External CRM Integrations
Connect Zoho CRM, HubSpot CRM, and Freshsales to stream qualified conversational leads, synchronize calendar appointments, and manage customer conversations in one centralized place.
Overview & Benefits
Domainchat gives you the choice between using our built-in DC CRM or sending your leads directly into your existing enterprise CRM system (Zoho CRM, HubSpot CRM, or Freshsales).
Connecting your external CRM eliminates manual data entry and CSV exports. Whenever a prospective client chats with your AI agent or books an appointment, their contact information, appointment details, and complete conversation notes land directly in your team's CRM inbox instantly.
One-click authorization. Leads and appointment notes automatically route to your Zoho account anywhere in the world.
Direct connection via HubSpot Private App. Includes contact creation, timeline notes, and automatic duplicate prevention.
Fast connection using your company domain and API key. Automatically saves contacts and clean conversation notes.
How External CRMs Work with Domainchat
When you enable an external CRM, Domainchat manages routing automatically so you never have to worry about missing leads or duplicate work:
1. DC CRM is Disabled by Default for Qualified Leads
When an external CRM (HubSpot, Zoho, or Freshsales) is turned on, Domainchat pauses sending qualified leads to the internal DC CRM.
Instead, all leads who share their contact info (Name, Email, Phone, Company) during chat conversations are streamed directly to your connected external CRM for your sales team to follow up.
2. Is the Calendar Disabled? NO — Appointments Work Seamlessly
DC Calendar is not disabled. Your AI agents continue to offer appointment scheduling, display live availability, and let clients book sessions without interruption.
When someone books an appointment:
3. Are Social Visitors Still Saved? YES — You Never Lose Contacts
Yes, all social visitors remain safely saved.
When people reach out through social channels like WhatsApp, Instagram, Telegram, or Facebook Messenger, Domainchat always logs their initial visit under the Social Visitors tab in DC CRM.
If that visitor later shares their email or phone number in chat:
Step-by-Step Connection Guides
HubSpot CRM Setup
Method: Private App Access Token
Follow these steps in your HubSpot account:
- In HubSpot, click the Settings (gear icon) in the top menu, then go to Integrations → Private Apps.
- Click Create a private app and give it a name, such as Domainchat AI.
- Click on the Scopes tab, select CRM, and turn on these three permissions:✓ Contacts (Read & Write)✓ Notes (Write)✓ Standard CRM Access
- Click Create app in the top right and confirm.
- Click Show token and copy your new access token.
- In Domainchat, go to Workspace → Integrations → HubSpot CRM, paste your token, and click Verify & Connect.
If a contact with the same email already exists in your HubSpot account, Domainchat automatically finds their existing profile and adds the new conversation or appointment details to their activity timeline. You will never get duplicate contacts or broken records.
Zoho CRM Setup
Method: 1-Click Secure Authorization
Follow these steps to connect Zoho:
- In your Domainchat dashboard, open Workspace → Integrations.
- Click the Zoho CRM tab, then click Connect with Zoho.
- A secure Zoho login page will open. Sign in to your Zoho account.
- Zoho will show a permission prompt asking to allow Domainchat to create leads and add notes. Click Accept.
- You will be automatically returned to Domainchat with an active, connected status.
Domainchat automatically identifies your Zoho region (whether your business is hosted in the US, Europe, India, Australia, or Japan) and keeps your connection active in the background. You do not need to configure servers or renew keys manually.
Freshsales (Freshworks CRM) Setup
Method: Company Domain & Personal API Key
Follow these steps in Freshsales:
- Log in to your Freshsales account and look at the web address in your browser (for example, yourcompany.myfreshworks.com or yourcompany.freshsales.io). This is your Company Domain.
- Click your Profile avatar in the top-right corner and select Settings.
- Click on the API Settings tab.
- Copy your Personal API Key.
- In Domainchat, go to Workspace → Integrations → Freshworks CRM.
- Enter your Company Domain, paste your API Key, and click Verify & Connect.
Domainchat automatically cleans and formats conversation notes so they look neat and readable on your Freshsales contact cards without any formatting errors or missing text.
What Information is Sent to Your CRM?
Here is a simple summary of what details are updated in your CRM whenever a lead chats or books an appointment:
| CRM Provider | CRM Record | Contact Fields Saved | Lead Status & Category | Meeting & Chat Notes |
|---|---|---|---|---|
| HubSpot CRM | Contacts | First Name, Last Name, Email, Phone Number, Company, Address | Lead Status set to "New", Lifecycle Stage set to "Lead" | Added to the contact timeline with appointment summary & full chat transcript |
| Zoho CRM | Leads | First Name, Last Name, Email, Phone Number, Company, Notes | Lead Status set to "New Lead" | Attached as a note on the lead profile with appointment times and conversation history |
| Freshsales | Contacts | First Name, Last Name, Email, Mobile Phone, Job Title | Tagged with company name and lead origin | Attached as a note on the contact profile with full appointment summary |
Managing Your Connection
Switching Back to Native DC CRM
You can disconnect or switch between CRMs at any time without losing any past leads. Simply click Disconnect in your Integrations dashboard and select Native DC CRM. From that moment forward, new conversational leads will route back to your built-in DC CRM table and Kanban boards.
Delivery Verification
Every time a lead is sent to your external CRM, Domainchat records a confirmation in your workspace audit log. If there is ever an issue—such as an expired token or an interrupted network—your customer's details are never lost; they remain safely preserved inside Domainchat for your team.