Understand the Freshsales Integration

Understand how the Freshsales integration works, including the data flow, workflow structure, and technical implementation details.

Integration Architecture

The Freshsales integration operates through Zapier workflows that connect WhatConverts and Freshsales bidirectionally. This Zapier-based approach requires you to configure separate automated workflows (called Zaps) for each type of data you want to sync between the platforms.

Data Flow Options

The Freshsales integration supports two data flow directions:

From WhatConverts to Freshsales

• New leads trigger workflows that create contact records in Freshsales
• Lead information includes name, phone, email, and other tracked details
• The WhatConverts Lead ID is stored as a custom field in Freshsales for future reference
• Uses the Contact Module in Freshsales

From Freshsales to WhatConverts

• Contact updates in Freshsales trigger workflows that update existing leads in WhatConverts
• Sales values, quote amounts, and deal status flow back to WhatConverts
• The stored Lead ID custom field connects the Freshsales contact to the correct WhatConverts lead
• Trigger event is "Contact Updated" in the Contact Module

WhatConverts to Freshsales Workflow Structure

The lead-to-contact workflow follows a simple structure:

• Trigger: A new lead is created in WhatConverts (from a phone call, form submission, or chat)
• Create Contact: The workflow creates a new contact in the Freshsales Contact Module with the lead information
• Store Lead ID: The WhatConverts Lead ID is saved as a custom field in the Freshsales contact record for future updates

Freshsales to WhatConverts Workflow Structure

The sales tracking workflow follows a more complex structure to ensure proper data matching:

• Trigger: A contact is updated in Freshsales (trigger event: "Contact Updated")
• Retrieve Lead ID: The workflow reads the WhatConverts Lead ID from the custom field in the Freshsales contact
• Update Lead: If the Lead ID exists, the workflow uses it to update the correct lead in WhatConverts with quote and sales values
• Alternative - Find Lead: If no Lead ID is stored, the workflow can search for the lead in WhatConverts using contact information (phone or email) before updating

Integration Limitations

The Freshsales integration has several important limitations to consider:

• Manual Workflow Setup: Unlike some plug-and-play integrations, the Freshsales integration requires you to manually configure each Zapier workflow.
• Separate Workflows Required: You must create and maintain distinct Zapier workflows for each data flow direction.
• Zapier Account Required: This integration relies on Zapier as the middleware platform, meaning you need an active Zapier account and your workflows count against any applicable Zapier usage limits.
• Custom Field Management: You must manually create custom fields in Freshsales and properly map them in your Zapier workflows.
• No Real-Time Sync: Data syncs based on Zapier's polling intervals (1-15 minutes depending on your Zapier plan), not instantly.
• Contact Module Only: The integration uses the Contact Module in Freshsales. If you need to work with other modules, additional configuration may be required.
• Freshsales Paid Plan Required: Freshsales requires a paid plan to use Zapier integrations.

Related Topics

• What is the Freshsales Integration?
• Connect WhatConverts to Freshsales
• Send Leads from WhatConverts to Freshsales
• Send Quote and/or Sales Value from Freshsales to WhatConverts