CRM Integrations Skill

Purpose

Connects lead generation forms to CRM systems and automation tools. Ensures no leads are lost through robust backup strategies and async processing.

Core Rules

1. Always have backup — If CRM fails, data must be saved elsewhere (Google Sheets)
2. Async processing — Don't block form submission on CRM integration
3. Retry failed sends — Queue and retry integration failures with exponential backoff
4. Log everything — Track all integration attempts for debugging and compliance
5. Validate before send — Ensure data format matches CRM requirements using Zod
6. GDPR compliance — Check consent before sending PII to third parties
7. 4xx = don't retry — Client errors are not retryable, 5xx errors are
8. Hash sensitive data — IP addresses should be hashed for privacy
9. Track source — Always include UTM parameters and referrer for attribution
10. Timeout protection — Set reasonable timeouts (10s) to prevent hanging requests

Integration Flow

Form → Validate → Save to Sheets → Queue CRM (async) → Thank You → [Background] CRM with retry

Key Environment Variables

Variable	Purpose	Example
HUBSPOT_ACCESS_TOKEN	HubSpot API auth	pat-xxx
PIPEDRIVE_API_TOKEN	Pipedrive API auth	xxx
ZAPIER_WEBHOOK_URL	Zapier webhook	https://hooks.zapier.com/...
CRM_WEBHOOK_URL	Generic CRM endpoint	https://your-crm.com/webhook

Error Handling Strategy

Status Code	Action	Retryable
2xx	Success	No
4xx	Client error, log and skip	No
5xx	Server error, retry with backoff	Yes
Timeout	Network issue, retry	Yes

References

Detailed implementation code and examples:

• Webhook Implementation — Generic webhook function, payload standard, architecture
• HubSpot Integration — HubSpot contact creation code
• Pipedrive Integration — Pipedrive person and deal creation
• Automation & Forms — Zapier/Make, form handlers, failure queues

Forbidden

• ❌ Blocking form response on CRM integration
• ❌ No backup storage for leads
• ❌ Exposing API tokens to client-side code
• ❌ Sending PII without user consent
• ❌ No retry logic for transient failures
• ❌ Ignoring failed integrations without logging
• ❌ Using GET requests for webhooks (always POST)
• ❌ Storing API tokens in version control

Definition of Done

• Generic webhook function implemented with retry logic
• Google Sheets configured as primary backup storage
• CRM integration runs asynchronously (doesn't block form)
• Failed integrations logged to separate sheet/queue
• All environment variables properly set and documented
• GDPR consent checked before sending data to CRM
• Email notifications working (customer + internal)
• UTM parameters captured and stored with each lead
• Error handling tested for 4xx, 5xx, and timeout scenarios
• Exponential backoff implemented for retries