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CRM Integration: FAQs & Best Practices

Whether you're an admin configuring your CRM integration or a sales rep pushing records, you may have questions about how data flows between GovSpend and your CRM. Below are frequently asked questions and best practices to help you get the most out of your integration.

  1. General Integration Questions
  2. Pushing Records
  3. Automated & Scheduled Integrations
  4. Salesforce Specific Formatting & Limits
  5. Additional Help

General Integration Questions

Does pushing records to my CRM cost export credits? Yes! Integrations are tied to your export credits.

Is the integration set up per user or per company? The integration is set up at the Organization level. This means only one person (usually your Salesforce/CRM Admin) needs to authenticate and configure the mapping rules. Once connected, those rules apply to every GovSpend user at your company.

If I change a mapping rule, does it affect my whole team? Yes. If any GovSpend user with Admin permissions makes changes to the mappings within the configuration wizard, those changes will instantly apply to everyone using the integration.

What happens if a record I push already exists in my CRM? By default, GovSpend uses "upsert" logic. This means if we detect that the record already exists in your CRM, we will simply update the existing record. If it does not exist, we will create a new one. (Note: If you need custom logic for how records are handled, please reach out to your Relationship Manager).

Why did a duplicate record get created in my CRM? If your Admin recently added a new GovSpend field to your mapping configuration, and you integrate a record you have pushed previously, your CRM will see that new field and assume it is a completely new record, creating a duplicate.

Pushing Records (Manual & Batch)

Where can I find the "Add to CRM" button? You will see the "Add to CRM" button on the Details page of any supported module, as well as at the top of your Search Results table. Currently, you can push records from:

  • Bids & RFPs
  • Contacts
  • Contracts
  • Agency Meetings

  • Spending

Can I push multiple records at the same time? Yes! When viewing a list of search results or a Saved Search, you can use the checkboxes on the left side of the table to select multiple records. You can integrate up to 25 records in a single batch.

How do I know if my records successfully pushed? When you click "Add to CRM," you will see an initial "Processing" message in the top right of your screen. Once the records successfully land in your CRM, that message will turn into a green "Success" notification. If a record fails, you will receive a red error message. (If you encounter an error, please reach out to your Relationship Manager for troubleshooting help).

Automated & Scheduled Integrations

Can I set up GovSpend to automatically push records to my CRM? Yes! You can set up scheduled integrations for your Saved Searches. This will automatically push any new or updated records flowing into that search directly into your CRM on a set schedule.

  • Daily: Sent every morning around 6-7 AM EST (Available for all modules).
  • Weekly: Sent once a week on Friday morning around 8 AM EST (Available for all modules).
  • Immediate: Sent every 4 hours throughout the day (Bids only).

How many records will an automated schedule push? We currently send up to 200 records per search, per scheduled run. If a search generates more than 200 records in a single run, we will only send the first 200. Because of this, we highly recommend refining your Saved Searches to be as specific as possible before turning on automation!


Can I set up my own personal automated schedule? No, scheduled integrations are set at the Organization level to prevent duplicate data. This ensures multiple users can't turn on automated integrations for the exact same Saved Search.

Salesforce Specific Formatting & Limits

Why did a Bid Due Date show up as 12/31/3000 in Salesforce? Salesforce fields only accept dates up to the year 4000. Occasionally, if a bid comes into GovSpend with no due date (or a date not yet set), our data team assigns it a placeholder of 12/31/9999. To prevent your integration from failing, we automatically convert that placeholder to 12/31/3000 when pushing it to Salesforce.

Why does my text have an ellipsis (...) at the end in Salesforce? Salesforce has strict character limits for various text fields. To ensure your record doesn't fail to integrate, we will automatically truncate the text to fit the limit. You will know this happened if you see "..." at the end of a text block.

Can I send the actual files attached to a GovSpend record into my CRM? Yes! For Bids, Contracts, and Agency Meetings, we can send attached files over as a list of clickable URL links. However, your Salesforce Admin must map this data to a custom "Rich Text" field. If it is mapped to a standard text field, the links will not work.

Can we test the integration in our Salesforce Sandbox first? Yes. When your Admin is setting up the initial authentication, they simply need to replace the word "login" with "test" in the provided URLs. This will connect GovSpend to your Sandbox environment for testing. Once you are ready to go live, they can reconfigure the connection back to your production instance.

Need More Help?

Still have questions or running into a snag with your CRM integration? We’re here to help make sure everything flows smoothly!

Reach out to your Relationship Manager (RM): Your RM is your go-to resource if you need to adjust your integration logic, turn on new GovSpend modules, or coordinate a deeper technical dive with our Product team.

Contact GovSpend Support: If you are encountering red error messages, having trouble authenticating, or need immediate troubleshooting assistance, our support team is ready to jump in. You can reach them anytime at support@govspend.com.