How to Export Your Form Data to Your CRM

Your forms collect dozens of leads every week. But this data remains stuck in an Excel spreadsheet or an email inbox. Result: your sales team misses opportunities. Exporting your form data to your CRM is the solution to turn every submission into a concrete sales action.

According to a Salesforce study, companies that sync their forms with their CRM increase their conversion rate by 29%. In this article, discover the methods to connect your tools and automate this process.

Why Export Your Form Data to a CRM?

A contact form generates raw data. A CRM transforms it into actionable information. Without a connection between the two, you lose efficiency.

Problems with Manual Transfer

Copy-pasting between form and CRM presents several risks:

• Data entry errors: 88% of Excel files contain at least one error according to a University of Hawaii study
• Processing delays: a lead not contacted within 5 minutes is 10 times less likely to convert
• Duplicates: existing contacts are not detected
• Lost history: impossible to trace the prospect’s journey
• Wasted time: on average 4 hours per week for a team of 5 salespeople

Benefits of Automatic Synchronization

Connecting your forms to your CRM brings measurable advantages:

• Responsiveness: leads are transmitted to salespeople in real time
• Data quality: automatic format validation (email, phone)
• Enrichment: form information completes the contact profile
• Traceability: every interaction is recorded
• Scoring: automatic score assignment based on responses

The 3 Methods to Export Your Data to a CRM

Method 1: Manual Export via CSV File

The most basic method is to download your submissions in CSV format, then import them into your CRM.

Advantages:

• No technical configuration
• Works with all CRMs
• Free

Disadvantages:

• Time-consuming (15-30 minutes per import)
• Risk of errors
• No real-time update
• Manual duplicate management

When to use it: This method is suitable for low volumes (fewer than 20 leads per week) or occasional exports.

Steps for a successful CSV export:

1. Export your data from your form tool
2. Check column format (matching CRM fields)
3. Clean the data (remove duplicates, correct errors)
4. Import into your CRM by mapping fields
5. Verify the import and correct any errors

Method 2: Native Integrations

Some form tools offer direct connections to popular CRMs. One click is enough to activate synchronization.

Advantages:

• Simple configuration
• Automatic synchronization
• No code required

Disadvantages:

• Limited to supported CRMs
• Sometimes restricted customization

With Skedox, you connect your forms to HubSpot, Salesforce, Pipedrive, or Zoho in just a few clicks. Each new submission automatically creates a contact or opportunity in your CRM.

Most common CRM integrations:

CRM	Integration Type	Complexity Level
HubSpot	Native	Easy
Salesforce	Native or API	Medium
Pipedrive	Native	Easy
Zoho CRM	Native or Zapier	Easy
Monday CRM	Zapier/Make	Medium

Method 3: Webhooks and API

For advanced customization, webhooks and APIs allow you to create custom flows.

Advantages:

• Total flexibility
• Conditional logic possible
• Works with all CRMs

Disadvantages:

• Requires technical skills
• Maintenance required

How webhooks work:

1. Your form sends data to a URL (webhook)
2. A script processes the data (transformation, enrichment)
3. Data is sent to the CRM via its API

This method suits companies with specific needs: data enrichment, advanced scoring, conditional routing.

Exporting Your Form Data: Best Practices

Map Your Fields Correctly

The correspondence between form fields and CRM fields is critical. Bad mapping generates unusable data.

Mapping checklist:

• First name → Contact first name
• Last name → Contact last name
• Email → Primary email
• Phone → Business phone
• Company → Company name
• Message → Notes or description
• Source → Lead origin

Tip: use consistent field names from form creation. “company” rather than “company_business_name”.

Manage Duplicates Intelligently

A prospect fills out your form twice. Without duplicate management, you create two contact profiles. Your salesperson contacts the same person twice. Bad experience.

