How to integrate Qwilr with your CRM for seamless workflow

If you’re tired of copying and pasting between your CRM and your sales docs, you’re not alone. This guide’s for anyone who wants to connect Qwilr to their CRM and actually save time—not create more admin headaches. Whether you’re in sales, customer success, or operations, you’ll learn how to get real value from integrating these tools, and what to watch out for along the way.

Why bother integrating Qwilr with your CRM?

Let’s set expectations. This isn’t about chasing shiny objects. Integrating your CRM with Qwilr can:

  • Cut down on data entry (no more typing in the same info twice)
  • Make proposals and quotes faster (and less error-prone)
  • Keep your team on the same page, with less back-and-forth

But integrations are only as good as the setup. A half-baked connection can just add confusion or break at the worst time. So let’s do it right.

Step 1: Figure out what you actually need

Before diving into settings and APIs, get clear on your goals. Ask yourself:

  • Do you want to auto-generate documents from CRM deals?
  • Should proposal status sync back to the CRM?
  • Do you need custom fields (like pricing, contact info) pushed into Qwilr docs?

Pro tip: Don’t integrate “just because.” Start with one or two pains you want to solve. Example: “We want reps to send proposals from Salesforce and track who’s viewed them.”

Step 2: Check compatibility and pick your integration method

Not all CRMs are created equal—especially when it comes to integrations with Qwilr.

Supported CRMs

Qwilr has direct integrations with:

  • Salesforce (the most robust)
  • HubSpot
  • Zapier (for everything else)
  • API (if you’re technical and want full control)

If you’re using something obscure, you’ll likely have to go through Zapier or the API. Check Qwilr’s docs first to avoid wasting time.

Step 3: Connect Qwilr to your CRM

Here’s how to set up the most common integrations. (If you’re using something not listed here, skip ahead to Zapier/APIs.)

A. Salesforce

  1. Go to Qwilr’s integration settings: In Qwilr, find the Salesforce integration under Settings > Integrations.
  2. Install the Qwilr app in Salesforce: Follow Qwilr’s link to the Salesforce AppExchange and add the Qwilr package.
  3. Authorize and connect accounts: You’ll be prompted to log in and approve permissions (read/write to objects like Opportunities).
  4. Map your fields: Decide which Salesforce fields (e.g., Account Name, Amount) should sync to Qwilr tokens.
  5. Test it: From a Salesforce Opportunity, try generating a Qwilr doc. Make sure data shows up correctly.
  6. Train your team: Show reps where to click and how to use the new flow.

Honest take: The Salesforce integration is powerful, but it needs careful setup. Field mapping can get messy, especially if your CRM is customized.

B. HubSpot

  1. Enable the integration in Qwilr: Go to Settings > Integrations > HubSpot and connect your accounts.
  2. Choose object types: Pick whether you want Qwilr to work with Deals, Contacts, or Companies.
  3. Set up tokens: Map HubSpot fields to Qwilr tokens for auto-fill.
  4. Add the Qwilr module to HubSpot: This lets you generate Qwilr docs directly from HubSpot records.
  5. Test with a dummy deal: Make sure the right info pulls through.

Heads up: HubSpot’s integration is easier than Salesforce’s, but it’s less customizable. If you need complex logic, you may hit limits.

C. Zapier (for everything else)

If your CRM isn’t natively supported, Zapier can connect Qwilr to almost anything.

  1. Create a Zapier account (if you don’t have one).
  2. Set your trigger: For example, “New Deal in Pipedrive.”
  3. Set your action: “Create Qwilr Page” (or similar).
  4. Map fields: Connect CRM fields to Qwilr tokens.
  5. Test the zap: Make sure it triggers and creates a Qwilr doc with the right data.
  6. Turn it on: And monitor for any early hiccups.

Reality check: Zapier is great for simple flows but not bulletproof. If you need two-way sync, error handling, or custom logic, expect to do hands-on troubleshooting.

Step 4: Set up templates and tokens in Qwilr

This is where you’ll save (or waste) the most time.

  • Create templates: Build Qwilr pages with placeholders (tokens) for every bit of info you want from the CRM—like {{ClientName}}, {{Amount}}, {{RepName}}.
  • Map tokens to CRM fields: In the integration settings, connect each token to the right CRM field.
  • Test with real data: Placeholder text is fine, but always test with actual deals/contacts to catch weird formatting issues.

Pro tip: Keep templates simple at first. Fancy layouts are tempting, but they break easier when tokens don’t line up.

Step 5: Automate (but don’t over-automate)

Once you’ve got the basics working, decide how far you want to take automation.

  • Auto-generate docs: Trigger new Qwilr docs when deals hit a certain stage.
  • Send notifications: Set up alerts in Slack or email when a doc is viewed or signed.
  • Update CRM status: For supported CRMs, sync Qwilr doc status (viewed, accepted, etc.) back to the deal.

Caution: Automation is great, until it isn’t. If things break, users may not notice until deals slip through the cracks. Always have a manual fail-safe.

Step 6: Train your team and get feedback

This is where even the best technical setup can fall apart.

  • Show, don’t just tell: Record a screenshare or run a short session walking through the new flow.
  • Document the process: A one-pager is enough—just make it easy to find.
  • Collect feedback: After a week or two, ask what’s working and what’s not. Don’t assume silence means approval.

Step 7: Maintain and tweak as you go

Integrations aren’t “set and forget.” Check in regularly:

  • Monitor for errors: Broken connections or failed syncs happen—set up alerts if possible.
  • Update field mappings: When your CRM changes, revisit your Qwilr setup.
  • Iterate: Adjust templates, tokens, and automations based on real-world feedback.

What to ignore: Don’t chase every new “integration” feature Qwilr or your CRM announces. If it doesn’t solve a pain point, skip it.

What works (and what doesn’t)

What works:

  • Direct integrations (especially Salesforce) save the most time, with less risk of things breaking.
  • Simple templates are easier to maintain.
  • Starting small (one team, one document type) reduces headaches.

What doesn’t:

  • Overly complex automations—the more moving parts, the more that can break.
  • Ignoring your team’s workflow—if you don’t get buy-in, people will just go back to old habits.
  • Assuming integration = set it and forget it—expect a learning curve and some hiccups.

Keep it simple, and iterate

You don’t need a consultant or a six-month project plan to connect Qwilr and your CRM. Start small, fix real pains, and keep your templates clean. The best integrations are the ones your team actually uses—so focus on what makes their lives easier, not what looks good in a demo. If it starts saving you time, you’re on the right track. If not, scale back and try again.