” that’s a red flag.
What to ignore:
- Super-fancy dashboards or automated reports unless you’re running a big team. Just make sure someone’s on the hook for spotting issues.
Step 7: Train Your Team (Without Overdoing It)
A new integration is only as good as the people using it. But you don’t need a 50-slide PowerPoint.
Just cover:
- What data will (and won’t) show up in the CRM now
- How to spot problems and who to tell
- What workflows change, if any
Keep it simple—nobody wants to “read the manual” unless something’s broken.
Honest Pros and Cons of Evecalls + CRM Integration
What Works Well
- Most basic needs (logging calls, updating leads) are covered by native or Zapier-style integrations.
- Once set up, it’s a real time saver—no more manual updates or missed follow-ups.
- You can usually customize what gets synced to avoid clutter.
What Doesn’t (or Where It Gets Messy)
- Custom fields, call recordings, or transcripts can be tricky to map, depending on your CRM.
- Complex logic (like syncing only “qualified” calls) may need a developer or advanced Zapier plan.
- Integrations break more often than anyone admits—expect some maintenance.
Keep It Simple and Iterate
Don’t overthink it. Start with syncing only the data you need. Test it, get feedback from your team, and add more fields or logic if and when you actually need them. The best integrations are the ones you barely notice—they just work.
If you run into roadblocks, don’t hesitate to reach out to support (both Evecalls and your CRM). Sometimes, asking a direct question gets you farther than digging through documentation for hours.
Good luck, and here’s to fewer spreadsheets and more time actually talking to customers.