Deduplication strategies:

• Update: if the email exists, update the profile rather than create a duplicate
• Merge: combine information from successive forms
• Alert: notify the team of a multiple submission

With Skedox, the system automatically detects existing contacts and updates their information. No more duplicates.

Enrich Data Automatically

Information collected via the form isn’t always enough. Automatic enrichment completes contact profiles.

Enrichable data:

• Company size (via Clearbit, Apollo)
• Industry
• LinkedIn profile
• Technology used (via BuiltWith)
• Predictive scoring

A form asks for 3 fields. Enrichment adds 10. Your salespeople have complete context before the first call.

Segment at Collection

Your CRM allows you to segment contacts. Take advantage of the form to qualify upfront.

Effective segmentation fields:

• Estimated budget (ranges)
• Decision timeline
• Role in the company
• Main problem
• How did you hear about us?

This information directly feeds CRM segments. Your marketing campaigns gain relevance.

Automate Export with Workflows

Create a Sync Flow

An automated workflow follows this logic:

Trigger → Condition → Action

Example workflow:

1. Trigger: new form submission
2. Condition: budget greater than 5000 euros
3. Actions:
   • Create a contact in the CRM
   • Create an associated opportunity
   • Assign to senior salesperson
   • Send a Slack notification

Automation Tools

Several platforms allow you to create these workflows without code:

• Zapier: the most popular, 5000+ integrations
• Make (formerly Integromat): more powerful, advantageous pricing
• n8n: open source, self-hostable
• Skedox: native integrations and webhooks included

Example “Zap” form → CRM:

1. Trigger: Skedox - New submission
2. Action 1: HubSpot - Create or update contact
3. Action 2: HubSpot - Create a deal
4. Action 3: Slack - Send a message

Setup time: 15 minutes. Result: hours saved every week.

Practical Case: Syncing Skedox with HubSpot

Here’s a step-by-step guide to connecting your Skedox forms to HubSpot.

Step 1: Prepare Your Form

Create a form in Skedox with the following fields:

• First name (text)
• Last name (text)
• Professional email (email)
• Company (text)
• Phone (phone)
• Estimated budget (dropdown)
• Message (long text)

Step 2: Configure the Integration

1. Go to form settings
2. Click on “Integrations”
3. Select HubSpot
4. Authorize the connection
5. Map form fields ↔ CRM

Step 3: Define the Rules

Configure the behavior:

• If contact exists: update
• Default owner: sales team
• Pipeline: New leads
• Stage: First contact

Step 4: Test

Submit a test form. Verify in HubSpot:

• The contact is created
• Fields are correctly filled
• The opportunity is associated

Expected Results

After configuration:

• Transfer time: from 15 minutes to 0 seconds
• Lost lead rate: from 12% to 0%
• Average first contact delay: from 4 hours to 30 minutes

Mistakes to Avoid

Not Testing Before Deploying

Incorrect mapping can create corrupted data in your CRM. Systematically test with fictitious data before activating synchronization in production.

Ignoring GDPR Compliance

Exporting data to a CRM must comply with regulations:

• Explicit user consent
• Mention of processing purposes
• Possibility of deletion upon request
• Secure data transfer

Document your data flows. It’s mandatory in case of audit.

Syncing Too Much Data

Not all fields deserve to be exported. An overloaded CRM becomes unusable.

To export:

• Contact information
• Qualification data
• Source and campaign

To avoid:

• Internal fields (technical timestamp)
• Unnecessary sensitive data
• Redundant information

Conclusion: Switch to Automated Export

Exporting your form data to your CRM should no longer be a manual chore. Today’s tools allow real-time synchronization, without code, in just a few clicks.

The benefits are immediate:

• Your salespeople receive leads instantly
• Data is clean and actionable
• Processing time goes from several hours to zero

Start by identifying your method: native integration, webhook, or automation tool. Then test with a pilot form.

Ready to connect your forms to your CRM? Skedox offers native integrations with the main CRMs on the market. Create your free account and configure your first sync in less than 10 minutes.