Step by step guide to integrating Salesforce with Madkudu for seamless data sync

If you're reading this, chances are you've got Salesforce up and running, and now someone (maybe you) wants to sync it with Madkudu to get better lead scoring or pipeline insights. You want the data to just work between the two — no manual exports, no weird mismatches, and definitely no late-night surprises. This guide is for admins, RevOps folks, or honestly anyone who ends up being "the integration person" on their team.

Let’s get real: Salesforce integrations can be a pain, and Madkudu isn’t magic. But you can get them talking smoothly if you know what to watch for and don’t try to boil the ocean on day one. Here's how to set it up — and what to watch out for.

1. Know Why You’re Integrating (and What’s Not Worth Syncing)

Before you touch a single setting, get clear on why you’re connecting Salesforce and Madkudu:

  • Are you trying to sync Madkudu scores to Salesforce leads?
  • Want to trigger Salesforce workflows based on Madkudu data?
  • Just want to enrich Salesforce records for reporting?

Don’t just “sync everything.” That’s how you end up with cluttered fields and confused reps. Decide which objects and fields you actually need. A lot of teams just push Madkudu’s lead/account scores into Salesforce and call it a day. You can always expand later.

Pro tip: If you’re not sure, start simple: sync only lead and contact scoring fields, then see what actually gets used.

2. Check Your Salesforce Setup First

Integration is easier if Salesforce is in good shape:

  • Field readiness: Do you already have fields where Madkudu should write its data (like Madkudu Score on Lead/Contact/Account)? If not, create them first.
  • Permissions: Make sure you have Salesforce admin rights. You’ll need these to install packages and modify fields.
  • API access: The user you use for Madkudu needs API access in Salesforce. Check their profile or permission set.

What to ignore: Don’t bother mapping every custom field from Madkudu unless you have a real use-case. Focus on core scoring fields first.

3. Set Up Your Madkudu Account

To connect with Salesforce, your Madkudu account should have:

  • Admin access (or at least integration privileges)
  • The Salesforce integration option in your plan (it’s not always included by default — check with your rep if you’re unsure)

If you can’t find Salesforce integration options in Madkudu, you might need to upgrade your plan. Annoying, but non-negotiable.

4. Connect Salesforce to Madkudu

Now the actual hook-up. Here’s how you do it (as of early 2024):

  1. Log in to Madkudu.
  2. Go to the integrations/settings section.
  3. Choose “Connect Salesforce.” You’ll get redirected to Salesforce’s OAuth screen.
  4. Log in with your Salesforce admin account.
  5. Approve the requested permissions. Madkudu will need access to read and write to leads, contacts, and accounts (at minimum).
  6. Once connected, Madkudu will let you pick which Salesforce objects and fields to sync.

Honest take: The OAuth step can break if your Salesforce org has restrictive IP ranges, custom SSO, or weird security settings. If it fails, check Salesforce’s login history for failed attempts, and whitelist Madkudu’s IPs if needed.

5. Map Your Fields (Don’t Overthink It)

This is where people get stuck. Madkudu wants to know which Salesforce fields to write its scores and segmentations into.

  • Map only what you need: For most, that means mapping Madkudu’s “Lead Score” to a custom field on Lead, and maybe Contact or Account.
  • Default names: Name your fields something obvious, like Madkudu_Score__c or Madkudu_Segment__c. This saves headaches later.
  • Test with a few records: Don’t sync your whole database right away. Use test records to see how things show up in Salesforce.

If Madkudu suggests mapping “fit,” “likelihood to buy,” or similar fields, think about whether your team will actually use them. Field bloat is real.

Pro tip: Document your mappings somewhere outside the tools (Google Doc, Notion, whatever). You’ll forget otherwise.

6. Set Up Data Sync Rules & Frequency

Madkudu isn’t blasting updates every time something changes in Salesforce. You’ll usually get options like:

  • Real-time sync: For most teams, this is overkill and can burn through Salesforce API limits.
  • Scheduled sync: Once or twice a day is plenty unless you need instant updates for some reason.
  • Manual sync: Good for initial testing.

For most setups, a daily sync is totally fine. If your sales reps complain about “stale” scores, you can bump it up later.

Heads up: Salesforce has daily API call limits. If you have a huge org, ask Madkudu support how many calls their sync will use. You don’t want to blow through your limit and break other integrations.

7. Test, Test, Test

Don’t trust the integration until you’ve seen it with real data.

  • Create a test lead in Salesforce. Make sure Madkudu picks it up and scores it.
  • Check the field mapping. Does the score show up where you expect?
  • Push an update from Madkudu. Does it overwrite existing data correctly?
  • Check for sync errors. Both Madkudu and Salesforce keep logs of integration errors — don’t ignore them.

If something’s off, check:

  • Field-level permissions (can Madkudu write to the field?)
  • Field types (don’t map text to number, etc.)
  • API user permissions

Pro tip: Don’t skip this. A surprising number of integrations “work” but silently fail on 10% of records because of small mapping issues.

8. Roll Out to the Team (and Set Expectations)

Once you’re happy with the sync:

  • Tell your users what’s new. Don’t just add new fields and expect people to magically use them.
  • Document where Madkudu data appears in Salesforce. This avoids the “what’s this field?” question.
  • Explain what the scores mean. If a score is just a number, tell reps what’s “good” vs. “bad.”

What to ignore: Don’t waste time building fancy dashboards or automations until you see people actually using the new data.

9. Monitor and Iterate (Because It’ll Break Eventually)

No integration is ever “set and forget.” Keep an eye on:

  • Sync logs in both systems. Check weekly (at least at first) for errors or failed records.
  • User feedback. Are reps finding the data useful? If not, fix the mapping — or consider cutting back.
  • API limits and performance. If data stops flowing, check your limits.

Pro tip: Set a calendar reminder to review the integration every quarter. That’s usually when Salesforce admins realize something broke months ago.

What Works, What Doesn’t, and What to Skip

Works well: - Syncing a small handful of fields (scores, segments). - Daily or scheduled sync for most orgs. - Letting Madkudu write scores — then using Salesforce automation on those fields.

Doesn’t work so well: - Real-time sync for huge orgs (API limits are a real thing). - Syncing every possible field “just in case.” - Relying on Madkudu scores if no one on the team knows what they mean.

Skip this stuff: - Building reports on new fields before you know they’re actually used. - Over-engineering error alerts or dashboards before basic sync is stable. - Trying to solve “bad Salesforce data” with Madkudu alone.

Keep It Simple and Iterate

Salesforce and Madkudu can play nicely together, but only if you keep your integration simple at first. Don’t fall for the “connect everything and automate the world” trap. Start with the fields you’ll actually use, make sure the data is flowing, and build from there. Most problems happen when you try to do too much too fast.

Get the basics working, test it, and adjust as your team’s needs change. That’s how you end up with an integration that actually helps, not one that needs a full-time babysitter.