How to integrate Sendtrumpet with your CRM for seamless lead management

If you’re here, you’re probably tired of bouncing between tabs, copying stuff from your inbox to your CRM, and wondering if you missed a hot lead somewhere along the way. This guide is for sales teams, marketers, and anyone who wants to get Sendtrumpet talking to their CRM so leads actually go where they’re supposed to—and you can spend less time copying and pasting, more time closing deals.

No fluff, just a walkthrough of what works, what doesn’t, and what you can skip. Let’s keep this simple.

Why bother integrating Sendtrumpet with your CRM?

If you’re using Sendtrumpet to send personalized videos, sales pages, or proposals, you already know it helps you stand out. But if you’re handling leads manually, it’s easy for things to fall through the cracks. A proper integration means:

  • Leads flow straight into your CRM (no more “Did I remember to add that guy from the webinar?”)
  • Activity gets tracked, so you see who watched, clicked, or replied
  • Follow-ups and automations actually work, because your data’s in one place

If you’re looking for a magic button that does all the thinking for you, sorry—that doesn’t exist. But you can save hours a week (and a few headaches) by setting up a real connection.

Step 1: Figure out what you actually need

Not all CRMs and not all teams need the same setup. Before you start clicking around, spend 10 minutes answering:

  • What counts as a “lead” for us? (A video view? A form fill? A reply?)
  • Do we want new leads to go into the CRM as contacts, deals, or something else?
  • Which fields have to be included every time?
  • How will sales or marketing actually use this data—just for storage, or for automations and reporting?

Pro tip: Write this down somewhere, even if it’s just a sticky note. You’ll thank yourself later when you’re mapping fields.

Step 2: Check your CRM’s integration options

Let’s get real: Not every CRM has a direct Sendtrumpet integration. Here’s the honest rundown:

  • Direct integration: If you’re using big names like HubSpot, Salesforce, or Pipedrive, Sendtrumpet might offer a built-in connector. Check their integrations page or help docs first.
  • Zapier or Make.com: If there’s no direct integration, these tools are your best bet. They can bridge the gap for most mainstream CRMs (Zoho, Insightly, Copper, etc.).
  • Custom API: If you’re technical or have access to a dev, both Sendtrumpet and most CRMs have open APIs you can wire up. This is more work, but gives you total control.
  • CSV export/import: The last resort. It works, but it’s clunky and easy to mess up if you’re not careful.

Don’t get dazzled by “integrates with 2,000+ apps” claims. Always check if the fields you care about are actually supported, and if the sync is one-way or two-way.

Step 3: Connect Sendtrumpet to your CRM

Here’s how to get the plumbing set up, whether you’re using a direct connector or a tool like Zapier.

3.1 If there’s a direct integration

  1. Log in to both accounts.
  2. In Sendtrumpet, look for the Integrations section (usually under Settings or Account).
  3. Select your CRM from the list.
  4. Follow the prompts to authorize the connection. You might need an API key from your CRM.
  5. Map the fields—this is where your sticky note from Step 1 pays off. Don’t just go with the defaults; double-check that everything you need is matched up.

3.2 If you’re using Zapier or Make.com

  1. Create a new Zap (or scenario).
  2. Set Sendtrumpet as the trigger app. Common triggers:
    • New lead generated
    • Link clicked
    • Video viewed
  3. Set your CRM as the action app. Common actions:
    • Create contact
    • Create deal/opportunity
    • Update existing record
  4. Map the fields. Don’t just blindly sync everything—stick to what’s useful.
  5. Test with a real (but disposable) lead to make sure nothing breaks.

Watch out for:
- Delays: Zapier and similar tools sometimes run on a delay (5–15 minutes is common). If you need instant updates, check for premium plans or use a direct API. - Duplicates: Some CRMs aren’t great at catching duplicates. Always test what happens if the same email comes through twice.

3.3 If you’re using the API

If you’re comfortable with REST APIs, Sendtrumpet has a developer portal. You’ll need to:

  1. Get your API keys from both Sendtrumpet and your CRM.
  2. Write a script (Python, Node.js, whatever you like) to pull new leads from Sendtrumpet and push them into your CRM.
  3. Set it to run on a schedule (cron job or serverless function).
  4. Log errors—trust me, you’ll want to know if something breaks.

This is overkill for most teams, but if you want things just so, it’s worth the effort.

3.4 If you’re stuck with CSV exports

Not glamorous, but it works:

  1. Export leads from Sendtrumpet as a CSV.
  2. Import that file into your CRM (most CRMs have an “import contacts” option).
  3. Check for duplicates and field mismatches.
  4. Set a recurring reminder so you don’t forget this step.

Step 4: Automate where it makes sense

Integration isn’t just about moving data around; it’s about making your life easier. Here’s where automation can actually help (and where it’s just noise):

  • Useful automations:
    • Assign new leads to a rep automatically
    • Start a nurture sequence when someone watches a video
    • Notify sales when a lead hits a certain score
  • Skip these unless you really need them:
    • Overly complicated branching workflows
    • Syncing every tiny action (e.g., every page view)
    • Automations that nobody actually uses or checks

Reality check: Most teams only need 2–3 key automations. More than that, and you’re just creating busywork.

Step 5: Test (with real data) and watch for pitfalls

You’d be surprised how many integrations “work” in theory but fall apart once actual leads start rolling in. Before you call it done:

  • Use test leads: Run through the process as if you’re a real prospect. Check that data lands in the right place, with the right fields, and triggers any automations.
  • Look for broken links: If you’re sending URLs from Sendtrumpet, make sure they’re not getting mangled or filtered out by your CRM.
  • Spot-check for duplicates: Especially after a few days or weeks—sometimes issues only show up after a batch import.
  • Get feedback from the team: Is the data useful? Is it too much? Not enough? Fix the small stuff now before it becomes a big mess.

What’s actually worth your time (and what’s not)

Worth it: - Getting new leads into your CRM without manual entry - Tracking key actions (opens, clicks, replies) that actually help sales follow up - A couple of smart automations so nothing gets missed

Not worth it: - Syncing every field “just because” - Building automations nobody uses - Spending days on a custom setup if your team just needs the basics

Keep it simple, iterate as you go

Integrating Sendtrumpet with your CRM doesn’t have to be a giant project. Start with the basics, make sure it actually helps your workflow, and tweak as you go. Most teams get 90% of the value from the simplest setup. If you run into issues, don’t be afraid to dial things back or cut features that don’t actually help.

Lead management shouldn’t slow you down. Set it up, test it, and get back to the stuff that matters.