External CRM Integration & Contact Syncing

QuickReply.ai can sync your Contacts/Leads to any external CRM that exposes HTTP APIs or webhooks.

Overview

QuickReply.ai can sync your Contacts/Leads to any external CRM that exposes HTTP APIs or webhooks.

With this integration you can:

• Create new leads in your CRM whenever QuickReply.ai captures a new contact

• Update existing leads in your CRM whenever contact attributes change in QuickReply.ai

• Optionally fetch and de-duplicate leads in your CRM before creating new ones

QuickReply.ai calls your CRM APIs over HTTPS (JSON or form-encoded), using your auth mechanism (e.g. static API key).

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How it Works (High-level Flow)

1

A contact changes in QuickReply.ai

• New contact created (from Popup / Website Chat/ WhatsApp chat or Instagram Chat, etc.)

• Existing contact updated (name, email, tags, attributes, etc.)

2

QuickReply.ai prepares a payload

Typical fields:

• phone – with country code (recommended primary identifier)

• email – optional identifier

• name – full name of the contact

• custom_fields – key–value attributes mapped to your CRM schema

• Optionally: lead_id / contact_id – if previously returned by your CRM

3

QuickReply.ai calls your CRM endpoints

Depending on configuration, QuickReply.ai will:

• Directly call Create Lead for new contacts

• Call Fetch Lead first (using phone/email/lead_id), then decide to Create or Update

• Call Update Lead whenever an existing contact changes in QuickReply.ai

4

CRM returns its Lead/Contact ID

• On success, your CRM returns a unique identifier (e.g. lead_id / contact_id).

• QuickReply.ai stores this and uses it for subsequent updates to avoid duplicates.

5

Sync Timing

• Contacts are synced in near real-time.

• By default, QuickReply.ai waits for ~5 minutes of inactivity before syncing to avoid noisy updates and excessive API calls.

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Pre-requisites

To use this integration, you need:

• An active QuickReply.ai account

• An active CRM with APIs to:

  • Create a lead/contact

  • Fetch a lead/contact

  • Update a lead/contact

• A static Auth Key / token or similar mechanism to secure your APIs

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API Contract (Your CRM)

QuickReply.ai expects your CRM to expose three HTTP endpoints:

1. Create Lead / Contact

2. Fetch Lead / Contact

3. Update Lead / Contact

You can use any URL structure you like (e.g. /api/leads/create instead of /crm/create) as long as it matches the contract below.

🔐 All endpoints should:

• Be served over HTTPS

• Accept JSON payloads (preferred) or form-encoded body

• Validate a shared Auth-Key (or equivalent) in the headers

1. Creating a new Lead - CRM API

Endpoint

POST https://yourdomain.com/crm/create

Headers

Name	Type	Description
Auth-Key*	Authorization Header	Your shared API key / token (required)

Request Body

Name	Type	Description
phone*	string	Phone number with country code
name*	string	Full name of the contact
email	string	Email address of the contact
custom_fields	Key-Value Pairs	Extra Attributes which you want to sync to the CRM, where the key-names are the respective schema field names in the CRM

Fields marked with * are Required.

Sample cURL request

curl --location --request POST 'https://yourdomain.com/crm/create' \
--header 'Auth-Key: YOUR_AUTH_KEY' \
--header 'Content-Type: application/json' \
--data-raw '{
  "phone": "[CONTACT_PHONE_WITH_COUNTRY_CODE]",
  "name": "[CONTACT_NAME]",
  "email": "[CONTACT_EMAIL]",
  "custom_fields": {
    "key1": "value1",
    "key2": "value2",
    "key3": "value3"
  }
}'

API Response

Success (Status 200)

{
    "lead_id": "[CONTACT_LEAD_ID]",
    "status": "Successfully Created"
}

Failure (Status XXX)

2. Fetching an Existing Lead - CRM API

Used by QuickReply.ai to check if a lead already exists before creating a new one or to fetch your CRM’s lead_id.

Endpoint

GET https://yourdomain.com/crm/fetch

If your stack prefers POST for this, you can use POST /crm/fetch with the same body

Headers

Name	Type	Description
Auth-Key*	Authorization Header	Your shared API key / token (required)

Request Body (or query parameters)

At least one of these should be accepted:

Name	Type	Description
phone	string	Fetch by phone (with country code)
email	string	Fetch by email
lead_id	string	Fetch by CRM lead ID (if already known)

At least 1 field should be available.

