So, you’re looking to connect your CRM with Rhetora and finally get your lead management out of spreadsheet hell. Smart move. But if you’ve ever tried to plug two SaaS tools together, you know it’s rarely as simple as “just hit connect.” This guide is for people who want a clear, real-world walkthrough—no buzzwords, no hand-waving, just the steps to get it working (and a few warnings about what won’t work).
Who is this for?
- Sales teams tired of manual data entry and “missing” leads
- Ops folks who want less chaos, more automation
- Anyone who’s ever thought, “Why is this so hard?” when setting up tools
If you want a seamless handoff from Rhetora’s conversational AI to your CRM, you’re in the right place.
Step 1: Get Clear on What You Actually Need
Before you start clicking around, ask: Why am I integrating Rhetora with my CRM?
- Do you just want new leads to show up in your CRM?
- Are you trying to push conversation transcripts, tags, or deal stages?
- Does your CRM need to trigger something back in Rhetora (like a follow-up or status update)?
Pro tip: Write down your “must-haves” and “nice-to-haves.” Most headaches come from fuzzy goals, not from the tech itself.
Step 2: Check Your CRM’s Integration Options
Not all CRMs are created equal. Some have deep APIs and built-in app marketplaces. Others… well, good luck.
- If you use Salesforce, HubSpot, or Pipedrive: These CRMs have robust APIs and usually some kind of marketplace app for Rhetora. Integration tends to be straightforward, but you may hit limits if you want something fancy.
- If you use something niche or homegrown: You might need to use Zapier, Make (formerly Integromat), or custom API scripts. Prepare for a little more elbow grease.
Ignore: Any promises that “it works with every CRM out of the box.” That’s rarely true. Always check the docs for both Rhetora and your CRM.
Step 3: Set Up API Access (Don’t Skip This)
APIs let two systems talk. You’ll need:
- An API key or OAuth token from Rhetora (usually found in settings or developer section)
- API access in your CRM (again, look for “API” or “Integrations” in the settings)
- The right permissions—make sure your account can create and modify leads/contacts
Warning:
Don’t share your API keys in Slack or email. Treat them like passwords.
Step 4: Choose Your Integration Method
Here are your main options:
4.1: Native Integration (If Available)
Some CRMs offer a plug-and-play Rhetora integration in their marketplace or app directory. This is the lowest-friction route.
How to do it:
- Search for “Rhetora” in your CRM’s app directory
- Click “Install” or “Connect”
- Follow the prompts to link your Rhetora account (usually a login + permissions step)
- Map the fields—decide what Rhetora sends to your CRM (lead name, email, transcript, tags, etc.)
Pitfalls:
- Field mapping is often limited. If you have custom fields, you may need extra setup.
- Error messages are usually vague—if it fails, check your permissions and try reconnecting.
4.2: Use an Integration Platform (Zapier, Make, etc.)
If your CRM or Rhetora doesn’t offer a direct connection, these middlemen can fill the gap.
How to do it:
- Create a Zap (Zapier), Scenario (Make), or similar
- Trigger: “New lead in Rhetora”
- Action: “Create lead/contact in [Your CRM]”
- Map the relevant fields. Don’t try to sync everything—start simple (name, email, maybe source or tags)
Downsides:
- These tools can get expensive if you have lots of volume.
- They’re not always real-time—sometimes there’s a delay.
- Debugging is a pain if something breaks. Test with a few dummy leads before going live.
4.3: Custom API Integration
If you need to do something complex—like syncing conversation history, updating custom fields, or handling edge cases—writing your own integration is sometimes the only way.
How to do it:
- Use the Rhetora API docs and your CRM’s API docs
- Write a script (Python, JavaScript, etc.) that listens for new leads in Rhetora and POSTs them to your CRM
- Set up a webhook in Rhetora to notify your script when something happens
- Handle errors—don’t just assume everything works the first time
Advice:
Unless you have a developer who knows both systems, this route can eat up days (or weeks). Only do this if the other options won’t cut it.
Step 5: Field Mapping—Get It Right
This is where most integrations fall apart. If you map fields wrong, leads end up in your CRM with missing info or in the wrong format.
- Start with the basics: Name, email, phone, lead source
- Skip “nice-to-haves” at first: Tags, notes, conversation summaries can wait
- Test edge cases: What happens if a lead doesn’t give an email? Or if there’s a duplicate?
Pro tip:
Set up a separate test pipeline or list in your CRM so you don’t clutter your real sales pipeline with test data.
Step 6: Test the Integration (Don’t Assume It Works)
Don’t just take the “connected” message at face value.
- Create a test lead in Rhetora
- Make sure it appears in your CRM, with all the info where it should be
- Try edge cases: missing fields, weird characters, duplicate emails
- If possible, test pushing data back from your CRM to Rhetora (if you need two-way sync)
What to ignore:
Don’t obsess over every possible scenario. Start with the most common flows, and add complexity only if you need it.
Step 7: Train Your Team (and Write It Down)
Integration isn’t just about the tech. If your team doesn’t know how leads flow, things will break.
- Explain what happens when a lead is captured in Rhetora
- Show where the lead appears in the CRM
- Document any manual steps (e.g., assigning leads, updating statuses)
- Tell folks what to do if something looks off (who to ping, where to check logs)
Pro tip:
Keep your documentation short and specific. Nobody reads 10-page guides.
Step 8: Monitor and Tweak
No integration is “set and forget.” Check in after a week or two:
- Are all leads showing up? Any missing info?
- Are there duplicates, errors, or junk leads?
- Is anyone on your team still manually retyping data? (If so, that’s a red flag.)
If something’s not working, adjust your field mapping or integration settings. Don’t be afraid to turn off features you aren’t using.
What Works (and What Doesn’t)
Works well: - Native integrations for popular CRMs—these are usually “good enough” for 90% of teams - Simple Zapier recipes for basic lead sync - Testing with real (but disposable) leads to catch issues early
Doesn’t work (avoid these): - Trying to sync every possible field or data point from day one - Assuming “connected” means “working as expected” - Ignoring error logs or failed syncs
What to ignore:
Don’t get distracted by features you don’t need. Focus on the handoff that matters—getting good leads from Rhetora into your CRM, reliably.
Keep It Simple, Iterate as Needed
Integrating tools like Rhetora with your CRM can save your team hours, but only if you keep it straightforward. Start with the basics, document as you go, and don’t be afraid to cut features that cause more trouble than they’re worth. Iterate, test, and remember: you’re not building a spaceship. You just want your leads to show up where you need them. That’s enough.