Copying
Retyped by hand
Someone copies names and numbers from chats into the CRM, when they remember to.
Chatbots · CRM · automation
Chatbot CRM
Chatbot CRM
integration
Chatbot CRM integration closes the gap between a nice conversation and a closed sale. Every chat on your site, Instagram, WhatsApp or Telegram becomes a contact and a deal in your CRM, with the customer's answers, the conversation and the ad that brought them, so your team follows up from one place.
Free: a 30-minute call, an action plan and a price range in writing.
Without integrationWhere chat leads
Where chat leads
get lost today
Duplicates
Same person, three records
One customer writes on Instagram, then WhatsApp, then fills a form, and appears as three leads.
Attribution
Ads get no credit
A chat that started from an ad turns into a sale, but the report never connects the two.
Process
Integrating a bot
Integrating a bot
with your CRM in 4 steps
I handle the CRM side myself. The bot is built with a trusted partner; the contract and communication stay with me.
1
Field mapping
Which bot answers go to which CRM fields, and which stage a new chat lead starts in.
2
Matching rules
How to recognize returning customers by phone or email, so records are updated, not duplicated.
3
Connect and route
Native integration, webhook or API, plus rules for who gets the lead and what task is created.
4
Test end to end
Test chats on every channel, checked in the CRM, including the source and the full transcript.
PriceChatbot and CRM
Chatbot and CRM
pricing
Final prices in Canadian dollars. CRM and messaging licences are paid to the vendors.
Chatbot with CRM connection[01]
$2,500 CAD
A new bot, connected to the CRM you already use.
- Bot on one main channel
- Field mapping and routing
- Duplicate matching
- Source tracking
■ Leads under control[02]
$5,900 CAD
Ready-made CRM setup plus a chatbot, built together.
- HubSpot, Pipedrive or Zoho setup
- Chatbot feeding the pipeline
- Team training
Custom CRM[03]
$7,100 CAD
Your own CRM with chat channels built in.
- Direct integration, no plugins
- Code in your name
ProofBots and CRM
Bots and CRM
working together
Magik Cleaning GroupWarsaw · commercial cleaning
20 + recurring contracts / month
Bots, CRM, ads and a website joined into one system for a cleaning company.
See the case study →Boreal Kitchens & CabinetryEdmonton · custom kitchens
Website, ads, bots, CRM and SEO, so every enquiry is tracked from first message to signed kitchen.
See the case study →Why chatbot CRM integration matters
Chatbot CRM integration is the difference between a bot that talks and a bot that sells. Without it, conversations pile up in separate inboxes: website chat, Instagram, WhatsApp, Telegram. Someone has to read them, copy details into the CRM and remember to follow up. In a busy week, that step gets skipped, and the leads the bot worked so hard to collect quietly go cold.
With integration, every conversation becomes a record automatically. The CRM gets a contact with name and phone or email, a deal in the right stage, the answers to the bot's questions in proper fields, the full transcript, and the source: which page, which channel, which ad. The person responsible gets a task. Nothing depends on memory.
What gets passed to the CRM
| From the bot | Into the CRM |
|---|---|
| Name, phone, email | Contact record, matched against existing contacts |
| Answers to qualifying questions | Deal fields such as service, size, budget range, timeline |
| Channel and page | Lead source fields |
| Ad campaign and keywords, where tracked | Marketing source for reporting |
| Full conversation | Note or activity on the contact |
| Consent choices | Consent fields used by email and SMS tools |
That last row matters more than it looks. If a customer agreed to receive your newsletter in the chat, the CRM should know, so your email platform can treat them correctly under CASL. If they didn't, they should only get messages about their enquiry.
Duplicates and returning customers
People don't stay on one channel. A customer might ask a question on Instagram, then message on WhatsApp a week later, then fill in a form. Without matching rules, the CRM shows three separate leads and three people might call them. I set rules that recognize returning people by phone number or email and attach new conversations to their existing record. Where social channels don't share contact details, the bot asks for them at the point where it makes sense, usually just before booking or quoting.
Routing leads to the right person
In a team, the question isn't only whether the lead reaches the CRM but who owns it. Simple rules work best: by service (renovations to one person, repairs to another), by area (east of the river to one crew lead), or in rotation. The owner gets a notification on their phone and a task with a deadline. If nobody touches the lead within the agreed time, the CRM reminds them, then their manager. It sounds strict, but it's what stops good leads from waiting over a weekend.
From the CRM back to the customer
Integration can work in both directions. A stage change in the CRM can trigger a message: a WhatsApp template when a quote is ready, a reminder text before an appointment, an email after the job asking for a review. Each channel keeps its own rules, such as WhatsApp's approved templates and the customer's consent. Combined with email automation, this turns the CRM into the control centre for follow-ups.
Measuring what chats are worth
Once chat leads carry their source and end up as won or lost deals, you can see whether chat actually brings revenue, and from which ads. That's the foundation of end-to-end analytics. It often changes decisions: a channel that produces many chats but few sales gets less budget, while a quieter source that closes well gets more.
Who does what
The CRM side, field mapping, routing, matching and reporting, I do myself, as part of the CRM setup work I've done in more than 20 implementations. The chatbot is built with a trusted partner, while the agreement, deadlines and communication stay with me. If you're starting from zero, the Leads under control package, $5,900 for a CRM setup and a chatbot, is usually the simplest route. Book a free consultation to map your channels first.
RelatedBuild the full
Build the full
lead system
FAQ
Chatbot and CRM
Chatbot and CRM
questions
Which CRMs can a chatbot connect to?
The common ones, including HubSpot, Pipedrive and Zoho, have integrations or APIs that chatbots can use. Less common CRMs usually accept webhooks or connect through tools like Zapier or Make. For custom CRMs I build, the connection is direct. On the first call I confirm what your CRM supports before quoting.
Will the whole chat be saved in the CRM?
Usually yes: the key answers go into fields, and the full transcript is attached as a note or activity. That way your team sees both the summary and the detail. Sensitive information shouldn't be collected in chat at all, so the transcript stays safe to store.
How do you avoid duplicate contacts?
By matching on phone number or email before creating a record. If the person already exists, the chat is added to their history and, if needed, a new deal is opened. Messenger and Instagram users don't always share contact details, so the bot asks for them at a natural moment.
Can the CRM send messages back through the bot?
In many setups, yes. A stage change in the CRM can trigger a WhatsApp template, an email or a text, within each channel's rules and the customer's consent. For example, moving a deal to 'Quote sent' can send a short message with the quote link.
Do I need the Leads under control package?
Only if you don't have a working CRM yet. The package combines a ready-made CRM setup and a chatbot for $5,900. If you already have a CRM your team uses, the chatbot alone for $2,500 with a connection to it is usually enough.
Let's connect them
so nothing slips
Tell me which CRM and which chat channels you use. On a free 30-minute call I'll sketch how leads would flow.