Step by step guide to integrating Leadinfo with your CRM system

If you’re reading this, you probably want to get more out of your website leads—and you don’t want to wrestle with a clunky integration. This guide is for folks who want to plug Leadinfo into their CRM system without wasting hours or putting up with technical headaches. Whether you're in sales, marketing, or just the unlucky person tasked with "figuring this out," you’ll find the real steps here—no filler, no hype.

Why Connect Leadinfo to Your CRM?

Let’s be real: tracking anonymous website visitors is only useful if your sales team actually sees and acts on the data. If your leads just sit in yet another dashboard, everyone loses. Integrating Leadinfo with your CRM means:

  • Website visitor data shows up where your sales team already works.
  • You can match new leads to existing accounts—no more copy-paste.
  • You can actually follow up, instead of “checking the dashboard someday.”

But it’s not magic. Not all CRMs play nice, and sometimes the “integration” is more of a handshake than a hug. Let’s walk through it, step by step.

Step 1: Get Your Leadinfo Account Ready

You need a working Leadinfo account with admin rights. That’s non-negotiable. Here’s how to prep:

  • Have your login details handy.
  • Install the Leadinfo tracking script on your website if you haven’t already. If you skip this, you’ll have nothing to send to your CRM.
  • Decide who needs access on your team. If you want to control who sees leads, set up roles now.

Pro Tip: If you’re just testing, use a demo site or a non-critical page. Messing with live data on your main site can get messy fast.

Step 2: Audit Your CRM Setup

Not all CRMs are created equal. Some have out-of-the-box Leadinfo integrations (like HubSpot, Salesforce, Pipedrive), while others might need some extra glue (think Zapier or custom APIs).

  • Check for official integrations: Go to Leadinfo’s integration page and see if your CRM is listed.
  • Get admin access to your CRM. You’ll probably need it.
  • Review CRM field mapping: Know what fields you want to fill (e.g., company name, website visits, contact info).
  • Back up your CRM data. Seriously. Integrations can make a mess if something’s off.

What to ignore: If your CRM isn’t officially supported, don’t believe “it’s just a quick Zapier setup.” It might be, but test it before promising anything to your team.

Step 3: Connect Leadinfo to Your CRM

This is where most people get tripped up. The exact steps depend on your CRM, but here’s the general playbook:

A. Using a Native Integration (Best Case)

If Leadinfo has a direct integration with your CRM:

  1. Log into Leadinfo.
  2. Go to 'Integrations' (usually in settings or account menu).
  3. Find your CRM in the list and click 'Connect.'
  4. Authenticate with your CRM credentials. You might need to grant permissions—don’t panic, just read what you’re agreeing to.
  5. Configure field mapping. Match Leadinfo data (like company name, visit date, etc.) to your CRM’s fields.
  6. Set rules for lead creation: Do you want every visitor added, or just certain types (like new companies, certain countries, etc.)?
  7. Test with a real lead. Visit your site from a different device or ask a friend, then check your CRM to confirm it worked.

What works: Direct integrations are usually reliable and you get support if something breaks.

What doesn’t: Sometimes custom fields don’t sync, or you get duplicate records. Check for these early.

B. Using Zapier or a Middleware Tool

If there’s no official integration:

  1. Create a Zapier account (or alternative like Make/Integromat).
  2. Set Leadinfo as the trigger app. Usually “New Website Visitor Identified.”
  3. Set your CRM as the action app. Choose “Create Lead,” “Add Contact,” or whatever fits.
  4. Map the fields. Be careful—Zapier won’t warn you if you misalign data.
  5. Test the Zap. Don’t skip this step. Look for missing or weird data in your CRM.
  6. Turn on the Zap.

Heads up: Zapier integrations can get expensive if you have lots of leads. Also, you might hit API limits on your CRM if you get a ton of website traffic.

C. Custom API Integration (For the Brave)

If you need full control or have a homegrown CRM:

  1. Read Leadinfo’s API docs. They’re decent, but not always beginner-friendly.
  2. Get your API keys for both Leadinfo and your CRM.
  3. Write a script or small app to pull new leads from Leadinfo and push them to your CRM.
  4. Schedule regular pulls (hourly or daily, depending on urgency).
  5. Log errors. You’ll thank yourself when something breaks.

Is it worth it? Only if you have weird requirements or a CRM nobody’s heard of. Otherwise, stick with built-in tools.

Step 4: Set Up Lead Qualification Rules

Not every website visitor deserves a spot in your CRM. You’ll want to filter out junk before it clutters your pipeline.

  • Qualify by country, industry, or company size. Most integrations let you set these rules.
  • Exclude ISPs and obvious bots. Leadinfo tries to filter these, but it’s not perfect.
  • Set up notifications. Decide who gets alerted when a new, qualified lead hits the CRM.

Pro Tip: Start with stricter filters. It’s easier to loosen up later than to clean up a pile of useless leads.

Step 5: Test Everything (Don’t Skip This)

It’s tempting to call it done and move on. Don’t. Testing now saves embarrassment later.

  1. Trigger a few test visits (use different browsers or VPNs to simulate new companies).
  2. Watch the data flow: Did the right info show up in your CRM? Any duplicates or weird formatting?
  3. Check lead ownership: Did leads go to the right sales rep, or just into a black hole?
  4. Look for error logs or failed syncs in both Leadinfo and your CRM.

What to ignore: Don’t obsess over every tiny mismatch. Focus on the fields your sales team actually uses.

Step 6: Train Your Team (Just Enough)

Don’t dump a new process on your sales team without warning. Show them:

  • Where new leads from Leadinfo show up in the CRM.
  • What info is included (and what’s not—Leadinfo can’t read minds).
  • How to mark leads as qualified, junk, or follow-up.
  • Who to call if something looks broken.

Tip: A quick screen recording beats a 10-page PDF. Keep it simple.

Step 7: Monitor, Tweak, and Don’t Overthink It

Integrations aren’t “set and forget.” Check in every week or two at first:

  • Are the right leads coming through?
  • Is the data accurate and useful?
  • Are sales actually following up?

Tweak your filters, field mapping, or notification rules as you go. Don’t be afraid to turn things off that aren’t working—clutter kills adoption.

What to Watch Out For

  • Duplicates: Some CRMs aren’t great at catching these. Clean up early.
  • GDPR and privacy: If you’re in Europe, make sure your use of Leadinfo data is kosher.
  • API limits: If you’re getting throttled, you may need to upgrade your CRM plan or slow down the syncs.
  • Hype: Don’t expect every visitor to turn into a warm lead. Website data is a starting point, not a magic wand.

Quick Recap: Keep It Simple

Getting Leadinfo and your CRM to play nice isn’t rocket science, but it’s easy to overcomplicate. Start with the basics, test as you go, and focus on getting useful leads to the people who need them. Avoid the urge to automate every edge case on day one. Integrate, test, tweak, repeat—and don’t let perfect be the enemy of “good enough to get started.”