Step by step guide to integrating Handwrytten with your CRM for seamless outreach

Think handwritten notes are a lost art? Maybe. But they work—especially if you’re in sales, real estate, or run a business where building relationships matters. The catch: writing dozens (or hundreds) of notes by hand is a pain. That’s where Handwrytten comes in. It lets you send real, pen-to-paper notes, but without the hand cramps.

If you’re using a CRM (like Salesforce, HubSpot, Zoho, or even a spreadsheet), tying it to Handwrytten can make your outreach feel personal, but still run on autopilot. This guide cuts through the fluff and shows you how to actually make it work—no IT degree required.

Let’s get your CRM talking to Handwrytten, step by step.

1. Know What’s Possible (and What’s Not)

Before you dive in, let’s get real about what integration with Handwrytten can and can’t do.

What works: - Automatically send handwritten notes based on CRM triggers (like a new lead, closed deal, or birthday) - Personalize each note with merge fields (like first name or deal info) - Track when notes are sent (though delivery confirmation is a mixed bag)

What doesn’t: - You won’t get true two-way sync. Handwrytten is mostly about sending, not receiving. - Handwriting is “robotic”—literally. It’s pretty convincing, but don’t expect Grandma’s cursive. - Out-of-the-box integrations are limited. Some CRMs have official plugins, others need Zapier or custom API work.

Pro tip: Don’t overcomplicate it. Start with one use case (like a thank-you note after a sale) and build from there.

2. Pick Your Integration Method

How you connect Handwrytten to your CRM depends on what you’re using and how much you want to tinker.

Option A: Native Integrations & Marketplace Apps

  • Salesforce: Handwrytten has a Salesforce app. It’s not perfect, but it works for basic automations.
  • HubSpot, Zoho, Pipedrive, etc.: No direct plugins, but some have marketplace apps or third-party connectors.
  • Pros: Less setup, more support.
  • Cons: Features are often basic, and custom logic can be tricky.

Option B: Zapier, Make (Integromat), or Similar

  • Zapier: Handwrytten has a Zapier app. This works with almost any CRM Zapier supports.
  • Make: Similar story, but more flexible if you’re technical.
  • Pros: No coding, lots of flexibility.
  • Cons: Can get expensive as volume grows. Debugging is... let’s call it “fun.”

Option C: Direct API Integration

  • If you’ve got a developer, Handwrytten’s API is solid and well-documented.
  • Pros: Total control, best for big teams or custom workflows.
  • Cons: You’ll need to write code (or pay someone who can).

If you’re not sure, start with Zapier. It’s the quickest way to get results.

3. Get Your Handwrytten Account Ready

Before you mess with your CRM, set up the basics in Handwrytten:

  • Create your account (skip if you’ve already done this).
  • Browse and pick card designs. You can upload your logo for custom cards, but that costs extra.
  • Set up your handwriting style. Don’t stress—most look pretty good.
  • Add your return address and payment info.
  • Generate your API key (needed for Zapier or custom integrations). Find this under your account settings.

Pro tip: Order a test card to yourself. It’s the only way to know what your customers will actually get.

4. Prep Your CRM for Integration

This step depends a bit on which CRM you’re using, but the basics are the same:

  • Make sure your contacts have the right info: Name, physical mailing address, and any fields you want to use for personalization.
  • Clean up your data now. Seriously, nothing kills the “personal touch” like sending “Dear {{FirstName}}” because you had a blank field.
  • If using Salesforce, install the Handwrytten app from the AppExchange.
  • If using Zapier, confirm your CRM is supported and you have access to the right triggers (like “New Contact” or “Deal Won”).

Don’t skip: Double-check how your CRM handles address fields. Some split street, city, and zip into separate fields. You’ll need to map these later.

5. Connect Handwrytten to Your CRM

Here’s where the rubber meets the road. I’ll focus on Zapier since it works for most folks, but I’ll flag differences for Salesforce and API users.

Using Zapier

  1. Create a new Zap. Trigger: Pick your CRM and set the event (e.g., “New Contact” or “Stage Changed to Customer”).
  2. Test your trigger. Pull in a sample contact to make sure Zapier sees the data.
  3. Add Handwrytten as the action app.
  4. Action: “Send Card.”
  5. Connect your Handwrytten account using the API key you grabbed earlier.
  6. Map your fields.
  7. Choose the card design.
  8. Write your message. Use Zapier’s merge fields to personalize (e.g., “Hi {{First Name}}, thanks for trusting us!”)
  9. Map the address fields from your CRM.
  10. Test your Zap. Send a test card to yourself or a teammate.
  11. Turn it on. Watch for errors, especially with addresses.

For Salesforce: The official Handwrytten app lets you trigger sends from workflows or process builder. It’s less flexible than Zapier but works for basic stuff.

For API users: Build a webhook or scheduled job that POSTs to the Handwrytten API when your CRM hits the right criteria. Great if you need something custom.

6. Personalize Without Overcomplicating

Handwrytten shines when your notes feel genuine, not like a mail merge accident. Here’s how to avoid the “robot wrote this” vibe:

  • Use the recipient’s name, a specific detail, or context (“Congrats on your new house!” beats “Thank you for your business.”)
  • Don’t get too clever with dynamic fields. If the data’s missing, your note will look weird.
  • Short and sweet beats long and awkward. Five sentences max.
  • Rotate handwriting styles if you’re sending lots of cards to the same contact list.

Pro tip: Review your CRM data for weird edge cases—like all caps names or missing addresses. Garbage in, garbage out.

7. Monitor, Tweak, and Avoid Common Pitfalls

Don’t just set it and forget it. Even a “smart” workflow needs a human touch:

  • Check for failed sends: Handwrytten will flag bad addresses or payment issues, but only if you’re looking.
  • Audit your notes: Spot-check what’s being sent. Make sure nobody’s getting a “Congrats on your wedding!” note for their dog’s birthday.
  • Watch your costs: Handwrytten isn’t cheap. Each card adds up, so keep an eye on who’s being triggered.
  • Update your CRM fields: If you add new personalization, update your Zapier workflow or API mapping.

Pitfall to skip: Don’t try to use Handwrytten for every single touchpoint. It works best as a standout gesture, not a mass-mailing tool.

8. What to Ignore (For Now)

There’s always a shiny new thing or feature. Here’s what you can safely skip when starting out:

  • Advanced automation: Focus on basic triggers first. Don’t try to automate every scenario.
  • Bulk sending via CSV: Unless you’re doing a one-time blast, stick with automated workflows. Bulk uploads get messy fast.
  • Handwriting style tweaks: The default options are fine. Perfectionism here is wasted effort.
  • Delivery tracking: USPS isn’t Amazon. Assume delivery is 3–7 days and move on.

Keep It Simple, Then Iterate

Getting Handwrytten and your CRM working together isn’t rocket science, but it does take some upfront setup and regular check-ins. Start with a single trigger, make sure it actually feels personal, and check your results. Don’t get sucked into over-engineering—your contacts care more about the thought than the tech behind it.

If something’s not working, tweak your workflow or simplify your use case. The best outreach feels genuine—and a little less like it came from a robot.