Understand the Insightly Integration

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

Integration Architecture

The Insightly integration uses Zapier workflows to connect WhatConverts and Insightly in both directions. Each type of data you want to sync requires its own Zap.

Each Zap monitors one platform for specific events, such as new leads or opportunity updates, maps the relevant fields, and then creates or updates the corresponding record in the other platform.

This keeps data synchronized while giving you full control over what is sent and when.

Data Flow Options

The Insightly integration supports two data flow directions:

From WhatConverts to Insightly

• New leads trigger workflows that create contact records in Insightly
• Lead information includes name, phone, email, and other tracked details
• The WhatConverts Lead ID is stored as a custom field in Insightly for future reference
• This workflow typically involves 2-3 steps: trigger and create action

From Insightly to WhatConverts

• Opportunity updates in Insightly trigger workflows that update existing leads in WhatConverts
• Opportunity values, bid amounts, and opportunity status flow back to WhatConverts
• The stored Lead ID custom field connects the Insightly contact to the correct WhatConverts lead
• Trigger event is "Updated Opportunity"
• This workflow typically involves 3-4 steps: trigger, find/update actions

WhatConverts to Insightly 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 Insightly with the lead information
• Store Lead ID: The WhatConverts Lead ID is saved as a custom field in the Insightly contact record for future updates

Insightly to WhatConverts Workflow Structure

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

• Trigger: An opportunity is updated in Insightly (trigger event: "Updated Opportunity")
• Retrieve Lead ID: The workflow reads the WhatConverts Lead ID from the custom field in the associated Insightly contact
• Update Lead: If the Lead ID exists, the workflow uses it to update the correct lead in WhatConverts with opportunity 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

The Importance of Lead ID Custom Fields

Storing the WhatConverts Lead ID as a custom field in Insightly is critical for accurate data syncing. This Lead ID acts as a unique identifier that connects the Insightly contact to the specific lead in WhatConverts, ensuring that sales and opportunity updates are applied to the correct lead record rather than creating duplicates or updating the wrong lead.

Without the Lead ID stored in Insightly, you must rely on searching WhatConverts by phone number or email address, which can be less reliable if contact information changes or multiple leads share the same details.

Integration Limitations

The Insightly integration has several important limitations to consider:

• Manual Workflow Setup: Unlike some plug-and-play integrations, the Insightly 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 Insightly 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.
• Opportunity Association Required: When sending data from Insightly to WhatConverts, the opportunity must be linked to a contact that has the Lead ID stored.

Related Topics

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