If you're tired of copy-pasting quotes, chasing down approvals, or losing deals to clunky sales processes, this one's for you. Integrating Quoter with your CRM can actually save you time—if you do it right. This guide walks you through the how (and the gotchas) so you can get back to selling, not fiddling with software.
Why bother integrating Quoter with your CRM?
Let’s be blunt: Sales tools are supposed to make your life easier, not give you more to manage. Quoter is solid for creating and sending quotes fast, but if it doesn’t play nicely with your CRM (think HubSpot, Salesforce, Pipedrive, etc.), you’re left patching things together. That means:
- Double entry (ugh)
- Out-of-date contact info
- Quotes slipping through the cracks
- Reporting that’s basically guesswork
A good integration keeps your data in sync, speeds up follow-ups, and lets you automate boring stuff like quote approvals. But “integration” means different things depending on your tools—sometimes it’s plug-and-play, sometimes it’s a weekend project.
Step 1: Figure out what you actually need from the integration
Before you start clicking buttons, map out what you want Quoter and your CRM to do together. Otherwise, you’ll set up something that looks cool but doesn’t actually help.
Ask yourself (and your team):
- Do you want quotes to show up as deals/opportunities in your CRM?
- Should customer info update automatically in both tools?
- Is it enough to just attach PDFs, or do you want full quote data synced?
- Do you need to trigger workflows (like tasks or emails) based on quote status?
- Who actually uses each tool—and do they need access to both?
Pro tip: Write down your “must-haves” and “nice-to-haves.” You’ll need this list in a minute.
Step 2: Check which integrations exist (and what they really do)
Quoter offers direct integrations with some CRMs—like HubSpot, Salesforce, and Pipedrive. Others might require a third-party connector (Zapier, Make, etc.), or worst case, some custom API work.
Here’s what you should look for:
- Native integrations: These are built by Quoter (or your CRM) and tend to be the least painful. But don’t assume “integration” means everything syncs—read the fine print.
- Third-party connectors: Tools like Zapier can bridge the gap if there’s no direct integration, but they add another moving part (and sometimes, another bill).
- Custom API connections: Only go here if you have a developer handy, or really unique needs.
Reality check: Even native integrations often have gaps. For example, maybe you can sync quote PDFs, but not line-item data. Or maybe updates only go one way. Make sure the integration does what you need, not just what’s on the sales page.
Step 3: Set up the integration (the right way)
Assuming your CRM is supported natively, here’s the typical workflow. If you’re using Zapier or APIs, the steps are similar—just with more screens.
3.1. Connect your CRM account to Quoter
- Log into Quoter, go to Settings > Integrations.
- Find your CRM (e.g., HubSpot, Salesforce).
- Click “Connect” and log in with your CRM credentials.
- Authorize the connection.
Heads up: You’ll need admin rights in both tools. If you’re not the admin, now’s the time to bribe them with coffee.
3.2. Choose what data to sync
Most integrations let you pick:
- What gets pushed: Contacts, companies, deals, quotes, etc.
- When it happens: Every time a quote is created? Only when it’s accepted?
- Which fields: Sometimes you can map custom fields—sometimes you can’t.
Pro tip: Start simple. Sync the basics (contacts, deal status, quote PDFs), test it, and then get fancy with custom fields.
3.3. Map your fields
This is where things get tedious—but skipping it will haunt you later.
- Match up Quoter fields to CRM fields (e.g., “Customer Email” to “Email”).
- Double-check how multi-line items, taxes, or discounts are handled.
- If your CRM uses custom fields, make sure Quoter can see them—and vice versa.
Watch out for: - Field mismatches (e.g., phone numbers in the wrong format) - Required fields in your CRM that aren’t in Quoter - Data that syncs one-way only (so updates in your CRM don’t flow back to Quoter)
3.4. Set up triggers or automations (if you want them)
- Want a deal to be created automatically in your CRM when a quote is sent or accepted? Set it up here.
- Some integrations let you trigger tasks or emails—test these carefully so you don’t spam your team.
- If using Zapier or Make, build your “Zaps” or “Scenarios” to automate these steps.
Reality check: Automation is great, but overdo it and you’ll end up with a mess. Start with one or two key triggers and see how it feels.
3.5. Test everything—don’t skip this
Run through a few scenarios:
- Create a new quote for a test contact
- Accept/reject the quote
- Update the contact info in Quoter and see if it syncs to the CRM (and vice versa)
Pay attention to:
- Data accuracy (are fields correct?)
- Timing (is there a delay?)
- Permissions (who can see what?)
Pro tip: Use fake data for testing, so your real sales pipeline doesn’t get junked up.
Step 4: Train your team (and update your process)
A fancy integration is useless if your team doesn’t use it right. Once everything is set up, show people:
- How to create quotes from the CRM (if supported)
- What info gets synced automatically vs. what needs to be entered manually
- Where to find quotes in both Quoter and the CRM
- How to handle errors or weird edge cases
Don’t assume people will just “figure it out.” A 15-minute walkthrough now saves hours of cleanup later.
Step 5: Watch for weirdness (and tweak as you go)
Even good integrations get glitchy. Common issues:
- Duplicate contacts or deals
- Stale data that doesn’t update (especially on one-way syncs)
- Quotes that don’t attach properly in the CRM
- Automations that go haywire (sending too many emails, creating duplicate tasks, etc.)
What to do:
- Review synced records weekly for the first month.
- Ask your team to flag anything odd.
- Be ready to adjust field mappings or triggers—nothing’s set in stone.
What not to waste time on
- Over-customizing from day one: Get the basics working, then iterate.
- Syncing every single field: You’ll end up with more clutter than insight.
- Trying to make Quoter do everything: It’s for quoting, not for running your entire sales process.
Pro tips for a smoother integration
- Keep it simple: The more moving parts, the more that can break.
- Document your setup: Take screenshots or write down your field mappings. Future you (or your successor) will thank you.
- Limit who can tinker: Too many admins = accidental chaos.
- Revisit your setup quarterly: Needs change, so should your integration.
Wrapping up
Getting Quoter and your CRM to work together isn’t magic, but it can save you a ton of time if you set it up thoughtfully. Don’t chase every shiny automation—get the basics right, make sure your team’s on board, and improve things as you go. Simple, reliable, and just enough automation to take the grunt work out of sales—that’s the sweet spot.