How to integrate Mailreef with your existing CRM system

Want to send better emails from your CRM without duct-taping half a dozen tools together? This guide is for you. I’ll walk you through connecting Mailreef to your existing CRM—no fluff, no hype—just practical steps to get your emails flowing and your sanity intact.

Whether you’re in sales, support, or just tired of clunky email workflows, this is the playbook for getting Mailreef running with your current system (without breaking what already works).

Step 1: Know What You’re Dealing With

Before you dive in, get clear on two things: - What is Mailreef? Mailreef is an email automation tool. It helps you send, track, and manage emails from your CRM, with features for scheduling, templates, and analytics. Think of it as the “send smarter, not harder” option. - What CRM are you using? Not all CRMs play nice with every tool. Salesforce, HubSpot, Zoho, Pipedrive, and even some custom setups—each has quirks.

Pro tip: Write down your CRM’s version, any add-ons, and whether you’re cloud-based or on-premise. You’ll thank yourself later.

Step 2: Check Integration Options

Let’s keep this honest: sometimes integration is plug-and-play, but often it’s not. There are three common scenarios:

1. Native Integration

Some CRMs have a built-in Mailreef connector or app. These are usually the least painful.

  • Check the CRM’s “App Marketplace” or “Integrations” section.
  • Search for “Mailreef.”
  • If it’s there, read the reviews and documentation. Sometimes “native” means “barely works”—don’t just trust the marketing.

2. API or Webhooks

If there’s no pre-built integration, you might need to use APIs or webhooks.

  • Mailreef API: See if Mailreef offers an API for sending/receiving data. Most modern tools do.
  • CRM API: Your CRM almost certainly has one.
  • You’ll likely need a developer, or at least someone handy with Zapier or Make.com.

3. Third-Party Tools (e.g. Zapier, Make)

If you’re not a coder, these platforms can bridge the gap.

  • Check if Mailreef is available as an app on Zapier or Make.
  • See what triggers and actions are supported (e.g., “Send email when contact is added”).
  • Some steps might be clunky—double-check what data actually syncs.

What to ignore: “Universal connectors” that promise everything with zero setup. They rarely deliver.

Step 3: Prepare Your Accounts

You’ll need admin access to both Mailreef and your CRM. If you’re not the admin, rope them in now—waiting until the last minute only slows things down.

  • Mailreef: Set up your account, and make sure you’re on a plan that allows integrations (some tools hide this behind a paywall).
  • CRM: Make sure you can add integrations or manage API keys.

Heads up: If your CRM is self-hosted or highly customized, you might run into extra hurdles (firewalls, old versions, etc.). Factor in extra time.

Step 4: Map Out Your Workflow

Don’t skip this—otherwise you’ll automate chaos.

  • What are you actually trying to do?
  • Send a welcome email when a lead is added?
  • Trigger follow-ups automatically?
  • Log email activity in the CRM?
  • Who needs to see or use these emails?
  • What data needs to flow back and forth? (e.g., names, custom fields, tags)

Sketch this on a piece of paper if you have to. It’s way easier to fix on paper than after you’ve set up 20 automation steps.

Step 5: Set Up the Integration

Let’s dive into the actual connection. Your exact steps will vary, but here’s how it usually goes:

If Using a Native Integration

  1. Install the Mailreef app from your CRM’s marketplace.
  2. Authenticate: Log in with your Mailreef credentials and approve permissions.
  3. Configure settings: Pick what triggers emails (e.g., new contact, deal closed), and what templates to use.
  4. Test: Add a dummy contact and see if the email goes out. If not, check logs or error messages.

If Using API/Webhooks

  1. Get API keys from both Mailreef and your CRM.
  2. Set up endpoints: Define what events in the CRM should trigger Mailreef (e.g., new lead, tag applied).
  3. Map fields: Make sure the data your CRM sends matches what Mailreef expects (e.g., “First Name” vs “first_name”).
  4. Write/test scripts, or use a tool like Postman for testing.
  5. Monitor errors: APIs can be fussy. Watch for mismatched fields or permissions issues.

If Using Zapier or Make

  1. Create a new zap (or scenario).
  2. Connect your CRM and Mailreef accounts.
  3. Set the trigger (e.g., “New Contact in CRM”).
  4. Set the action (e.g., “Send Email via Mailreef”).
  5. Test it. Seriously, don’t skip this—test with real-ish data.
  6. Set up error handling: Zapier can email you if something fails. Enable this.

Pro tip: Test every edge case (e.g., missing email addresses, duplicate contacts). Automation loves to break in weird ways.

Step 6: Tweak, Test, and (Actually) Use It

Don’t assume it’s set-and-forget. Here’s what to check:

  • Are the right emails being sent? Not just “some” emails—the right ones, to the right people.
  • Is the data correct in both systems? Look for missing fields, wrong names, or weird formatting.
  • Can you track results? If Mailreef offers analytics, make sure you can see opens/clicks from CRM-triggered emails.
  • Are you annoying your contacts? If people get duplicate or irrelevant emails, you’ll burn trust fast.

What to ignore: Fancy dashboards or charts that don’t actually help you improve. Focus on what’s working (or not).

Step 7: Train Your Team (and Yourself)

It’s no good if you’re the only one who knows how it works.

  • Document the steps. Screenshots, bullet points, whatever—just make sure someone else could follow along.
  • Run a quick training session or record a short video for your team.
  • Show how to troubleshoot basic issues (like what to do if an email doesn’t send).

What Works, What Doesn’t, and What to Watch Out For

  • Works well: Triggering standard emails (welcome, reminders) when new records are added in your CRM. Automating boring stuff.
  • Can be tricky: Syncing custom fields or handling two-way data (e.g., writing email activity back to the CRM). APIs don’t always line up.
  • Doesn’t work: Expecting a “magic” integration that knows exactly what you want out of the box. You’ll need to tune it.
  • Watch out for: Rate limits, duplicate emails, and permissions issues. These are integration killers.

Honest take: Most integration headaches come from mismatched expectations or skipping the mapping/planning step. Take your time upfront.

Keep It Simple, Iterate, and Move On

Don’t try to automate everything on day one. Start with one or two high-impact workflows, see if they actually save you time, and expand from there. Integration isn’t magic—it’s a tool to make your life easier, not busier.

If you get stuck, step back and ask: what’s the smallest thing I can automate that would really help? Do that first. The rest can wait.