CRM Sync that puts every chat in your CRM

What CRM Sync is and who it is for

CRM Sync connects your MyChatBot AI agent to the CRM your team already works in. While the agent talks to a customer, it writes the conversation into the CRM as a lead, deal, order or contact, with exactly the fields you choose. Nobody copies names and phone numbers out of the inbox by hand.

It is built for businesses whose sales start in messengers and on the website: online stores that take orders in Instagram DMs, service companies that qualify requests in WhatsApp, and sales teams that run a pipeline in HubSpot, Bitrix24 or KeyCRM.

If you do not use an external CRM yet, leads, labels and funnel statuses still live on the Leads page of the MyChatBot Sales Platform. CRM Sync is for teams that want the agent to fill their own system.

How CRM Sync works, step by step

1. A customer writes in. A message arrives on any channel connected to the assistant, and the agent answers it.
2. The agent collects the details. Name, phone and the other fields you need come up naturally in the conversation.
3. A record is created. When the customer shows interest, the agent creates a lead or a deal. In most CRMs the contact is found or created by phone number and linked to it, so one person does not turn into several duplicates.
4. Source and chat link are added automatically. The record is marked as coming from the AI and, in most CRMs, gets a link back to the exact conversation.
5. The record moves with the conversation. The agent updates the status, edits fields and, when the customer confirms a purchase, creates a deal or order with products.

The agent decides when to act from plain-language directives in its instructions, for example ‘when a customer confirms a purchase, create an order with their name, phone, delivery city and products’.

Key capabilities

• Create and update leads. Full name, phone, status and any custom fields you enabled, updated in place as the conversation goes on.
• Create deals and orders. Deals can carry products with name, SKU, price and quantity. Depending on the CRM, the agent matches an existing product or creates a new one; in Salesforce, products must already exist in the Pricebook. In KeyCRM, orders also record the delivery city and pickup point.
• Add or update contacts. When a customer shares their details, the contact is saved and an existing lead is updated with it.
• Entities & Data Fields Configuration. Turn on Use Leads or Use Deals, tick the standard and custom fields the agent may fill, choose the pipeline and save with Apply fields.
• Phone required. Lead Phone Required and Deal Phone Required make the agent capture a number before it writes a record.
• Source attribution. In most CRMs the Source field is set to AI- plus your assistant’s name, so reports show which part of the pipeline came from the agent.
• Chat link. In most CRMs, including HubSpot, Bitrix24, KeyCRM, Kommo, SalesDrive and Zoho, the lead or deal gets a link back to the conversation that created it.
• Funnel Status Sync. The Sync statuses button pulls your CRM pipeline stages into MyChatBot, so the agent can move records through the right stages.
• Labels and Follow-ups. Combine CRM statuses with MyChatBot labels and run follow-up sequences in Outreach for a specific status and label combination.

Channels and CRM integrations

A record can start on any channel connected to the assistant: Website Widget, WhatsApp, Instagram, Facebook Messenger, TikTok, Telegram, Viber, Gmail, SMS, OLX or AI calls. In KeyCRM, and for deals in HubSpot, the source shows the channel itself, for example Telegram or WhatsApp.

Native CRM integrations with dedicated setup guides:

• HubSpot, Salesforce, Zoho, Bitrix24: leads, deals and contacts.
• KeyCRM: leads, orders and contacts.
• Kommo, GoHighLevel: deals and contacts.
• SalesDrive: deals, with the contact created and linked automatically.

Sitniks, Monday, NetHunt, OneBox CRM and Odoo are also on the Integrations page with the same connect flow. For other tools, attach a Custom MCP server, and bring conversations from a custom messaging system in through the Webhooks API channel. See the full list on the integrations page.

Each assistant can have one CRM connected at a time. Once a CRM card shows Connected, the other cards in CRM Systems are grayed out for that assistant until you disconnect it.

When a human takes over, and the limits

In most CRMs the record carries a chat link, so a manager can read the whole conversation before calling the customer. When the agent decides a person is needed, it flags the chat for attention or hands it to an operator. With Flight Control connected, the notification reaches your Telegram group with the client’s name, phone, email and a chat link. Handoff Control defines the switch itself: a stop word, implicit handoff on any operator message, silent handoff and auto return to AI. Read more on the human hand-off page.

• Status names must match exactly. A status in the instructions must match the CRM stage character for character. Run Sync statuses again after you change pipelines or stages.
• Sync statuses is a one-way import. It copies stage names into MyChatBot and changes nothing in the CRM. Dragging a card on the MyChatBot Leads board does not move the deal in the external CRM; the CRM record changes when the agent updates it in a conversation.
• Per-assistant setup. A CRM connected for one assistant does nothing for the others, but you can reuse the existing connection.
• Plan. On the Standard plan only Spreadsheet Orders can be connected, and CRM integrations show a PRO chip. Compare plans on the pricing page.

How to set up CRM Sync

1. Get credentials in your CRM: an API key (for example KeyCRM, or a HubSpot private app), or a domain with Client ID and Client Secret (Bitrix24, Salesforce), depending on the system.
2. In MyChatBot, open Integrations, pick the assistant in the header dropdown, find your CRM under CRM Systems and click Connect.
3. Paste the credentials and click Submit. The card now shows Connected for that assistant.
4. In Entities & Data Fields Configuration, enable leads or deals, tick the fields, choose the pipeline, set the phone requirements and click Apply fields.
5. Click Sync statuses and wait for the success confirmation.
6. Add plain-language directives to the agent’s instructions: when to create a lead, which status to set, when to create a deal or order.
7. Test it: write to the assistant on a connected channel, leave contact details and check that the record appears in the CRM.