Sample cURL Request

curl --location --request GET 'https://yourdomain.com/crm/fetch' \
--header 'Auth-Key: YOUR_AUTH_KEY' \
--header 'Content-Type: application/json' \
--data-raw '{
  "phone": "[CONTACT_PHONE_WITH_COUNTRY_CODE]",
  "email": "[CONTACT_EMAIL]",
  "lead_id": "[CONTACT_LEAD_ID]"
}'

API Response

Success (Status 200)

{
  "lead_id": "[CONTACT_LEAD_ID]",
  "lead_fields": {
    "phone": "[CONTACT_PHONE_WITH_COUNTRY_CODE]",
    "name": "[CONTACT_NAME]",
    "email": "[CONTACT_EMAIL]",
    "custom_fields": {
      "key1": "value1",
      "key2": "value2",
      "key3": "value3"
    }
  }
}

Failure (Status XXX)

3. Updating an Existing Lead - CRM API

Endpoint

POST https://yourdomain.com/crm/update/{{lead_id}}

or

PUT https://yourdomain.com/crm/update/{{lead_id}}

Headers

Name	Type	Description
Auth-Key*	Authorization Header	Your shared API key / token (required)

Path / Query Parameter

Name	Type	Description
lead_id*	string	Respective Lead ID in the CRM (The same as returned in response from Fetch Lead API)

Request Body

Name	Type	Description
phone*	string	Phone Number of the user (With Country Code)
name*	string	Full Name of the user
email	string	Email of the user
custom_fields	Key-Value Pairs	Extra Attributes which you want to sync to the CRM, where the key-names are the respective schema field names in the CRM

Fields marked with * are Required.

Sample cURL Request

curl --location --request POST 'https://yourdomain.com/crm/update/[CONTACT_LEAD_ID]' \
--header 'Auth-Key: YOUR_AUTH_KEY' \
--header 'Content-Type: application/json' \
--data-raw '{
  "phone": "[CONTACT_PHONE_WITH_COUNTRY_CODE]",
  "name": "[CONTACT_NAME]",
  "email": "[CONTACT_EMAIL]",
  "custom_fields": {
    "key1": "value1",
    "key2": "value2",
    "key3": "value3"
  }
}'

API Response

Success (Status 200)

{
  "lead_id": "[CONTACT_LEAD_ID]",
  "status": "Successfully Updated"
}

Failure (Status XXX)

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Webhooks & Security Requirements

• Endpoints must be publicly accessible HTTPS URLs

• Accept JSON (recommended) or Form POST bodies

• Support a static auth mechanism, such as:

  • Auth-Key header

  • Authorization: Bearer <token> header

  • A shared secret in the body/query (less secure; not recommended if you can avoid it)

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Implementation Steps

1. Design your CRM endpoints

   • Decide URL structure for create, fetch, and update

   • Make sure they match the field structure above

2. Implement and test locally

   • Implement your APIs and test with curl/Postman

   • Confirm responses and error codes are correct

3. Share details with QuickReply.ai

   Send the following to your POC or QuickReply.ai's support:

   • Base URL and full paths for Create/Fetch/Update

   • Auth type and keys (in a secure channel)

   • Any special field mappings (e.g. utm_campaign → crm_campaign_code)

4. QuickReply.ai configuration

   • QuickReply.ai team configures your endpoints and mapping

   • They enable contact sync and test with sample contacts

   • Typical go-live time is around 5 business days, depending on complexity.

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FAQs

Is the sync real-time?

It’s near real-time. By default, QuickReply.ai waits ~5 minutes after the last change before syncing to avoid too many small updates. This delay can be adjusted (shorter intervals may incur additional charges).

Can we use a single endpoint for both create and update?

Yes. As long as your endpoint can decide whether to create or update based on the payload (e.g. presence of lead_id, or unique phone/email), you can use a single URL.

Can the payload structure be customized to our CRM?

Yes. Field names under custom_fields, or even the top-level field naming, can be customized by the QuickReply.ai team to match your CRM’s schema.

What happens if our API fails (4xx/5xx)?

QuickReply.ai will treat this as a sync failure and will retry if there is new change in contact details or attributes.

We don’t have a Fetch API. Can we still integrate?

Yes. In that case QuickReply.ai will typically only use the Create and Update APIs, and you must handle de-duplication based on phone/email on your side.