If you’re sick of copying notes from sales calls into your CRM and then again into your sales room tool, you’re not alone. This guide is for sales teams (and the folks who support them) who want to actually use their CRM and Heybase together, without the endless tab-switching and copy-pasting. We’ll walk through realistic ways to connect Heybase with your CRM, what’s worth automating, and where you can skip the fancy stuff and just keep it simple.
Why Bother Integrating Heybase With Your CRM?
Let’s be honest: CRMs are supposed to be the single source of truth, but that only works if your team actually uses them. Heybase is great for handling sales rooms, proposals, and video messages, but if you don’t connect it to your CRM, you’re stuck updating the same info twice. Integrating the two means:
- No more double entry (or at least, a lot less)
- Less “Did you send that?” back-and-forth
- A clearer picture of deal progress for everyone
- Fewer “I thought you followed up” moments
It’s not magic, but if you set it up right, it makes everyone’s life easier.
Step 1: Decide What Actually Needs to Sync
Before you start wiring things together, get clear on what you want to accomplish. Don’t just integrate for the sake of integrating. Here’s what most teams want:
- Contact info: New leads and contacts created in Heybase show up in the CRM (and vice versa).
- Deal stages: When a deal moves forward in Heybase (like when a proposal is viewed or accepted), update the CRM deal stage.
- Notes and activity: Sales conversations, notes, and call summaries show up where everyone can see them.
- Files and proposals: Signed proposals or important documents get attached to CRM records.
What to skip:
Syncing everything (like every click or comment) quickly turns your CRM into a junk drawer. Focus on the stuff that actually moves a deal forward.
Step 2: Check What’s Natively Supported
Not all CRMs play nice out of the box. Here’s the honest rundown:
-
Heybase Native Integrations:
As of now, Heybase supports direct integration with a few big CRMs (like HubSpot and Salesforce), but if you’re using something more niche, you may need to get creative. -
Zapier/Make (Integromat):
Both Zapier and Make can act as the glue between Heybase and dozens of CRMs. If you’re not a hardcore developer, these are your best bet. -
Custom API:
If your team has dev resources, Heybase offers an API. But unless you have unique requirements, most folks don’t need to go this route.
Pro tip:
Check your CRM’s marketplace or integration page. Sometimes there are community-built connectors that save a ton of time.
Step 3: Connect Heybase to Your CRM (The Practical Way)
Here’s the straightforward way to get things talking, whether you’re using a native integration or a no-code tool.
A. Using Native Integrations
If your CRM is supported, start here. The steps usually look like this:
- Log into Heybase and go to the integrations or settings panel.
- Find your CRM (e.g., HubSpot, Salesforce) and click “Connect.”
- Authenticate with your CRM login. You’ll grant permissions—read what you’re agreeing to, but don’t overthink it.
- Map fields. Decide which info goes where—contacts, deals, notes, etc.
- Test it. Create a test record in Heybase and make sure it shows up in your CRM (and vice versa, if possible).
What works:
Native integrations tend to be the least buggy and usually support the most important stuff.
What doesn’t:
They can be rigid. If you need custom triggers or want to sync obscure fields, you might hit a wall.
B. Using Zapier or Make
If you don’t see your CRM (or you want more control), use a no-code automation tool. Here’s how:
- Sign up for Zapier or Make (free tiers are usually enough to start).
- Create a Zap (Zapier) or Scenario (Make):
- Set Heybase as the trigger (e.g., “New Proposal Sent” or “Deal Stage Changed”).
- Set your CRM as the action (e.g., “Create/Update Contact” or “Move Deal Stage”).
- Map fields carefully. Only sync what you really need (emails, names, deal stage, key notes).
- Test with dummy data before going live.
- Set up error notifications. If something breaks, you want to know before your boss does.
What works:
Zapier and Make are flexible and let you experiment. You can tweak as you go.
What doesn’t:
They’re not instant—expect a few minutes delay. And if you go over the free tier limits, costs add up.
Step 4: Set Up Your Workflow (Don’t Overcomplicate It)
The best integrations are invisible. Here’s what a good workflow looks like:
- Sales rep reaches out via Heybase.
- Lead info syncs to the CRM automatically. No more “Who’s this guy?” moments.
- Proposal sent or viewed? CRM deal stage updates, so everyone knows.
- Notes and activity logs flow into the CRM, so managers can actually see progress.
- If someone closes a deal in Heybase, it’s marked won in the CRM.
Skip this:
Trying to sync every single interaction. Focus on “deal-moving” events: new lead, proposal sent, proposal viewed, deal closed.
Step 5: Train Your Team (or at Least Tell Them What Changed)
Even the best integration fails if nobody knows it’s there. A quick team walkthrough goes a long way:
- Show how new leads/proposals flow from Heybase to the CRM.
- Point out what’s not syncing, so nobody is surprised.
- Remind folks: If something looks off, flag it. Automations break.
Pro tip:
Write a 1-page cheat sheet for your team. Screenshots help.
Step 6: Monitor, Tweak, and Keep It Simple
No integration is “set and forget.” Keep an eye out for:
- Duplicate records: These pop up if fields aren’t mapped right.
- Missing data: If you notice gaps, check your automation logs.
- Weird sync issues: Sometimes, integrations break quietly after a CRM update.
Set a calendar reminder to review your setup every month or so. If you’re never using a field, stop syncing it. If something’s always breaking, simplify.
A Few Things to Ignore (For Now)
- Syncing every chat or comment: Overkill. Most folks only care about big milestones.
- Building a complex custom API unless you have to: It’s a maintenance headache.
- Automating “nice to have” fields: Stick to must-haves first.
Wrap-Up: Start Simple, Iterate as You Go
Getting Heybase and your CRM to play nicely can save hours every week and cut down on dropped balls. But don’t get sucked into building a Rube Goldberg machine. Start with the basics, see what’s actually helpful, and add complexity only if you absolutely need it. Sales is hard enough—your tools shouldn’t make it harder.
Now go fix that workflow—your future self will thank you.