Updated October 19, 2025

TL;DR: Native CRM connectors often move only one way for activity data, so your CRM sees only part of the story. Instantly supports a full, auditable flow by pairing webhooks and automation with specialized bidirectional tools like OutboundSync for Salesforce and HubSpot. The result is accurate activity tracking, standardized rep steps, and reporting you can trust. See the setup steps and the comparison table below to pick the right path for your team and start your free trial.

You get true two-way sync between Instantly and Salesforce or HubSpot by combining Instantly webhooks with OutboundSync. Native paths pull lists and fields into Instantly but leave gaps in CRM timelines for sends, replies, bounces, and status changes. OutboundSync streams Instantly events into CRM objects and can sync CRM block lists back to Instantly, so the CRM stays your system of record with clean, auditable activity data.

Understanding Instantly's integration capabilities

Instantly’s stack is adaptable, so you can match depth and effort to your needs.

• Native connections: Connect HubSpot, Salesforce, and Pipedrive to import lists and fields into campaigns. Use the HubSpot connector guide and browse the integrations hub for the full catalog.
• Automation platforms: Use no-code tools to route events and create tasks across your stack.
• Specialized bidirectional sync: Use OutboundSync with Instantly for Salesforce and HubSpot to log full activity and keep CRM-driven block lists synced to Instantly. See the Instantly guide on Salesforce and HubSpot via OutboundSync.
• Lead intelligence and personalization: Pair Instantly with Clay, Persana AI, Linked Helper, or your existing sources via automation. If you'd prefer having it all under one roof, Instantly's SuperSearch is more than enough.

• Developer options: Instantly API v2 and webhooks support custom pipelines and near real-time routing. Unified APIs like Unified.to reduce one-off builds when you need many CRM connectors.
• AI in the loop: Use Copilot to research segments, build campaigns, and summarize analytics, then use AI Reply Agent to triage replies in under 5 minutes.

CRM integrations: native, automation, and bidirectional sync

Native connectors move lists and basic fields well but often miss activity-level truth for sends, opens, clicks, bounces, and replies on the CRM timeline. That creates blind spots in reporting and fragmented handoffs. When you need complete timelines and auditable reporting in Salesforce or HubSpot, Instantly points to OutboundSync, which consumes Instantly webhooks and writes rich activities into your CRM while syncing CRM block lists back to Instantly.

Why this matters: sales leaders need clean activity in the CRM to measure reply rates and outcomes, coach consistently, and run reliable attribution. Two-way sync logs the right events where they are used for workflows and reporting, so reps follow the same steps and RevOps can audit the trail. Watch a short walkthrough in OutboundSync’s YouTube demo on syncing Instantly campaign data.

"The platform is super intuitive, easy to set up, and makes it simple to manage multiple domains and inboxes at scale. Deliverability is great and the analytics give us exactly what we need to optimize campaigns quickly." - Shaiel P. on G2

"I love that Instantly lets me reach the right people directly. With Facebook ads I was only getting gmail type leads and zero replies. With Instantly, I can contact CEOs, founders, and managers... and they actually reply." - Victor on G2

Comparison table: CRM options for Instantly

Quick Q&A check-in:

• Does Instantly have native two-way activity sync? For most activity data, native paths are one way. Use OutboundSync for bidirectional activity sync and CRM-driven block lists.
• Can I get by with Zapier or Make? Yes if you are comfortable building and maintaining recipes. Zapier lists nearly 8,000 apps, and Make offers 2,500+ pre-built apps.

Automate and scale: workflow platforms with AI

No-code automation connects Instantly events to the rest of your stack so you do not have to move data by hand.

Checklist of practical recipes

• New lead to Instantly list: When a deal is created in CRM, add the contact to a targeted Instantly list and exclude customers via a block list, using the Instantly Zapier integration.
• Reply to CRM task: On Reply received, create a follow-up task and post the reply body to the contact timeline with this HubSpot task recipe for Interested leads.
• Bounce hygiene: On Email bounced, mark invalid in CRM and add to a do-not-contact list via the Instantly Zapier integration.
• AI first lines at send time: Use AI by Zapier to generate a short opener from firmographic signals before sending.
• Send to Slack: On Interested or Meeting booked, post to a Slack channel for fast handoff using this Slack recipe.

