If you’re tired of juggling leads between your CRM and your outreach tool, you’re not alone. Manual imports, copy-pasting contact info, forgetting to update lead status—these are all recipes for lost deals and wasted time. This guide is for sales teams, founders, and anyone who wants to stop babysitting their lead pipeline and start automating the boring stuff. You’ll learn how to get Quickmail talking to your CRM—without a headache.
Why bother integrating Quickmail with your CRM?
Let’s get right to it:
- No more duplicate data entry. Update a lead in one place, and it syncs everywhere.
- Track everything. See every email, reply, and follow-up—right inside your CRM.
- Better hand-offs. Sales and marketing stay on the same page (literally).
- Less stuff falls through the cracks. Automation catches what humans miss.
But here’s the catch: not all CRMs play nice with Quickmail out of the box. Some integrations are simple; others need some duct tape (aka Zapier or Make). This guide covers both.
Step 1: Know your tools
Before you start, get clear on:
- Which CRM are you using? (HubSpot, Pipedrive, Salesforce, Copper, etc.)
- What do you want to sync? (Contacts, deals, email activity, notes?)
- Why are you integrating? If you just want to blast emails, you might not need a full integration. If you want real lead management, it’s worth the setup.
Pro tip: Not all CRMs support the same level of integration. Some have native connectors; others require third-party tools.
Step 2: Check for native integrations
First, see if Quickmail offers a direct integration with your CRM. As of early 2024, here’s the honest rundown:
- HubSpot: No direct integration, but possible via Zapier or Make.
- Pipedrive: No native connector, but Zapier/Make work fine.
- Salesforce: No out-of-the-box option. You’ll need third-party automation.
- Copper, Close, Zoho: Same story—third-party tools.
If your CRM isn’t listed in Quickmail’s integration settings, you’re probably looking at using an automation platform.
Step 3: Pick your integration method
There are three main ways to connect Quickmail with your CRM:
1. Zapier (or Make/Integromat)
- Best for: Most users. Easy setup, lots of flexibility.
- How it works: Set up “Zaps” (triggers and actions) that move info between Quickmail and your CRM automatically.
- Drawbacks: Can get expensive at scale. Occasional sync lags.
2. API integration
- Best for: Teams with dev resources. Offers the most control.
- How it works: You (or your developer) use Quickmail’s and your CRM’s APIs to build a custom sync.
- Drawbacks: Takes time, needs ongoing maintenance.
3. Manual CSV import/export
- Best for: Small teams, or those who don’t need real-time sync.
- How it works: Export contacts from one tool, import them into the other. Rinse and repeat.
- Drawbacks: Tedious. Easy to make mistakes. Not recommended unless you have no other choice.
Bottom line: Unless you have a developer itching for a project, Zapier or Make are your friends.
Step 4: Map your data
Don’t skip this. If you don’t tell Zapier what fields to sync, you’ll end up with a mess—missing last names, notes in the wrong place, leads doubled up.
Decide: - Which Quickmail fields align with your CRM fields? - What’s your unique identifier? (Usually email address.) - Do you need two-way sync, or just one-way?
Example mapping:
| Quickmail Field | CRM Field | |-------------------|-----------------| | First Name | First Name | | Last Name | Last Name | | Email | Email | | Campaign Name | Lead Source | | Reply Detected | Status/Activity | | Notes | Notes |
Pro tip: Keep field names simple and consistent. Weird naming now = confusion later.
Step 5: Set up your integration (Zapier example)
Here’s how to connect Quickmail to your CRM using Zapier. This is the method that works for most people, most of the time.
1. Create your Zapier account
- Sign up at zapier.com if you haven’t already.
2. Choose your trigger
- Search for “Quickmail” in the Zapier app directory.
- Pick your trigger event:
- New Lead Created
- Lead Replied
- Campaign Finished, etc.
3. Connect your Quickmail account
- Zapier will ask for your Quickmail API key. Find it in Quickmail under Settings > API.
- Paste it into Zapier.
4. Choose your action app (your CRM)
- Search for your CRM (e.g., HubSpot, Pipedrive).
- Pick the action you want:
- Create/Update Contact
- Add Note
- Update Deal Stage, etc.
5. Map your fields
- Use the mapping you set up earlier.
- Double-check: Is email going into the email field? Are notes showing up where you want them?
6. Test your Zap
- Zapier lets you run a test. Use it. Catch mistakes before they go live.
7. Turn it on
- Once you’re happy, turn on your Zap. Time to automate.
Step 6: Handle two-way sync (if you need it)
If you want updates from your CRM to flow back to Quickmail (for example, when a lead’s status changes), you’ll need to set up a second Zap going the other direction.
- Trigger: New/Updated Contact in your CRM.
- Action: Update Lead in Quickmail.
Caution: Two-way sync can get messy—watch out for infinite loops (Zapier triggering itself over and over). Most people stick to one-way sync to keep things sane.
Step 7: Test, monitor, and tweak
Don’t trust that everything will “just work.”
- Start with a handful of test leads. See where they end up, check for duplicates, and make sure data lands in the right fields.
- Check for errors in Zapier. Zapier logs failed runs—fix these before scaling up.
- Ask your team for feedback. Are they seeing what they need in the CRM? Is anything missing or confusing?
Pro tip: Schedule a monthly check-in. Fields change, workflows evolve, and what worked last quarter might break next week.
What to ignore (for now)
- Custom code, unless you have serious needs. Most teams waste time on complex API builds when Zapier will do.
- Syncing every field. Just sync what you need. Less is more.
- Real-time perfection. A five-minute sync delay is fine for 99% of use cases.
Honest pros and cons
What works: - Zapier and Make handle the basics well. - Most CRMs support the essential Zapier actions.
What doesn’t: - No native, deep, two-way syncs. You still need to think about workflows. - Occasional Zapier sync hiccups—especially if you’re on the free plan. - Large teams or high-volume accounts may hit API or Zapier limits.
What to watch out for: - Duplicates if you’re not careful with your mapping. - Out-of-date fields if someone updates data in the “wrong” system.
Wrapping up: Keep it simple, tweak as you go
Don’t aim for the “perfect” integration on day one. Get the basics working—leads, key fields, replies—then add bells and whistles if you really need them. The goal here is less busywork, not more. If you find yourself debugging field mappings for hours, take a step back. Automate what matters, ignore the rest, and keep iterating as your process changes.