If you’re tired of leads falling through the cracks or wasting time copying info from your CRM to your email tool, this guide is for you. Whether you’re in sales, marketing, or just the “person who gets things done,” tying your CRM to your email platform should make your life easier—not harder. Here’s how to connect your CRM with AtozEmails so you can actually keep track of leads and follow up without losing your mind (or your weekend).
Why bother integrating your CRM with AtozEmails?
Before you dive into settings and APIs, let’s be real: Integrating your CRM with your email platform isn’t about chasing buzzwords. It’s about:
- Cutting down on manual work: No more copying and pasting contact info.
- Making sure leads get the right emails: Automate welcome messages, follow-ups, or nurture sequences.
- Keeping data clean: Updates in one place should show up everywhere.
- Not missing out on deals: Timely, relevant emails mean more closed deals (or at least fewer “Did you forget about me?” replies).
But integrations can be messy if you rush in or let hype cloud your judgment. So, let’s focus on what actually works, and skip the fluff.
Step 1: Get clear on what you actually need
Not all integrations are worth the hassle. Before you start, answer these:
- What info should sync? Just new leads, or updates too? Do you want email activity (opens, clicks) back in your CRM?
- How often does data need to sync? Real-time? Daily? Weekly? “Whenever someone remembers” is not a good answer.
- Who owns this process? If something breaks, who fixes it? IT, you, or “that one person who knows Zapier”?
Pro tip: Write down your “must haves” and “nice to haves.” This keeps you from chasing shiny features you’ll never use.
Step 2: Check if your CRM and AtozEmails have a native integration
Start here—it’s usually the least painful option.
- Go to your CRM’s integrations or marketplace section.
- Search for “AtozEmails.”
- If you find it, read the docs (I know, but trust me). Look for:
- What data syncs (contacts, tags, activities)
- How often it syncs
- Any weird limitations (does it overwrite data? Is it one-way only?)
What works: Native integrations are usually the easiest to set up and support. Updates and bug fixes come faster.
What doesn’t: Sometimes these integrations are basic—just sending contacts one way, or missing key data. Don’t assume it does everything you need.
Step 3: No native integration? Try a connector tool
If your CRM and AtozEmails don’t talk directly, look at tools like Zapier, Make (formerly Integromat), or Pipedream. These are “middlemen” that move data between apps.
- Sign up for a connector tool (most have free trials).
- Look for pre-made workflows—search “CRM to AtozEmails.”
- If you find one, great. If not, you’ll have to build your own “zap” or scenario.
What works: These tools are flexible. You can usually sync almost any field, trigger actions, or set up logic (ex: only sync leads with a certain tag).
What doesn’t: Adds another moving part (and another bill). If something breaks, troubleshooting can get annoying—especially if nobody “owns” the integration.
Heads up: Connector tools can get expensive if you process a lot of leads or need real-time sync.
Step 4: Consider a custom integration (only if you have to)
If you need heavy customization or want to sync oddball fields, you might need a developer to build an integration using AtozEmails’ API and your CRM’s API. This isn’t for the faint of heart.
- Read both APIs’ docs. Seriously. They’re not bedtime reading, but you’ll save yourself a world of pain.
- Map out what data you need to move, and in which direction (one-way or two-way).
- Decide if you want this to run on a schedule or trigger instantly.
- If you go this route, document everything. Future you (or your replacement) will thank you.
What works: You get exactly what you want. No compromises.
What doesn’t: Cost, maintenance, and risk go up. APIs change, break, or get deprecated. If your developer leaves, you might be stuck.
Step 5: Map your data fields (don’t skip this)
Whether you use a built-in integration, a connector, or a custom build, you need to line up fields from your CRM with fields in AtozEmails. This is where most integrations get messy.
- Make a list of CRM fields you care about (name, email, company, status, tags).
- Find their equivalents in AtozEmails.
- Decide what happens if data is missing or formatted weirdly (ex: phone numbers with/without country code).
- Set up rules for duplicates—does the CRM or AtozEmails “win” if there’s a conflict?
Pro tip: Don’t sync every field “just because you can.” More data = more chances for errors and confusion.
Step 6: Test with sample data
Do a dry run with test contacts before syncing your whole database. Here’s why:
- You’ll see if fields match up or get mangled.
- You can spot weird formatting (like “First Name: Bob, Last Name: null”).
- You’ll catch duplicates or missing info before it’s a bigger mess.
How to test: - Create a few fake leads in your CRM. - Trigger the sync to AtozEmails. - Check if they show up as expected. - Try updating a lead in the CRM and see if the change appears in AtozEmails, and vice versa (if you’re syncing both ways).
Step 7: Set up automation (but keep it simple at first)
Once your data is flowing, you can start automating:
- Auto-add new leads to welcome sequences.
- Tag contacts based on CRM fields (like industry or deal stage).
- Trigger follow-up reminders if leads don’t open emails.
Don’t over-engineer this at the start. Build one or two simple automations, see what works, and expand from there. Complicated logic is great—until it breaks and nobody remembers how it works.
Step 8: Monitor and maintain
Even the best integrations break or drift over time as tools update. Set a reminder to check:
- Are new leads still syncing?
- Are automations firing as expected?
- Any weird data popping up (like blank fields or strange characters)?
If you have a team, make sure everyone knows how to spot—and report—issues. The sooner you catch a problem, the less painful it is to fix.
Pro tip: Keep a short doc of “how this works” and who to call if it stops working. Future-proofing beats panic every time.
What to ignore (at least at first)
- Syncing every possible field: Stick to what you’ll actually use.
- Real-time syncing unless you truly need it: Hourly or daily is fine for most teams.
- Advanced lead scoring or AI features: Focus on basic follow-up first. Fancy features can wait.
- Integrating with every tool you own: Get CRM↔AtozEmails solid, then think bigger.
Wrapping up: Keep it simple, iterate, and don’t sweat perfection
Connecting your CRM with AtozEmails isn’t a magic bullet, but it can save you time and help you stay on top of leads—if you keep it straightforward. Start small, test everything, and resist the urge to sync “all the things.” You can always add complexity later if you really need it.
Focus on what actually makes life easier. If something feels like a hassle, it probably is—so find a simpler way. Good integrations are invisible most of the time. That’s the goal.