If you’re tired of bouncing between your CRM and proposal tool, this guide’s for you. I’ll walk you through how to connect your CRM with Goprospero so your sales pipeline doesn’t get lost in the shuffle. This is for folks who actually run sales, not just set up tools for a living. We’ll keep it honest—no vague promises, just what works (and what doesn’t).
Why bother integrating your CRM with Goprospero?
Before we dive in, here’s the deal: If you’re managing deals in a CRM and using Goprospero for proposals, you’re probably entering the same info twice. That’s a time suck and just asking for mistakes. Integrating the two means:
- No more copy-pasting contacts or deal data.
- Proposals get sent faster (and tracked properly).
- You can see what’s actually working in your sales process.
But let’s be clear: No tool is magic. Integration needs setup and regular sanity checks. If you’re not willing to tweak things as you go, none of this will fix a broken pipeline.
Step 1: Map out your current process (seriously, do this)
Don’t just dive in and connect stuff because you can. Spend 10 minutes mapping out:
- Where your deals start (lead forms, email, LinkedIn?).
- When and why you send proposals.
- Who needs to get notified when a proposal goes out or gets signed.
- What data MUST flow between your CRM and Goprospero (contacts, deal value, stage, etc.).
Pro tip:
If you only send proposals to 5% of leads, you don’t need every lead in Goprospero. Don’t overcomplicate.
Step 2: Check if your CRM is supported
Goprospero has native integrations with a few big CRMs (think HubSpot, Pipedrive, Salesforce), plus Zapier support for others. Here’s how to check:
- Log into your Goprospero account.
- Go to “Settings” > “Integrations.”
- Look for your CRM in the list.
If it’s there, great—you’ll have a smoother ride. If not, skip to the Zapier workaround below. And if your CRM isn’t even on Zapier, you’re in “manual CSV export” land (which, honestly, is a pain, but sometimes it’s the only way).
Step 3: Prep your CRM
Before connecting anything, tidy up your CRM:
- Clean up contacts and deals. Garbage in, garbage out.
- Tag or segment records that should sync with Goprospero.
- Double-check custom fields. If you’re tracking things like “Proposal Sent Date,” add those fields now.
What to ignore:
Don’t try to sync all fields. Focus on what Goprospero actually uses—usually contact info, company, deal value, and stage.
Step 4: Connect Goprospero to your CRM
Depending on what you found in Step 2:
A. Native (direct) integration
If your CRM is supported natively:
- In Goprospero, go to “Integrations.”
- Click your CRM (e.g., HubSpot, Pipedrive).
- Authorize the connection—usually this means logging in and granting permissions.
- Configure what data should sync (contacts, deals, pipeline stages, etc.).
Heads up:
- Sync is often one-way (CRM → Goprospero). Only a few CRMs support two-way sync.
- Changes in Goprospero may not update your CRM unless it’s specifically supported.
- Test with a dummy record before going live.
B. Zapier (or Make/Integromat) integration
If your CRM isn’t natively supported, you’ll need to set up a Zap (or scenario):
- Sign up for a Zapier account if you don’t have one.
- Create a new Zap:
- Trigger: New or updated deal/contact in your CRM.
- Action: Create/update a proposal or contact in Goprospero.
- Map the fields—keep it simple at first.
- Test the Zap. Don’t skip this. Broken automations are silent disasters.
- Turn it on.
Honest take:
Zapier’s great for basics, but it’s not bulletproof. If you have lots of custom fields or weird workflows, expect to tinker.
C. No integration? Go manual (temporarily)
If your CRM isn’t supported and Zapier isn’t an option:
- Export relevant contacts/deals as CSV.
- Import them into Goprospero.
Painful, but sometimes necessary. Set a recurring calendar reminder—otherwise, you’ll forget.
Step 5: Set up automatic proposal triggers (optional but powerful)
If you want proposals to go out automatically when deals hit a certain stage:
- In your CRM, create a pipeline stage like “Proposal Needed.”
- Set up your integration (direct or Zapier) so that when a deal moves to that stage, a draft proposal is created in Goprospero.
- Have someone review and send the proposal—don’t automate sending unless you trust your data 100%.
Watch out for:
- Wrong contacts or deal values getting pulled in.
- Duplicate proposals if the integration triggers more than once.
Manual review beats embarrassing mistakes.
Step 6: Sync proposal status back to your CRM
You want your sales team to see when proposals are sent, viewed, or signed—without logging into Goprospero.
- Some native integrations support this (e.g., Goprospero updates CRM deal stage when a proposal is signed).
- For others, set up a Zap:
- Trigger: Proposal signed/viewed in Goprospero.
- Action: Update deal status or add a note in your CRM.
What doesn’t work:
If your process relies on real-time notifications, expect a 1–5 minute delay with Zapier. Not a big deal for most, but don’t promise clients “instant” anything.
Step 7: Train your team (and sanity check the setup)
Don’t assume everyone will just “get it.” Show your team:
- Where to find synced proposals in the CRM.
- How to kick off a proposal from the CRM.
- What to do if data looks off (who to tell, what to check).
Tip:
Do a “dry run” with a real deal. Walk through the whole flow, then fix what breaks.
Step 8: Review and tweak (don’t set and forget)
Check in a week or two after launch:
- Are proposals syncing as expected?
- Any duplicate records or missing data?
- Is the team actually using the integration?
Adjust as needed. Most of these integrations aren’t “set and forget”—think of them as living systems that need an occasional tune-up.
Common pitfalls (and how to dodge them)
- Trying to sync everything. Keep it simple—only sync what you need.
- Ignoring data mismatches. Field names and formats will trip you up. Double-check mapping.
- No process for edge cases. What happens if a deal skips a stage? Plan for weirdness.
- Relying solely on automation. Automate the boring stuff, but keep humans in the loop for anything customer-facing.
Final thoughts
Integrating your CRM with Goprospero isn’t a silver bullet, but it’ll save you time and cut down on errors—if you keep it simple. Start with the basics, make sure it works, and don’t be afraid to tweak things as your process changes. The less you overcomplicate, the more likely you’ll stick with it (and actually see results).
If you get stuck or something doesn’t work as advertised, don’t beat yourself up—most “seamless” integrations need a nudge now and then. Build a system that works for your team, not just the sales brochure.