Step by step guide to integrating Tallyso with your CRM workflow

You want leads from your website to land in your CRM without you lifting a finger. That’s the dream. But if you’ve tried to glue together web forms and CRMs before, you know how quickly things get messy. This guide is for anyone who wants to connect Tally.so forms to their CRM workflow—without wasting hours on dead ends, broken zaps, or spaghetti integrations.

Let’s keep it honest: There’s no magic “one-click” solution. But with the right steps, you’ll spend less time fiddling and more time actually following up with leads.

Why Use Tally.so With Your CRM?

Before we dive in, here’s why this combo works:

  • Tally.so is a dead-simple, flexible form builder. It’s great if you need more than Google Forms but less than a full-blown survey tool.
  • Your CRM (think HubSpot, Salesforce, Pipedrive, Notion, whatever) is where you want your contacts, leads, and deals.

The goal: Every form submission becomes a contact or deal in your CRM, so you can actually do something with the info—without copying and pasting.

Step 1: Map Out Your Workflow

Don’t skip this. Even if it feels obvious, grabbing a sticky note or notepad and scribbling down:

  • What form(s) do you want to use for lead capture?
  • Which fields matter for your CRM? (Name, email, company, etc.)
  • Where should these submissions go in your CRM? (Contacts, Leads, Deals, custom objects?)

Pro tip: If you’re just starting, keep it simple. One form, basic fields. You can get fancy later.

Step 2: Build Your Tally.so Form

Head to Tally.so and set up your form. Keep these tips in mind:

  • Use clear, straightforward fields. Don’t ask for info you won’t use.
  • Name your fields clearly—this will make mapping much easier later (“First Name” instead of “Name”).
  • Test your form as a user. If it’s confusing, people will bail.

What works: Tally.so lets you add logic, file uploads, and all the basics. For most CRM use cases, you don’t need anything wild.

What to ignore: Fancy themes or endless optional fields. Focus on what matters for your CRM.

Step 3: Pick Your Integration Method

This is where most people get stuck. Tally.so doesn’t have direct, native integrations with every CRM (yet). Here are your real-world options:

1. Zapier/Make (Integromat) or Similar Tools

  • How it works: Tally.so triggers an automation when a form is submitted, which then creates/updates a record in your CRM.
  • Pros: No code required, works with tons of CRMs.
  • Cons: You’ll pay monthly, and it can get fiddly if your process is complex.

2. Direct Integrations (Limited)

  • Tally.so does have direct integrations with a few platforms (like Notion and Airtable). If your CRM is on the list—great, this is easiest.
  • But: Most classic CRMs (Salesforce, HubSpot, etc.) aren’t natively supported yet.

3. Webhooks + Custom Scripts

  • How it works: Tally.so can send a webhook when a form is filled. If you’re technical, you can catch this and send it to your CRM’s API.
  • Pros: Ultimate flexibility, no recurring costs.
  • Cons: You need to know what you’re doing. Not recommended for beginners.

Honest take: For 90% of folks, Zapier or Make is the sweet spot. If you’re technical or have dev resources, webhooks are cleaner and more robust long-term.

Step 4: Connect Tally.so to Your Integration Tool

Here’s how to do it with Zapier (the process is similar for Make):

  1. Sign up (if you haven’t already) at Zapier.
  2. Create a new Zap. Set “Tally.so” as the trigger app.
    • Trigger: “New Submission”
    • You’ll need to connect your Tally.so account and pick your form.
  3. Test the trigger to pull in recent form data.
  4. Set your CRM as the action step (e.g., “Create Contact in HubSpot,” “Add Row to Salesforce”).
  5. Map your fields from Tally.so to your CRM’s fields. This is where clear naming pays off.
  6. Test the Zap with sample data.
  7. Turn it on and run a real test.

Heads up: Free Zapier accounts have limits on the number of runs (aka “tasks”) per month. If you get a lot of leads, you’ll hit that cap quickly.

Step 5: Map Fields Carefully

This is where most headaches happen. Here’s what to watch for:

  • Field Names: Make sure the field names in Tally.so match what your CRM expects. If your CRM needs “First Name,” don’t send “Full Name.”
  • Required Fields: If your CRM requires certain fields (like email), make those required in your form—or your integration will fail.
  • Formatting: Dates, phone numbers, and dropdowns can get weird. Double-check formats.

Pro tip: Run a few test submissions and check your CRM. If things look off, fix the mapping before you go live.

Step 6: Test (Like, Really Test)

Don’t just do one test and call it a day. Try:

  • Submitting the form as a real user (not just from the form builder).
  • Using edge cases: missing info, special characters, long answers.
  • Checking your CRM to make sure records are created as expected.

If you see duplicate records, missing fields, or errors—stop and fix it now. It only gets messier later.

Step 7: Set Up Notifications (Optional, but Smart)

You’ll want to know when a new lead comes in. Options:

  • Set up an email notification from Tally.so (it’s built-in and dead simple).
  • Add a Slack/Teams message in your automation tool.
  • Have your CRM send you alerts for new records.

What works: Start simple—email is fine. If you’re on a team, piping it to Slack helps everyone stay in the loop.

Step 8: Maintain and Improve

Once it’s working, don’t just forget about it. Here’s what to keep an eye on:

  • Check for errors: Zapier and Make will alert you if automations fail, but you should look every week or so.
  • Update fields: If you add new fields to your form, you’ll need to update your mapping.
  • Audit the CRM: Every few months, check that data is coming in cleanly—no weird duplicates or missing info.

What to ignore: Over-optimizing. Get the basics working before you worry about tagging, scoring, or multi-step automations.

What Can Go Wrong (and How to Avoid It)

Let’s be real—integrations break. Here are the most common pitfalls:

  • Form fields change, mapping breaks: If you rename or remove fields, update your integration immediately.
  • API limits: Some CRMs have limits on how many times you can add/update records per day.
  • Zapier/Make outages: It happens. If your workflow is mission-critical, make sure you get alerts for failures.

Skeptical take: Don’t trust “set it and forget it.” Check your integrations regularly, especially after making changes.

Quick Reference: Popular CRM Setups

Here’s what works (and what doesn’t) for some common CRMs:

  • HubSpot: Zapier works well. Just watch field mapping—HubSpot can be picky.
  • Salesforce: Doable, but the learning curve is higher. You might need to use Make for advanced setups.
  • Airtable/Notion: Tally.so has native integrations. Much simpler if your “CRM” is more of a database.
  • Pipedrive: Zapier/Make works. Test thoroughly—Pipedrive’s API can be fussy about custom fields.

Wrapping Up: Keep It Simple, Iterate as Needed

You don’t need the perfect integration on day one. Get your Tally.so form talking to your CRM, test it with real leads, and tweak as you go. Resist the urge to overcomplicate things—automation is supposed to make your life easier, not eat up your weekends.

Start basic, check your work, and don’t be afraid to ignore features you don’t need. The best system is the one you’ll actually use.