If you’re tired of leads falling through the cracks or spending hours copying info from one tool to another, this guide is for you. Integrating your CRM with Prosp can actually make lead management less of a mess—if you set it up right. This isn’t a magic fix, but with a little upfront work, you’ll spend less time on data entry and more time closing deals.
Here’s how to get your CRM and Prosp talking to each other—minus the headaches.
1. Figure Out What You Actually Need (and What’s Hype)
Before you start clicking buttons, slow down. Every CRM is a bit different, and Prosp isn’t a one-size-fits-all tool. Ask yourself:
- Which CRM are you using? (Salesforce, HubSpot, Zoho, Pipedrive, something else?)
- What do you want Prosp to do? (Push new leads? Sync notes? Update statuses?)
- Who needs access? (Sales team, marketing, a few power users?)
Write down the actual workflows you want to automate. Here’s what’s worth focusing on:
- New leads: Automatically pull leads from Prosp into your CRM, or vice versa.
- Lead updates: Keep status, notes, and contact info in sync.
- Tasks/Reminders: Make sure follow-ups set in one system show up in the other.
Ignore: Fancy “AI scoring” or “360-degree views” unless you already have the basics nailed. Most teams never use these features, and they just add clutter.
2. Check What Integrations Exist (Don’t Reinvent the Wheel)
Most popular CRMs have some kind of integration with Prosp, but the details matter:
- Native Integration: Check if Prosp lists your CRM as “natively supported” (direct connection, no third-party middleman).
- Third-party Connectors: Tools like Zapier, Make (formerly Integromat), or Tray.io can bridge the gap for less common CRMs.
- Custom API: If you’ve got developers and a unique setup, you might need to build your own connection using APIs. This is overkill for most teams.
Pro tip: Native integrations are almost always simpler and more reliable. Use third-party tools only if you have to.
3. Prep Your CRM and Prosp Accounts
Get both sides ready:
- CRM: Make sure you have admin access. Set up a test lead or two for experimenting—you don’t want to scramble real data.
- Prosp: Log in with admin rights, and have your workspace or team set up.
- Backups: Export your contacts and leads to CSVs. Things can always go sideways; you don’t want to lose data.
Don’t: Try to set this up at 4:55 PM on a Friday. You’ll regret it.
4. Connect Your CRM to Prosp
Here’s how it usually works, step by step:
If There’s a Native Integration
- Find the Integration Settings
- In Prosp, look for “Integrations,” “Connected Apps,” or similar in your settings menu.
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Select your CRM from the list.
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Authenticate
- You’ll probably need to log in to your CRM account and grant access. This is usually a pop-up or redirect.
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Follow the prompts—don’t skip permissions unless you know exactly what they do.
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Map Fields
- Prosp will ask how to match its data (like “Lead Name,” “Email,” etc.) to your CRM fields.
- Take the time to match these carefully. If you skip this, you’ll end up with junk data or missing info.
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If your CRM uses custom fields, make sure they’re available here.
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Choose Sync Direction
- Decide if leads should flow from Prosp → CRM, CRM → Prosp, or both.
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For most, start with Prosp → CRM only. Two-way syncs sound nice but are riskier (conflicting updates, duplicate records).
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Test With Sample Data
- Push a test lead through. Double-check it shows up where you want, with the right info.
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If it’s wrong, fix the mapping and try again.
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Turn It On for Real
- Once you’re happy, enable the sync for all leads.
- Set up notifications for failures or errors (if that’s an option).
If You’re Using a Third-party Tool (Zapier, Make, etc.)
- Create a New “Zap” or Scenario
- Choose Prosp as the trigger (“New Lead,” for example).
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Set your CRM as the action (“Create Lead,” “Update Contact,” etc.).
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Connect Accounts
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Authenticate Prosp and your CRM through the connector’s interface.
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Map Fields
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As above, be picky about field mapping. Double-check date formats, phone numbers, and custom fields.
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Set Triggers and Filters
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Only sync what you need. For example, only push leads with a certain status, or from a specific campaign.
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Test and Activate
- Run a test. Tweak until it works. Turn it on for real once you’re confident.
Caution: Third-party tools often have limits (number of “tasks” per month, delays, etc.) and can break if one side changes their API. Keep an eye on them.
If You’re Going Custom (API)
If you don’t have a developer, stop here—this isn’t worth your nights and weekends. But if you do:
- Read both Prosp’s and your CRM’s API docs.
- Set up authentication (OAuth, API keys).
- Build scripts to push/pull data as needed.
- Schedule regular syncs (cron jobs, webhooks).
- Log everything. You’ll thank yourself later.
For most, this is overkill.
5. Clean Up Your Data Before Syncing
It’s tempting to just “see what happens,” but garbage in means garbage out. Before you fully sync:
- Deduplicate: Merge or delete duplicate leads in both systems.
- Standardize: Make sure phone numbers, emails, and names use consistent formatting.
- Purge Old Data: If a lead’s been dead for three years, let it go.
This saves headaches later, especially if you do ever turn on two-way sync.
6. Set Up Alerts and Monitor Early On
For the first week, keep one eye on your new setup:
- Spot-check leads daily. Are they syncing? Is the info correct?
- Set up email alerts or notifications for sync errors.
- Ask your team: Are new leads showing up where they should? Any surprises?
Most integration hiccups show up early—don’t wait for a customer to tell you something’s broken.
7. Train Your Team (and Don’t Overcomplicate It)
You don’t need a 30-slide PowerPoint, but do spend 15 minutes with your sales or marketing team:
- Show them how leads flow now.
- Explain what not to do (like editing synced fields manually in both places).
- Tell them who to ping if something goes wrong.
If you add steps or make it too complex, people will start working around your system—which defeats the point.
What Actually Works (and What to Ignore)
The good: - Reliable, one-way syncs make life easier. You stop copying and pasting. - Native integrations usually “just work.” - Even basic setups beat spreadsheets and email.
The not-so-good: - Two-way syncs are risky—easy to get duplicates or overwrite data. - Fancy automation can backfire if your data’s a mess. - Third-party tools break more than you’d like. Always have a backup plan.
Don’t bother with: - Highly custom automations unless you have a real business case (and someone technical to maintain them). - Integrating every single field. Start with the basics: name, contact info, lead status.
Final Thoughts: Keep It Simple and Iterate
You don’t need a perfect system on day one. Start small: sync the fields and workflows you actually use, and watch for problems before scaling up. Most of the pain comes from overcomplicating things—so don’t.
Integrating your CRM with Prosp is a solid step toward less busywork and fewer missed opportunities. Get the basics working, keep an eye out for hiccups, and improve as you go. That’s the real shortcut.