Integrating your proposal management tool with your CRM sounds great—until you hit the weird errors, duplicate data, and endless mapping screens. This guide is for folks who want to get Xait talking to their CRM without losing a week of sleep (or data). Whether you’re in sales ops, IT, or just the “lucky” one who got handed this project, here’s how to make it work without the usual headaches.
Why bother integrating Xait with your CRM?
Let’s be real: The main point is to save time and avoid mistakes. When your deal info, contacts, and proposal documents move smoothly between Xait and your CRM, you spend less time copying data and chasing updates. But integrations can get messy fast—so before you start, know what you want out of it.
You probably want at least one of these:
- Auto-create proposals in Xait based on CRM opportunities.
- Sync client, deal, or contact data between systems.
- Attach final proposals back to CRM records.
- Cut down on manual copy-paste, double entry, and “where’s the latest version?” chaos.
If that sounds right, keep reading. If you’re hoping for AI to magically predict your next big deal, you’re in the wrong place.
Step 1: Get clear on what you actually need
This is the step everyone skips, and it’s why so many integrations end up half-broken or ignored.
Ask yourself:
- What data actually needs to sync? (Not everything. Pick the essentials: contacts, deal name, value, deadline, etc.)
- One-way sync or two-way? (Easier is better. Two-way syncs sound nice until you’re fixing endless conflicts.)
- Who will use this? (Sales, proposal writers, management?)
- What’s the “must-have” vs. “nice to have”? (Don’t let wishlists derail the basics.)
Pro tip:
Draw it out on paper. You’ll catch weird gaps that diagrams in fancy tools miss.
Step 2: Check what your CRM and Xait actually support
Here’s where reality sets in. Not all CRMs play nicely with every tool, and Xait’s integration options vary depending on your plan and setup.
What to check:
- Does Xait have a ready-made connector for your CRM (like Salesforce, Dynamics, or HubSpot)?
- If not, does your CRM support common integration tools (Zapier, Make, API connectors)?
- Xait’s API: Is it open to you? Do you have dev resources to use it?
- Security and compliance: Any data privacy rules you have to stick to?
Shortcuts that work:
If there’s a prebuilt connector, use it—custom API work is a last resort unless you have a solid reason (and budget). Sometimes “good enough” is better than “perfect but never finished.”
Step 3: Set up a test environment (don’t skip this)
Never test integrations on your live CRM. If you do, you’ll regret it. Bad data can spread like mold.
- Set up a sandbox or test instance for both Xait and your CRM.
- Create some fake deals, contacts, and proposals.
- Make sure everyone knows not to use this data for real work.
If your CRM doesn’t let you make a sandbox:
At least work with a small, throwaway set of records and back everything up first.
Step 4: Map your fields—keep it simple
Now comes the brain work: matching up fields between Xait and your CRM.
- List out the fields you want to sync (deal name, value, account owner, etc.).
- Map each one to its counterpart in the other system.
- Watch for mismatches (e.g., CRM has “Deal Stage,” Xait has “Proposal Status”—they might not mean the same thing).
- Decide what happens if one field is empty or gets changed.
Pitfalls to dodge:
- Syncing custom fields you’ll never use.
- Forgetting about picklists or dropdowns—values may not match.
- Ignoring date formats (this breaks more integrations than you’d think).
Pro tip:
Start with the minimum set of fields. You can always add later, but pulling back is a pain.
Step 5: Choose your integration approach
Here’s your menu:
-
Native connectors or plugins
The easiest (when available). Usually offered for big CRMs like Salesforce or Dynamics. Often has setup wizards and built-in support. -
Middleware tools (Zapier, Make, Tray.io, etc.)
Good for common CRMs and straightforward use cases. Not as flexible, but you won’t need a developer for simple workflows. -
Custom API integration
Only go here if you have unique needs or your systems aren’t covered by off-the-shelf options. You’ll need developer time and patience.
Don’t bother with:
Manual CSV exports/imports as your “integration.” That’s a short-term fix, not a real solution.
Step 6: Build and test the integration
Start small. Sync one record, not your whole database.
- Set up the connection (using your chosen tool).
- Run a sync with a single test record.
- Check both sides—did the data show up where you expected?
- Test error handling: What happens if a required field is missing, or there’s a duplicate?
- Try edge cases (special characters, long text, etc.).
Keep a checklist:
You’ll forget what you’ve tested otherwise. Document what worked and what blew up.
Step 7: Involve your end users (early and often)
You can build the world’s smoothest integration, but if it changes how people work (or breaks their workflows), it’ll get ignored or sabotaged.
- Demo the setup to a few real users—before you roll it out.
- Ask what’s confusing or missing.
- Watch them try it—don’t just ask for “feedback.” (People won’t always tell you what’s not working.)
What to ignore:
Don’t try to automate every little thing people ask for. Focus on the 80% that matters.
Step 8: Roll it out—slowly
Once you’ve tested and tweaked, don’t just flip the switch for everyone.
- Start with a small group or one team.
- Monitor for weird data, sync errors, or complaints.
- Be ready to pause or rollback if something goes sideways.
Pro tip:
Set up alerts for sync failures—otherwise, you’ll only find out when a deal goes missing.
Step 9: Plan for maintenance (and don’t trust “set and forget”)
Integrations break. APIs change, fields get renamed, someone adds new required fields, and suddenly nothing works.
- Assign someone to “own” the integration—even if it’s just an hour a month.
- Review sync logs and error reports regularly.
- Plan a quick check every quarter to make sure things haven’t drifted.
What to avoid:
Assuming a working integration will always keep working. It won’t.
Honest takes: What works, what doesn’t, and what to skip
What works
- Start simple. Only sync what you need.
- Use built-in connectors if you can. They’re less work and usually more stable.
- Test everything in a sandbox first.
What doesn’t
- Over-customizing on day one. You’ll just create more to maintain.
- Ignoring user feedback or skipping training.
- Relying on spreadsheets as your “integration.” It’s a ticking time bomb.
What to skip
- Syncing every possible field “just in case.”
- Building custom code unless you have a real, lasting need.
- Assuming the integration will magically fix process problems.
Keep it simple, iterate, and don’t overthink it
Integrating Xait with your CRM is about making life easier—not creating another beast to manage. Keep your scope tight, test more than you think you need, and don’t be afraid to say “no” to features that sound cool but add complexity. Get the basics working, watch how people use it, and improve from there. That’s how you get real value—no hype, just results.