If you’re sick of typing the same info into two systems, chasing leads across tabs, or losing track of follow-ups, this is for you. Integrating your CRM with Keap (formerly Infusionsoft) can save hours every week—but only if it’s done right. This guide isn’t for folks who want a sales pitch or a buzzword parade. It’s for people who want things to just work and don’t have time to untangle a mess later.
Let’s break down how to actually connect Keap with your CRM, what to automate, and what to skip. No hype, no hand-waving—just clear steps to get your systems talking.
Why Integrate Keap with Your CRM?
First, let’s be clear: Keap is a CRM, but it’s not the only one out there. Maybe you’re using HubSpot, Salesforce, Zoho, or something more niche. Lots of businesses end up with Keap plus another CRM because:
- Teams have different needs (marketing vs. sales).
- You’re migrating but stuck in limbo.
- Legacy data or features Keap doesn’t cover.
If you’re in this boat, integrating can:
- Cut down on double-entry (no more copying/pasting contacts).
- Keep your sales and marketing in sync.
- Automate follow-ups and deal updates.
But—don’t integrate just for the sake of it. If you rarely touch one system, it might be time to phase it out instead of wiring everything together.
Step 1: Map Out What Data Actually Needs to Sync
Before you even touch settings, get a pen and paper (or, fine, a Google Doc). Draw up:
- Which data needs to move? (Contacts, deals, tags, notes, custom fields?)
- How often? (Real-time, hourly, daily? Most folks overdo this—slower syncs usually work fine.)
- Which direction? (Keap → CRM, CRM → Keap, or both?)
Pro tip: Don’t sync everything. More data = more headaches (duplicates, errors, field mismatches). Start with the basics: contacts and deals.
Step 2: Check for Pre-Built Integrations
Here’s the honest truth: the easiest path is using a pre-built integration. Keap has native integrations with some platforms, and the big CRMs usually have a marketplace.
- Start at Keap’s own app marketplace and your other CRM’s integration directory.
- Look for official add-ons or third-party tools (like Zapier, Make, or PieSync).
If you find a mature, well-reviewed connector, you’ll save yourself a world of pain.
What’s Worth Paying For?
- Ongoing support. If something breaks, you want someone else to fix it.
- Field mapping flexibility. Being able to match custom fields is critical.
- Reliable sync (bidirectional, if needed).
Avoid connectors that haven’t been updated in a year, or that have dozens of 1-star reviews. “Free” usually means “you’re the support team now.”
Step 3: Set Up the Integration
Let’s assume you found a connector (if not, jump to Step 4).
General Steps:
- Authorize both accounts. You’ll need admin access to both Keap and your other CRM.
- Choose what syncs. Select modules (contacts, companies, deals, etc.).
- Map your fields. Match “First Name” to “First Name,” but watch for custom fields—these can trip you up.
- Set sync directions. One-way is usually simpler at first. Bidirectional syncs are possible but can cause unpredictable overwrites if you’re not careful.
- Set sync frequency. Don’t default to “instant” unless you really need it (more errors, higher costs).
- Test with a handful of records. Never hit “sync all” on day one.
Gotchas to Watch For:
- Duplicate contacts. Most integrations use email as the unique ID, but not always.
- Field mismatches. Dates, dropdowns, and phone numbers often break formatting.
- Permissions. Make sure API users have access to everything they need—otherwise, stuff just won’t move over.
Step 4: No Pre-Built Integration? Use an Automation Platform
If there’s no native connector, use an automation tool like:
- Zapier
- Make (formerly Integromat)
- Tray.io
These work by setting up “recipes”: When a new contact is added in Keap, create a contact in CRM X.
How to Set This Up:
- Create accounts on both ends.
- Connect both apps to your automation tool.
- Set your trigger: (e.g., new/updated contact in Keap).
- Set your action: (e.g., add/update contact in your CRM).
- Map fields carefully. Seriously, spend time here.
- Test. Don’t skip this.
What’s Good:
- Flexible, works with almost any app.
- Can add filters or conditions (e.g., only sync contacts with specific tags).
What’s Not:
- Can get expensive as volume grows.
- Not instant (delays of a few minutes are normal).
- More points of failure.
Step 5: Consider a Custom Integration (But Only If You Have To)
If you need complex logic, heavy customization, or are syncing tens of thousands of records, you might need a developer to build something with Keap’s API and your CRM’s API.
Warning:
This is rarely worth it for small teams. Maintenance, security, and breakage are real headaches. Only go this route if:
- You have an in-house dev who wants to own it.
- You’ve outgrown pre-built tools.
- You’re syncing high volumes or need custom workflows.
Step 6: Automate the Stuff That Matters (and Ignore the Rest)
It’s tempting to automate everything, but most teams only need:
- Contact syncing: New leads and updates flow between systems.
- Deal/opportunity syncing: Sales stages or deal notes are shared.
- Tag/segment syncing: Useful if you’re running campaigns in Keap based on CRM status.
Skip syncing:
- User records (unless multiple teams truly need this).
- Email history (high risk of errors; rarely worth it).
- Attachments/files (these almost always break).
Reality check:
If you try to sync every field, you’ll spend more time fixing things than you save. Start simple, expand later.
Step 7: Monitor, Maintain, and Adjust
Integrations aren’t “set and forget.” You will need to:
- Check sync logs weekly at first, then monthly.
- Watch for errors (duplicates, missing data, API limits).
- Update field mappings if your business process changes.
- Test after CRM or Keap updates—integrations break more often than vendors admit.
Pro tip:
Have one person in charge of integration health. If “everyone” owns it, no one does.
FAQs and Honest Takes
Is syncing real-time worth it?
Usually not. Most teams do fine with hourly or daily updates, unless you’re in high-velocity sales.
Will this replace manual work?
Mostly, yes, but someone still needs to check for errors and fill in gaps.
Does this fix bad data?
Nope. Garbage in, garbage out. Clean your lists before integrating.
What about GDPR or privacy?
Syncing data between apps could mean you’re duplicating sensitive info. Make sure you actually need to.
Keep It Simple and Iterate
The best integrations are the ones you barely notice. Start by syncing only what you need, with as few moving parts as possible. Test with a handful of records, automate your biggest pain points, and ignore “nice to have” until the basics are solid. If something feels too complicated, it probably is.
Don’t chase perfection—get your systems talking, then tweak as you go. That’s how you actually save time, instead of swapping one headache for another.