If you’re reading this, you’re probably tired of copying data between tools, or you just want your CRM and Letterfriend to talk to each other without breaking. This guide is for folks who need their mailing automation and customer data in sync—without the headaches or the fluff.
Let’s get into how to actually connect Letterfriend to your CRM, what’s worth your time, what’s not, and how to sidestep the usual pitfalls.
Why Connect Letterfriend to Your CRM?
You probably already know this, but let’s be clear: integrating your CRM with Letterfriend means no more manual CSVs, less data rot, and more reliable mail campaigns. It’s about saving time and avoiding embarrassing mistakes (like sending a “Welcome!” letter to someone who unsubscribed months ago).
But, not all integrations are created equal. Some are smooth; others are duct tape and hope. Here’s how to get it right.
Step 1: Check Your CRM’s Integration Options
Before you even touch Letterfriend, figure out what your CRM actually supports. Some CRMs have built-in integrations with Letterfriend, some use connectors like Zapier or Make, and some… well, you’re stuck with exports and imports.
What to look for: - Official Letterfriend integration (rare, but ideal) - Supported by Zapier, Make, or similar automation tools - API access for custom setups - Webhooks (if you’re technical)
Pro tip:
If your CRM is some homegrown Frankenstein or an old-school on-premise system, integration could be a pain. Check the documentation and see if anyone’s done it before—Google “[Your CRM] and Letterfriend integration” to spot gotchas.
Step 2: Set Up Letterfriend for Integrations
Inside your Letterfriend dashboard, look for “Integrations” or “API.” If you’re using a team account, you might need admin access.
Do this: - Generate an API key or token - Note any rate limits (some plans throttle calls) - Check the docs for required fields (address formats, required tags, etc.)
What to ignore:
Don’t bother with every field Letterfriend offers unless you actually use it. Start with the basics (name, address, maybe a unique ID) and expand later. Overcomplicating things on day one is a fast way to get stuck.
Step 3: Choose Your Integration Path
You’ve got a few choices here, and which one you pick depends on your CRM and your tolerance for tinkering.
Option A: Use a Native or Pre-Built Integration
Some CRMs (think HubSpot, Salesforce, Zoho) may have a Letterfriend integration in their app marketplace.
- Pros: Easiest setup, usually supported, less maintenance
- Cons: Limited customization, sometimes missing features
How to do it: 1. Install the Letterfriend app/plugin in your CRM 2. Authenticate with your Letterfriend API key or login 3. Map fields (double-check name/address mapping—this is where most syncs break) 4. Test with a few dummy contacts before flipping the switch
Option B: Go Through Zapier, Make, or Similar
For most folks, this is the sweet spot: flexible, no code, but not too fragile.
- Pros: Works with almost any CRM, easy setup, lots of triggers/actions
- Cons: Can get expensive if you sync lots of data, sometimes lags
How to do it: 1. Sign up for Zapier (or Make, or Pabbly, etc.) 2. Set up a new zap/scenario: “When a new contact is added to CRM, send to Letterfriend” 3. Connect your CRM and Letterfriend accounts 4. Map the fields (again: double-check address formats) 5. Add filters (e.g., only sync if the contact has a physical address) 6. Test with a few records
Pro tip:
Watch out for duplicate triggers if you’re syncing both ways (CRM → Letterfriend and Letterfriend → CRM). You can end up in an infinite loop if you’re not careful.
Option C: Custom Integration via API
If you love a challenge (or have a dev team), go direct.
- Pros: Total control, can handle weird workflows, best for scale
- Cons: Dev time, maintenance, you’ll be on the hook if something breaks
How to do it: 1. Read both APIs’ docs (Letterfriend and your CRM) 2. Set up authentication (usually OAuth or API key) 3. Write a script or use an integration platform (like n8n or Tray.io) 4. Build your sync logic: - Trigger on new/updated contacts - Map fields, handle errors - Log success/failure (debugging will save your life) 5. Set up error alerts (email, Slack, etc.) 6. Schedule regular syncs or use webhooks for real-time updates
Don’t bother custom-building if you don’t really need it. Start simple—upgrade later if you hit real limits.
Step 4: Field Mapping (Don’t Skip This)
This is where most integrations go sideways. Field names rarely match up exactly between systems.
Checklist: - Name: Broken into first/last, or one field? - Address: Watch for multi-line addresses, country codes, zip/postal formats - Unique ID: Use one if you want to avoid duplicates - Custom fields: Do you actually need them synced, or is that just nice-to-have?
Honest take:
The cleaner your source data, the smoother your sync. Garbage in, garbage out. If your CRM is full of messy addresses or half-completed fields, fix that first.
Step 5: Test With Real Data (But Not ALL Your Data)
Run a small batch—like 5-10 real contacts. Check:
- Do the right fields show up?
- Any weird characters or broken addresses?
- Are opt-outs and unsubscribes respected?
- Does Letterfriend accept the data, or are you seeing errors?
If something’s off, don’t brute-force it. Pause and fix. Don’t just “set and forget” at this stage.
Step 6: Schedule Your Syncs (or Go Real-Time)
Now decide: do you want instant syncs or nightly batches?
- Real-time: Great if you need up-to-the-minute accuracy. More API calls, more chance for rate limits.
- Batch: Lower stress, easier to debug. If you’re sending physical mail, a few hours’ delay probably isn’t fatal.
Pro tip:
Start with daily or hourly syncs unless you really need instant updates. Real-time can sound cool but adds complexity and is rarely necessary for mailing.
Step 7: Monitor, Maintain, and Iterate
Integrations break. APIs change. CRMs update. Don’t trust it blindly.
- Set up error notifications (email, Slack, etc.)
- Check logs weekly, at least for the first month
- Watch for duplicates or missed records
- Regularly review your field mapping if your CRM evolves
If you start small and build up, you’ll avoid most disasters.
What to Ignore (For Now)
- Syncing every possible field: Start with the essentials. You can always add more later.
- Two-way syncs unless you need them: They’re double the headache, prone to loops.
- Building custom dashboards: Stay focused on getting data flowing first.
- Chasing “AI-powered” integration features: Most of these just add complexity and rarely help with basic sync.
Summary: Keep It Simple, Iterate as You Go
Connecting Letterfriend to your CRM isn’t rocket science, but it’s also not magic. Start with a clear goal, use the simplest integration that works, and don’t overthink the first version. Once you’ve got the basics down, you can always tweak and expand.
Most problems come from trying to do too much, too soon. Get the essentials syncing smoothly—then build from there.