If you’re trying to keep your sales or marketing data in sync between Overloop and your CRM, you already know how messy things can get. You want contacts, deals, and updates to flow between tools without double entry or stuff falling through the cracks. This guide is for folks who use Overloop and want their CRM to just work with it—no broken zaps, no mystery duplicates, and no waking up to a data dumpster fire.
Let’s cut through the hype and get you set up for real seamless data sync. (And if you’re not familiar, Overloop is a sales automation platform with built-in prospecting, email sequences, and—crucially—integrations for popular CRMs.)
Why bother with integrations? (And what to watch out for)
Before you start clicking connect buttons, here’s the honest truth: integrations can save you hours if they’re configured right. But a bad setup creates more problems than it solves, like:
- Duplicate contacts
- Out-of-date data in one system
- Lost leads because sync broke
- Privacy headaches
You want to avoid all of this. The goal is a single source of truth—not a data circus.
Step 1: Decide what needs to sync (and what doesn’t)
First, don’t just sync everything. Syncing garbage-in means garbage-out, and you’ll drown in junk data. Ask yourself:
- Which objects matter? Usually: contacts, companies, deals.
- Do you want just new data, or updates too?
- Should changes in the CRM update Overloop, or vice versa, or both?
- Any fields you don’t want shared? (Think: private notes, sensitive info)
Pro tip: Map this out on a notepad. If you’re working with a team, get everyone to agree before you touch any settings.
Step 2: Check what integrations are available
Overloop has native integrations with several CRMs (like HubSpot, Salesforce, Pipedrive, and Zoho). You’ll find them in the Overloop dashboard under Settings > Integrations.
If your CRM isn’t listed, don’t panic—you can usually use Zapier or a similar connector. But be warned: these “middleware” options are less reliable and sometimes miss updates or turn one mistake into a hundred duplicates.
Native vs. Zapier/integration platforms:
- Native integrations: Usually faster, more reliable, and support two-way sync.
- Connector tools: More flexible, but prone to weird bugs and sync delays.
Bottom line: Use a native integration if it exists. Only use Zapier or similar if you’re desperate or have a very custom workflow.
Step 3: Connect Overloop to your CRM
Here’s how to do it (most of the time):
-
Go to Overloop’s Integrations section
Log in, head to Settings > Integrations, and pick your CRM from the list. -
Authenticate
You’ll need to connect your CRM account—usually by logging in and granting permission. Make sure you have admin rights in your CRM. If you don’t, find someone who does. -
Choose what to sync
Overloop will ask which objects you want to sync (contacts, deals, etc.) and whether you want one-way or two-way sync. -
Map your fields
Here’s where most people screw up. Map fields exactly—for example, Overloop’s “First Name” to your CRM’s “First Name.” Double-check custom fields, or you’ll get blank data or weird mismatches. -
Set sync rules
Decide what happens if there’s a conflict (e.g., which system “wins” if there’s a difference). Be realistic: if your CRM is your main tool, let it win conflicts. -
Save and run a test sync
Always, always test with a handful of fake or throwaway records first. Check both systems: did everything come over? Any duplicates? Did fields line up?
Gotchas: - Don’t do a full sync until you’ve tested. - Some integrations limit how much data you can sync at once—watch for warnings.
Step 4: Set up sync frequency and monitor
Decide how often you want Overloop and your CRM to talk to each other.
- Real-time or instant: Ideal, but not always supported.
- Hourly/daily: Usually fine for most teams.
- Manual: Only use if you’re extremely cautious or have a rare use case.
Monitoring:
Integrations break. APIs change. People update permissions. Set up alerts (if offered) or calendar reminders to spot-check your sync every week at first. If you see a warning or error, don’t ignore it—these things rarely fix themselves.
Step 5: Clean your data before you sync
No one likes this step, but trust me: syncing messy data just multiplies your problems. Before you connect:
- Deduplicate contacts in both systems
- Archive or delete old, inactive records
- Standardize fields like phone numbers, emails, and company names
If you skip this, you’ll end up with duplicates, missing info, or random errors. It’s a pain, but it’s less painful than cleaning up a mess after the fact.
Step 6: Handle duplicates and conflicts
Even with the best setup, duplicates happen. Here’s how to keep things sane:
- Set rules: If a record exists in both systems, which version wins? Overloop usually lets you pick.
- Use unique identifiers: Email address is best for contacts; company domain for organizations.
- Periodically review: Most CRMs and Overloop have built-in deduplication tools—use them monthly.
If you don’t, you’ll have reps calling the same lead twice or losing track of who’s doing what.
Step 7: Train your team (seriously)
A killer integration falls apart if people don’t follow the same process. Train your team on:
- Where to create or update records (Overloop or CRM)
- What fields matter (and which ones to leave alone)
- How to spot sync issues (and who to tell)
Write it down. Keep it simple. Don’t assume people will remember—they won’t.
Step 8: Review and improve
Set a time—maybe once a month—to review your integration:
- Are fields syncing like you need?
- Any new fields that should be mapped?
- Any records missing or duplicated?
- Has your workflow changed?
Iterate as you go. Integrations aren’t “set it and forget it.” They need a little maintenance, like any other tool you rely on.
What works well—and what doesn’t
What works:
- Native integrations are solid for basic contacts, deals, tasks, and notes.
- Two-way sync means less double entry (when set up carefully).
- Most CRMs and Overloop update pretty quickly.
What to watch out for:
- Custom fields and objects are often not supported, or require extra setup.
- Zapier and similar tools are only as reliable as their weakest link—don’t trust them with mission-critical data without backups.
- Bulk updates or imports sometimes trigger massive syncs—be careful before hitting “import.”
Ignore the hype:
No integration is 100% “set and forget.” Check your data, keep things simple, and don’t believe anyone who says it’ll just work forever without a hitch.
Keep it simple, fix what breaks, and don’t overthink it
You don’t need a 30-step data pipeline or a consultant to keep Overloop and your CRM in sync. Start with the basics, test carefully, and fix problems as they come up. The simpler your workflow, the less likely it is to blow up on you.
Remember: integrations should save you time—not create new headaches. Check your sync now and then, get your team on the same page, and tweak as you go. That’s really all there is to it.