If you’re tired of wrestling with spreadsheets, double-entry, or worse—outdated CRM data—this guide is for you. We’ll walk through connecting Quantified to your CRM so your team spends less time managing data and more time actually using it. No fluff, just what works, what to watch out for, and how to keep it simple.
Why bother syncing Quantified with your CRM?
Let’s be real: CRMs are only as good as the data you put in. If your sales, support, or product usage data lives in Quantified but never makes it into your CRM, your team is flying blind. Integrating the two means: - No more manual updates or copy-paste mistakes. - Everyone’s on the same page, whether they’re in sales, support, or ops. - You can actually trust your reporting and automations.
That said, integrations can be a headache if you don’t plan ahead. Let’s get into it.
Step 1: Get Clear On What Data You Actually Need
Before you even touch a settings menu, figure out: - What do you want to sync? (Contacts, activity logs, usage metrics, custom fields?) - How often should it sync? (Real-time is great, but is it necessary?) - Who owns the data? (Who’s responsible if something goes wrong?)
Pro Tip: Start with the bare minimum. It’s way easier to add fields later than untangle a mess.
Step 2: Check Integration Options (And Don’t Trust the Marketing)
Quantified offers different ways to connect with CRMs—but not every method is created equal, and “seamless” doesn’t always mean “painless.” Here’s what you’ll usually find:
- Native Integrations: Some CRMs (like Salesforce, HubSpot, or Zoho) might have a direct Quantified integration. These are usually easiest, but can be limited or cost extra.
- Zapier, Make, or Other No-Code Tools: Good for basic needs. Watch out for syncing delays and limits on complex mapping.
- API or Custom Scripts: The most flexible—and the most work. Only go this route if you have dev resources.
Watch out for:
- Hidden costs (extra fees for integrations or API access).
- Data limits (daily sync caps, field mapping restrictions).
- “Two-way sync”—check if it really updates both systems or just pushes data one way.
Step 3: Prep Your CRM (Clean Up First!)
Garbage in, garbage out. Syncing a mess just gives you a bigger mess. Take a little time to: - Remove duplicate contacts and stale records. - Standardize fields (e.g., “Phone Number” vs. “Mobile” vs. “Cell”). - Make sure your user permissions are set up—nobody loves a sync that overwrites the CEO’s contacts.
If you’re planning custom fields, set them up now so the integration doesn’t hiccup later.
Step 4: Set Up the Connection
Here’s the meat of it. Steps will vary by platform, but the basics look like this:
If there’s a native integration:
- Find the integration settings in Quantified or your CRM. Usually under “Integrations” or “Connected Apps.”
- Authenticate: You’ll need admin access on both platforms. Expect to log in and approve permissions.
- Map your fields: Decide which Quantified fields go where in the CRM. Don’t just accept the defaults—double-check that everything lines up.
- Set sync direction and frequency: Is this a one-way push (Quantified → CRM), or do you need changes to flow both ways?
- Test with a small batch: Run a sync on a handful of records and check the results in your CRM before going all-in.
If using Zapier, Make, or similar:
- Create a new Zap (or scenario).
- Set Quantified as the trigger: E.g., “New Activity in Quantified.”
- Choose your CRM as the action: E.g., “Create/Update Contact in Salesforce.”
- Map fields carefully: No, seriously—take your time here.
- Test the Zap: Run a sample and check for weird formatting or missing data.
- Turn it on, then monitor for errors.
If going the API route:
- Read the docs—twice.
- Start with a test environment, not your live data.
- Build in error handling and logging from day one.
- Plan for authentication/token refresh issues. They will happen.
Honest take: Unless you have a good reason, don’t start with custom code. Maintenance headaches and one-off bugs can sap your time fast.
Step 5: Set Up Rules, Filters, and Safeguards
You don’t want every single data point pouring into your CRM. Set up: - Filters: Only sync relevant records (e.g., active customers, last 6 months). - Conflict rules: What happens if data clashes? (e.g., CRM data wins, or Quantified overwrites?) - Notifications: Get alerts for failed syncs or major errors.
Some integrations offer “dry runs” or previews—use them. It’s easier to fix a field mapping now than after 10,000 records go sideways.
Step 6: Test (Don’t Skip This)
People skip this step and regret it. Here’s what to do: - Start with a handful of records. - Check for missing data, weird formatting, and duplicates. - Confirm automations (like CRM workflows or triggers) still work as expected. - Test in both directions, if you set up two-way sync.
What usually goes wrong:
- Dates in the wrong format.
- Custom fields missing or in the wrong spot.
- Duplicates (especially if emails or IDs aren’t mapped right).
Take notes—if you fix a mapping or setting, document it. You’ll thank yourself when something breaks later.
Step 7: Go Live—But Keep an Eye On It
Once you’re confident it works, roll it out to all records. But don’t walk away just yet: - Monitor for sync failures in the first days/weeks. - Spot-check random records to make sure the data still matches. - Ask your team if they notice any issues—sometimes they spot things you won’t.
Set a calendar reminder to review the sync setup every quarter. APIs change, fields get renamed, and what worked last year might not work now.
Step 8: Maintain and Adjust as You Grow
Your data and needs will change. Don’t set-and-forget: - Add or remove fields as your workflow evolves. - Update filters and rules as your customer base grows. - Stay on top of integration updates—sometimes “breaking changes” slip in with no warning.
Skip the bells and whistles:
It’s tempting to sync everything, but more isn’t always better. Stick to what’s useful. The goal is clarity, not clutter.
What Works, What Doesn’t, and What to Ignore
- Works well: Simple, native integrations; syncing only essential fields; regular monitoring.
- Doesn’t work: Throwing every data field into the CRM; skipping tests; ignoring error logs.
- Ignore: Any hype about “set-it-and-forget-it” integrations. You’ll need to check in once in a while.
Keep It Simple—And Iterate
Integrating Quantified with your CRM doesn’t have to be a slog if you start small, test carefully, and keep your setup lean. Don’t chase perfection out of the gate. Nail the basics, then add more as you see real gaps. The less you overcomplicate things, the more likely your team will actually use—and trust—the integration.