If you’re running sales or outreach on LinkedIn, chances are you’ve heard of Waalaxy. It’s a tool that automates LinkedIn prospecting so you don’t have to live in your inbox. But once you’re pulling in leads, the real headache starts: actually getting those leads into your CRM, without wasting hours on copy-paste or losing track of who’s where. This guide is for anyone who wants a no-nonsense, step-by-step walk-through on integrating Waalaxy with your CRM, so your sales pipeline doesn’t turn into a mess.
Let’s get your leads flowing smoothly—and call out what’s worth your time (and what isn’t).
Step 1: Get Clear on What You Need (and What Waalaxy Can Actually Do)
Before you start fiddling with settings, get specific about what you want out of this integration. Not all CRMs are built alike, and Waalaxy doesn’t have a magic “connect everything” button.
Ask yourself: - Do I want every new LinkedIn lead in my CRM, or just the ones who reply? - Do I need custom fields (job title, company size, etc.) mapped over? - Am I hoping for two-way sync, or just pushing from Waalaxy to CRM?
Cut through the hype:
Waalaxy is solid for pushing leads out—don’t expect it to pull CRM changes in. It’s not Salesforce on steroids. Most setups are one-way (Waalaxy ➔ CRM).
Step 2: Pick Your Integration Method
There are three main ways to connect Waalaxy with your CRM. Which works best depends on your tech stack, budget, and patience.
1. Native Integrations (If You’re Lucky)
Waalaxy has direct integrations with a handful of CRMs—think HubSpot, Pipedrive, and a few others. If you’re using one of those, this is by far the simplest route.
Pros: - Easiest to set up (minutes, not hours) - Supported officially, so less chance of breaking
Cons: - Limited to a few CRMs - Customization is basic
2. Zapier/Make.com (For Most People)
For most mainstream CRMs (Salesforce, Zoho, Copper, etc.), using an automation tool like Zapier or Make.com is the most flexible option. Waalaxy pushes leads to a Google Sheet or via webhook, and then Zapier or Make.com moves them into your CRM.
Pros: - Works with almost any CRM - Can add custom logic (filtering, field mapping, etc.)
Cons: - Costs extra (Zapier isn’t free) - Can break if fields or data structures change
3. CSV Export/Import (Old School, but Reliable)
If automation fails or you just want control, export leads as CSV from Waalaxy and import to your CRM manually.
Pros: - Zero dependencies - No ongoing costs
Cons: - Manual, so it breaks your flow - Easy to miss updates or create duplicates
Honest take:
If you’re moving a handful of leads per week, CSV is fine. If you’re at any scale, go with a real integration.
Step 3: Set Up the Integration (Step-By-Step)
Let’s walk through the setup for each method. I’ll use HubSpot as the example for native, and Zapier for the “works-with-everything” approach.
A. Native Integration (e.g., HubSpot)
-
Open Waalaxy Settings:
Log in, head to “Settings,” then look for “Integrations.” -
Connect Your CRM:
Click HubSpot, authorize the connection, and pick which account to link. -
Choose Your Sync Rules:
Decide if you want all leads to sync, or only those with specific tags or campaign statuses. -
Map Fields:
Waalaxy will try to match fields (name, email, company), but double-check. Map any custom fields you need. -
Test It Out:
Push a test lead through and make sure it shows up in HubSpot the way you want.
Pro tip:
If you want to sync only qualified leads, use tags in Waalaxy to segment. Sync just the ones tagged “Interested” or “Replied” to keep your CRM clean.
B. Zapier/Make.com Integration (Works with Almost Any CRM)
1. Set Up Waalaxy to Export Leads
- In Waalaxy, go to “Settings” > “Integrations” > “Zapier” (or “Webhooks”).
- For Zapier, connect your account and set up a “trigger” (like “New Lead”).
- For Webhooks, generate the webhook URL.
2. Build Your Zap (Example: Waalaxy ➔ Google Sheets ➔ CRM)
- Trigger: New lead in Waalaxy triggers the zap.
- Action 1: Create a new row in a Google Sheet (optional, but handy for logs).
- Action 2: Push that row into your CRM (e.g., “Create Contact in Salesforce”).
3. Map Your Fields Carefully
- Make sure every Waalaxy field you care about (email, LinkedIn URL, company, etc.) lands in the right CRM spot.
- Watch out for custom fields—these trip people up.
4. Add Filters or Delays (Optional)
- Don’t want every lead? Add a filter step (“Only if tag = ‘Qualified’”).
- Want to check leads before pushing? Add a delay or manual approval step.
5. Test With Real Data
- Run a real lead through your zap. Check for missing info or duplicate contacts.
What can go wrong: - Field mismatches: Your CRM might reject leads missing “required” fields. - Zapier limits: If you’re on the free plan, you can hit monthly task limits fast. - Webhooks break: If you delete or update the webhook in Waalaxy, your zap stops working (and you won’t always get a warning).
C. CSV Export/Import (Manual, but Bulletproof)
-
Export Leads from Waalaxy:
Go to your campaign, select leads, and hit “Export CSV.” -
Clean Up CSV:
Open in Excel or Google Sheets. Make sure columns match your CRM’s import template. -
Import to CRM:
Use your CRM’s import tool (most have a “Contacts/Leads” import with mapping). -
De-Duplicate:
Run duplicates check—most CRMs offer this. Trust me, you’ll want it.
Pro tip:
If you’re doing this more than once a week, automate it. Otherwise, you’ll end up missing leads, making mistakes, and dreading the whole process.
Step 4: Keep Your Data Clean (and Avoid the #1 Mess)
Integration is only half the battle. The real danger is ending up with a CRM full of junk—half-finished profiles, duplicate contacts, or stale leads that just clog things up.
Best practices: - Tag everything. In Waalaxy, use tags to separate warm leads from cold, or to mark who’s been synced already. - Sync only what matters. Don’t dump every scraped LinkedIn contact into your CRM—only move folks who’ve engaged, replied, or fit your target profile. - Check for duplicates. Set your CRM to match on email or LinkedIn URL. Otherwise, sales reps will get frustrated fast. - Review field mapping quarterly. Tools update, fields change. If you don’t check, stuff breaks quietly.
What to ignore:
Fancy “AI enrichment” features that promise perfect data. 90% of the time, they’re just guessing at job titles. Stick to what’s real.
Step 5: Monitor, Iterate, and Don’t Overcomplicate
No integration is ever “set it and forget it.” Stuff breaks, APIs change, people update fields. Build a habit of checking your sync weekly (or set up alerts for errors).
- Spot check leads: Every week, check a few leads in your CRM. Are they complete? Were they tagged right?
- Watch for errors: Zapier and most CRMs will alert you if imports fail—turn those on.
- Ask the team: If sales is complaining about “missing leads” or “duplicates,” don’t just blame the tool. Dig in and fix your workflow.
Don’t chase perfection:
It’s tempting to try to automate every possible step. In reality, simple wins. Get leads where they need to go, review regularly, and tweak as you grow.
Wrapping Up: Keep It Simple, Iterate Often
Integrating Waalaxy with your CRM isn’t rocket science, but it’s easy to make it unnecessarily complex. Start with the simplest workflow that gets leads into your CRM without headaches—then iterate. Ignore shiny features unless you know you need them. The best integration is the one your team actually uses, not the one that looks fancy on a flowchart.
If something breaks or stops making sense, cut it out and go back to basics. The goal is less time on admin, more time closing deals. That’s it.