Sync leads and replies with HubSpot, Pipedrive and Salesforce

Draft — written from product facts + domain knowledge; UI labels to be verified before publishing.

The CRM integrations keep OutreachFox and your CRM in step: leads you upload to a campaign are created or updated in the CRM, and replies, bounces and status changes flow back as activities and property updates. Your sales team works from the CRM; your outreach team works from OutreachFox; nobody copies rows by hand.

Prerequisites

• Owner or Admin role in the OutreachFox workspace.
• A CRM user with permission to install apps and edit contact and deal fields (HubSpot Super Admin, Pipedrive Admin, Salesforce System Administrator or a profile with API access).
• One CRM connection per workspace. Agencies running one workspace per client connect each client's CRM to that client's workspace.

Steps: connect the CRM

1. Click Settings in the bottom-left corner and open Integrations → CRM.

2. Click Connect next to HubSpot, Pipedrive or Salesforce.

3. Sign in to the CRM in the pop-up and approve the requested permissions (read and write contacts, companies, deals or opportunities, and activities).

4. Back in OutreachFox, choose the Sync direction:

   • OutreachFox → CRM: push leads and activities to the CRM (default).
   • Two-way: also pull contacts from a CRM list, view or filter into a lead list.

5. Under Field mapping, match OutreachFox lead fields to CRM properties. Email, First name, Last name and Company are mapped automatically; add custom fields such as LinkedIn URL or Job title.

6. Under Sync events, tick what should create CRM activity: Email sent, Reply received, Interested, Bounced, Unsubscribed.

7. Choose the Owner rule: keep the existing CRM owner, or assign new contacts to the OutreachFox user who launched the campaign.

8. Click Save. The first sync runs within a few minutes.

Steps: enable sync on a campaign

1. Open Campaigns, select the campaign, click Edit Campaign → Settings.
2. Turn on Sync with CRM and, if prompted, pick a Pipeline and Stage for interested leads.
3. Click Save, then Resume Campaign if the campaign was live.

What syncs

Tips

• Deduplicate on email address in both systems before the first sync. Duplicates in the CRM cause activities to land on the wrong record.
• Map Campaign name to a custom property so reporting in the CRM can group by campaign.
• Suppress CRM contacts already in an open deal: use the two-way filter "Deal stage is empty" when importing a list.
• CRM sync uses the same rate limits as the API. Large backfills (over 10,000 leads) run in batches over several hours.

Troubleshooting

• "Connection expired": the CRM user's password or permissions changed. Click Reconnect in Settings → Integrations → CRM.
• Replies logged on the wrong contact: the CRM has two records with the same email. Merge them in the CRM; OutreachFox matches the first record returned.
• Nothing syncs for one campaign: Sync with CRM is off for that campaign, or the campaign was created before the CRM was connected. Toggle it on in Edit Campaign → Settings.
• Field mapping missing an option: the CRM property is read-only or a calculated field. Choose a text or dropdown property.

Related articles

• Webhooks: events, payload examples and retries
• Connect OutreachFox to Zapier and Make
• Slack notifications for replies and campaign events
• Uploading Contacts to OutreachFox
• Checking Lead Statuses Guide
• AI Reply Categorization Guide