Here's an example workflow combining Make.com, Clay and Instantly AI all in one to give you the most leverage possible in your outreach systems:

Notes on scale and cost

• Zapier: Task-based model. A task is a successful action a Zap completes, per Zapier key concepts.
• Make: Historically operation-based. Their help article explains operations, and the Make community announcement introduced a transition toward credits in August 2025.
• Tip: Log high-signal events first. Sends, replies, bounces, and status changes are durable. Over-logging opens can burn usage and clutter reports.

Where AI fits

• Build and research: Use Copilot to target segments, create sequences, and summarize weekly analytics.
• Reply handling: Use AI Reply Agent to answer and route replies in under 5 minutes, with Human-in-the-Loop if you prefer approvals.
• Safe personalization: Use safe AI patterns as explained in AI-powered cold email personalization, and follow the sender requirements in Gmail’s bulk sender guidelines.
• Platform-level AI: Add AI steps in Zapier to extract intent and next steps before creating tasks, as outlined in the AI by Zapier overview.

Enrich and personalize: lead intelligence integrations

Better data produces better replies. These tools sit upstream of your sequences and feed Instantly with verified, useful context.

• Clay: Build list recipes, verify emails, and use Claygent for light research to produce short personal lines at scale. Export to Instantly via CSV or automation with Clay.
• Persana AI: Unify buyer signals and use AI agents to segment and personalize at scale, with CRM and outreach sync.
• Linked Helper: If you orchestrate LinkedIn steps outside Instantly, coordinate updates into your CRM so you keep one history.

Choose Instantly's SuperSearch if you'd prefer your stack under one roof.

“All-in-one” outbound flow example

1. Source a verified segment in your enrichment tool.
2. Push to Instantly with variables for role, company context, and a first-line field.
3. Send with Instantly’s deliverability controls and warmup.
4. Triage replies with AI Reply Agent.
5. Log activities and outcomes in HubSpot or Salesforce via OutboundSync so attribution stays clean.

For a platform walkthrough, watch the Instantly full tutorial.

Custom solutions: API, webhooks, and unified APIs

If you have unique objects, strict governance, or heavy volumes, go custom.

• Instantly API v2: Pull analytics, manage campaigns and accounts, and call placement tests programmatically using the developer portal.
• Webhooks: Stream sends, replies, and status changes in near real time into your data layer or integration service via the Instantly webhooks guide.
• Unified APIs: If you need many CRM connectors fast, Unified.to provides a normalized CRM API and webhooks without maintaining 10+ separate integrations.
• Guardrails: Use queues, idempotent writes, and clear source-of-truth rules to avoid loops and conflicts.

Key points to consider when picking a CRM integration

Problem: One-way CRM sync limitations. What breaks? Activity timelines are incomplete, and reports undercount or overcount outcomes. Instantly’s guide points to OutboundSync for Salesforce and HubSpot when you need full activity logs.

Impact on reporting and sales processes. What is the cost of partial data? Forecasts drift, attribution gets shaky, and coaching becomes guesswork. See a G2 review calling out setup speed and analytics clarity.

Quick fix: Third-party solutions. Are Zapier and Make enough? They are a fast bridge for logging replies and creating tasks. For complete activity timelines plus CRM-to-Instantly block lists, use OutboundSync. Watch a short OutboundSync demo in their resource post.

Long-term approach: Bidirectional sync strategy. Keep CRM as the source of truth for lifecycle, ownership, and pipeline. Stream Instantly sends, replies, bounces, and statuses into CRM. Bring CRM block lists and segments back to Instantly.

How Instantly's ecosystem helps. Unlimited inboxes and warmup support safe scale. AI Reply Agent reduces manual triage. Copilot speeds research and build. Integrations and API docs give you paths for every maturity level. Review plans on the pricing page.

