Ever get that sinking feeling when you realize your CRM and your email tool don’t talk to each other? You’re not alone. If you’re tired of exporting CSVs, chasing down missing contacts, or just want stuff to work without babysitting it, you’re in the right place.
This guide walks you through integrating Postdrips with your CRM so your data stays up to date, your team doesn’t miss a beat, and you spend less time wrestling with “sync failed” errors. I’ll skip the fluff and tell you what works (and what doesn’t), whether you’re using HubSpot, Salesforce, Pipedrive, or something else.
Who should read this
- Marketers and sales folks who want campaigns and contact info in sync
- Ops people tired of cleaning up duplicate records
- Anyone evaluating Postdrips and wondering if it’ll play nice with their stack
Technical skills: You don’t need to code, but you do need admin access to both tools and a willingness to poke around in settings.
Step 1: Map Out What You Actually Need to Sync
Before you click any integration buttons, stop and think. Most people try to sync everything, then wonder why their CRM is full of garbage or their emails are going to the wrong people.
Ask yourself:
- What data really needs to flow between Postdrips and your CRM? (Contacts, email opens, campaign activity, custom fields?)
- Is it a one-way sync (CRM → Postdrips, or vice versa), or do you want changes in either tool to update the other?
- How often does it need to sync? (Real-time, daily, or is “every Monday” good enough?)
- Are there fields you need to exclude? (Sensitive info, internal notes, etc.)
Pro tip:
Start small. Sync just contacts or leads first. If all goes well, add more data later. Overcomplicating things right away is how integrations turn into nightmares.
Step 2: Check Your CRM’s Integration Options
Not all CRMs are created equal. Some have direct Postdrips integrations; others need a little help.
Direct integrations:
- HubSpot, Salesforce, and Pipedrive often have built-in connectors or official Postdrips apps.
- These are usually in the “Integrations” or “Apps” marketplace of your CRM.
Indirect integrations:
- If there’s no native connector, look at middleware like Zapier, Make (formerly Integromat), or custom webhooks.
- Check if your CRM supports API access. If yes, you usually have more options, but it might get technical.
What to ignore:
- “Pre-built integrations” offered by random third-parties can be buggy or outdated. Stick to official channels or trusted middleware.
- Don’t waste time on integrations that only sync one-way if you really need two-way updates.
Before moving on:
Confirm you have admin rights in both tools. Integrations usually won’t let you finish setup otherwise.
Step 3: Connect Postdrips and Your CRM
Here’s where the rubber meets the road. I’ll keep it general, since every CRM looks a little different.
If your CRM has a native Postdrips integration:
- Find the integration settings
- In your CRM, look for “Integrations,” “Apps,” or “Connected Apps.”
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Search for “Postdrips.” Click to start the setup.
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Authenticate both accounts
- You’ll be prompted to log in to both your CRM and Postdrips. Use admin credentials.
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Grant permissions. Yes, it feels weird, but the integration can’t work without some level of access.
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Choose what to sync
- Map fields: Align CRM fields (Name, Email, Company) to the right fields in Postdrips.
- Select sync direction: CRM → Postdrips, Postdrips → CRM, or both.
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Set sync frequency (real-time, hourly, daily).
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Test with a small batch
- Don’t sync your entire database first. Select a small group or create test records.
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Watch for errors, duplicates, or missing fields.
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Turn on full sync
- Once you’re sure it works, enable syncing for all relevant records.
If you’re using middleware (Zapier, Make, etc.):
- Create a new “Zap” or scenario
- Choose your CRM as the trigger app (e.g., “New Contact in HubSpot”).
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Set Postdrips as the action (e.g., “Add Subscriber to Campaign”).
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Map fields carefully
- Double-check email addresses, names, and any custom fields you care about.
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Skip fields you don’t need. More data ≠ better data.
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Test the automation
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Run a few test contacts through. Check both tools to make sure the data lands where you expect.
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Turn it on and monitor
- Let it run for a day or two before scaling up.
A word of warning:
Middleware is handy, but it adds another point of failure. If something breaks, you’re troubleshooting three systems (CRM, Postdrips, and the middleware tool).
Step 4: Set Up Field Mapping and Sync Rules
This is where things usually go sideways. Field mapping sounds simple, but mismatched or missing fields are the #1 cause of botched syncs.
What to focus on:
- Standard fields: Name, Email, Company, Phone. These should line up one-to-one.
- Custom fields: If you have custom stuff (“Lead Score,” “Favorite Snack”), you’ll need to manually match these. Not every tool will support every field type.
- Data formats: Dates, dropdowns, and multi-select fields are where things break down. Make sure formats match (YYYY-MM-DD vs. MM/DD/YYYY, for example).
Pro tip:
Don’t try to sync every field. The more data you sync, the more likely you are to hit issues. Only map what you’ll actually use in campaigns or reporting.
Sync rules:
- Decide what should happen if a record changes in both systems (last update wins, or CRM is the “source of truth”?).
- Set rules for new vs. existing contacts (update, skip, or create duplicates?).
Step 5: Monitor, Test, and Troubleshoot
You’re not done when you click “Sync.” Integrations break. Here’s how to keep things running smoothly:
- Check for errors: Most integrations have a sync log. Look for failed records, duplicates, or skipped entries.
- Spot check records: Periodically pick a few contacts and make sure data matches in both tools.
- Set up alerts: Some tools let you get notified if a sync fails. Use this—don’t rely on “no news is good news.”
- Clean up duplicates: If you see the same contact twice, review your sync rules and deduplication settings.
- Update integrations as your stack changes: Add new fields or change workflows? Update your mapping.
What to ignore:
- Don’t obsess over one-off sync failures. They happen. Worry if you see patterns or large numbers of failures.
Real Talk: What Works, What Doesn’t
What actually works: - Native integrations (when available) are usually the least painful. - Middleware is flexible, but more moving parts = more troubleshooting. - Less is more: Sync fewer fields, and you’ll have fewer headaches.
What doesn’t: - Trying to sync absolutely everything (especially custom fields) out of the gate. - Ignoring sync logs—problems pile up fast if you’re not watching. - Assuming every field will map 1:1. There’s always something weird.
Stuff to skip: - Overly complex workflows that involve multiple tools before you have the basics working. Get the core sync right first.
Keep It Simple, Iterate, and Don’t Be Afraid to Pause
Integrating Postdrips with your CRM isn’t magic—it’s a process. Start small, sync only what you need, and watch things closely for a week or two. If something breaks, don’t panic. Disable the sync, fix your mapping or rules, and try again.
Most “seamless” integrations are only seamless if you keep them simple. Iterate as your needs change. Don’t feel bad if you have to backtrack. The goal isn’t perfection—it’s a system that saves you time and keeps your team in sync. That’s it.