"What I like about Instantly is the ease in setting up the email campaigns... The customer support is easily accessible and prompt in giving accurate answers." - David J. on G2

"It was very straight forward to warm up my email addresses/inboxes as well as start my first campaign." - Verified User in Computer Software on G2

"In just the past 180 days, I have been able to book over 100 meetings, close deals worth more than €15,000, and even walk away from my regular 9 to 5 job, all with the help of Instantly." - Dustin Geissinger Gromicho on Trustpilot

Cost implications of third-party platforms: Zapier is task-based, and Make counts operations with a shift to credits announced in Aug 2025. Start with the smallest surface that meets your reporting and governance goals, then expand.

Set up OutboundSync for two-way CRM sync in 8 steps

Follow these steps to connect Instantly with your CRM and keep activity and block lists in sync.

1. Confirm admin access: You need admin in Instantly and in your CRM. You’ll need to be able to add apps, create webhooks, and map fields.
2. Install OutboundSync. HubSpot via App Marketplace. Salesforce via a connected app and an integration user. (See: OutboundSync Instantly page for HubSpot)
3. Create an Instantly webhook to OutboundSync. Send sends, replies, bounces, opens, clicks, and status changes. Verify a test event in OutboundSync logs. (See: Instantly guide on Salesforce and HubSpot via OutboundSync)
4. Map fields and activities. Choose where emails and replies log in CRM and map Instantly status values to CRM fields. (See: OutboundSync Instantly page for Salesforce)
5. Define data ownership rules. CRM owns lifecycle and pipeline fields. Instantly events update engagement fields and activities.
6. Sync CRM block lists back to Instantly. Build a dynamic list of customers, partners, or DNC records in CRM and sync it to Instantly as an exclusion. (See: OutboundSync Instantly page for HubSpot)
7. Trigger follow-ups and alerts. Create CRM tasks on Reply received. Post Interested to Slack for fast handoff. (See: OutboundSync Interested lead recipe)
8. Monitor for 48 hours and roll out. Check OutboundSync logs and verify a sample set end to end before enabling all campaigns. (See: OutboundSync monitoring checklist)

Full sales visibility with Instantly's integrations

Two-way sync gives you accurate reporting, standard steps for reps, and clean handoffs. Start simple with automation for quick wins, then plug in OutboundSync for full activity timelines and CRM-driven controls. Layer in AI for research and reply handling, and scale safely with unlimited inboxes and warmup.

Ready to see your entire outbound motion reflected in CRM without manual work? Explore the integrations library and start free to test your flow on a small segment.

Further reading

• Instantly help: Salesforce and HubSpot via OutboundSync
• Instantly developer portal: API v2
• Instantly AI agents: Copilot help guide and AI Reply Agent help guide
• Instantly integrations: Integrations collection
• OutboundSync integrations: Instantly for HubSpot and Instantly for Salesforce
• OutboundSync resources: Short demo and overview post
• YouTube: Sync Instantly data with HubSpot and Salesforce
• YouTube: Full Instantly.ai tutorial 2025

FAQ:

Does Instantly support two-way sync with Salesforce and HubSpot out of the box? 

For most activity data, native paths are one way. Instantly documents using OutboundSync for full two-way activity logging and CRM-driven block lists in the OutboundSync guide.

Which Instantly events should I log in my CRM? 

Prioritize sends, replies, bounces, and status changes. They drive tasks, routing, and attribution. Opens and clicks are optional.

How long does an OutboundSync pilot take? 

Many teams wire a proof in 1 to 2 days, then monitor for 48 hours and scale. See timelines on OutboundSync.

Can I do this without OutboundSync? 

Yes with Zapier or Make for logging replies and creating tasks, but you will maintain those recipes. Choose OutboundSync for complete timelines and CRM block lists using the Instantly Zapier integration when you need quick wins.

Does this approach work with other CRMs? 

For Salesforce and HubSpot, use OutboundSync. For others, use automation platforms or Instantly API v2.

Key terms

• Bidirectional sync: Data updates flow both ways between Instantly and your CRM.
• Webhooks: Real-time push events from Instantly to a URL for processing.
• Workflow automation: No-code logic in tools like Zapier or Make to move data and trigger actions.
• Lead enrichment: Adding verified data and short context that drives personalization. See how to integrate B2B contact data with your CRM.
• CRM block list: CRM-owned list of contacts or domains excluded from outbound, synced to Instantly.
• AI automation: Copilot for research and build, and AI Reply Agent for reply handling and routing.