Question 1

Who is CRM Connector designed for?

Accepted Answer

CRM Connector is built for GoHighLevel agency owners and local business operators who need to sync data from external CRM systems into GoHighLevel without building custom integrations or relying on Zapier. Whether you manage one sub-account or dozens, CRM Connector handles the data bridge so you can focus on client delivery.

Question 2

What is GoHighLevel and how does CRM Connector work with it?

Accepted Answer

GoHighLevel (also called HighLevel or GHL) is an all-in-one CRM and marketing automation platform used by agencies and local businesses. CRM Connector is a marketplace app that lives inside GoHighLevel and connects it to 40+ external CRM systems, syncing contacts, appointments, invoices, and more directly into your GoHighLevel sub-accounts.

Question 3

How do I install CRM Connector?

Accepted Answer

CRM Connector is installed exclusively through the GoHighLevel Marketplace. Search for "CRM Connector" in the marketplace, click install, and authorize access. Once installed, the app appears inside your GoHighLevel dashboard and you can start connecting integrations immediately.

Question 4

What GoHighLevel plan do I need to use CRM Connector?

Accepted Answer

CRM Connector works with any GoHighLevel plan — Starter, Unlimited, or SaaS Pro. There are no GoHighLevel plan restrictions for using CRM Connector.

Question 5

How long does it take to set up a connection?

Accepted Answer

Most integrations can be connected in under five minutes. For OAuth integrations (like Jobber, HubSpot, or Xero), the business owner clicks a login button, authorizes access, and the connection is live. For API key integrations (like Stripe or Cliniko), you paste the API key and connect. Once connected, data starts syncing automatically.

Question 6

Do I need technical expertise to get started?

Accepted Answer

No. CRM Connector is designed for agency owners, not developers. The setup is guided and visual — your clients can even set up the integration themselves by pasting an API key or clicking a login button. No coding, webhooks, or Zapier configuration required.

Question 7

Can my clients set up the integration themselves?

Accepted Answer

Yes. Many agency owners share the integration form directly with their clients. The client logs into their CRM, copies their API key (or clicks the OAuth login button), pastes it into the form, and the connection is established — all without needing agency involvement.

Question 8

What do I need before connecting an integration?

Accepted Answer

You need a GoHighLevel account with CRM Connector installed, and access credentials for the external CRM you want to connect. Depending on the integration, this is either an API key (found in the CRM's settings) or OAuth login credentials. Some integrations also require a Calendar ID and User ID from GoHighLevel if you want to sync appointments — see our Calendar Setup Guide for details.

Question 9

What integrations does CRM Connector support?

Accepted Answer

CRM Connector currently supports 41 integrations across CRM, field service, accounting, scheduling, marketing, wellness, and e-commerce categories. This includes Jobber, HubSpot, Salesforce, QuickBooks, Xero, Stripe, Square, Vagaro, Mindbody, Cliniko, ServiceM8, Housecall Pro, Calendly, and many more. Visit our Integrations page for the full list.

Question 10

How do I connect a new integration?

Accepted Answer

Open CRM Connector inside GoHighLevel, select the integration you want to connect, and follow the guided setup. For OAuth integrations, click the login button, sign in to the external CRM, and authorize access. For API key integrations, copy the API key from the external CRM's settings and paste it into CRM Connector. The connection activates immediately and data begins syncing.

Question 11

What is the difference between OAuth and API key connections?

Accepted Answer

OAuth integrations (like Jobber, HubSpot, Xero, Salesforce, Square, Calendly, ServiceM8, Zoho CRM) use a secure login flow — the user clicks a button, signs into their CRM, and authorizes CRM Connector. No credentials are shared directly. API key integrations (like Stripe, Cliniko, Workiz, Housecall Pro, Moxie, Sweep&Go) require copying a key from the CRM's settings page and pasting it into CRM Connector. Both methods are secure and straightforward.

Question 12

Can I connect multiple integrations to the same GoHighLevel sub-account?

Accepted Answer

By default, each sub-account supports one active integration. However, if you need to connect multiple integrations to the same sub-account (for example, Jobber and QuickBooks to the same location), contact our support team at support@crm-connector.com and we can enable this for your account. Each connection still counts toward your plan's active connection limit.

Question 13

Can I request a missing integration?

Accepted Answer

Yes. If the platform you need has a public API, you can submit a request through our Request Integration page for free. Our team evaluates each request based on API availability and demand. Custom integrations for platforms without public APIs may require an additional fee.

Question 14

Do all integrations sync the same data types?

Accepted Answer

No. The data types available depend on the external CRM. All integrations sync contacts. Some also support appointments (e.g., Vagaro, Jobber, Cliniko, Calendly, Housecall Pro, ServiceM8, Mindbody, MoeGo, Gingr, Google Calendar, YouCanBookMe) and invoices (e.g., Stripe, Square, QuickBooks, Jobber, Xero). Check each integration's detail page for specific data type support.

Question 15

What is an API key and where do I find it?

Accepted Answer

An API key is a unique credential that allows CRM Connector to securely access data from an external CRM system. It acts like a password specifically for app-to-app communication. You can typically find it in the external CRM's settings under "API," "Developer," or "Integrations" section. Each CRM has a different location for this — if you need help, ask your client to check their platform's settings or reach out to our support team.

Question 16

What happens if a third-party CRM changes their API?

Accepted Answer

CRM Connector maintains each integration adapter independently. If an external CRM updates their API, our team updates the connector accordingly. In rare cases, an API change may temporarily affect sync until the update is deployed. If you notice any disruption, contact our support team and we will prioritize the fix.

Question 17

Does CRM Connector support GoHighLevel Sub-Account to Sub-Account transfers?

Accepted Answer

Yes. CRM Connector includes a Sub-Account to Sub-Account integration that lets you sync contact data between two GoHighLevel sub-accounts within your agency.

Question 18

Can I use CRM Connector and Zapier at the same time?

Accepted Answer

Yes. Many agencies use CRM Connector for CRM-to-GoHighLevel syncing and keep Zapier for other workflow automations. They complement each other, but CRM Connector removes the need for Zapier specifically for CRM data sync — saving you per-task costs and reducing maintenance. See our comparison page for a detailed breakdown.

Question 19

How often does CRM Connector sync data?

Accepted Answer

CRM Connector runs automatic sync cycles every 4 hours. New and updated records in the external CRM are picked up and pushed into GoHighLevel without manual intervention. You can also trigger a manual sync at any time from your agency dashboard if you need data updated sooner.

Question 20

Can I trigger a manual sync?

Accepted Answer

Yes. From the CRM Connector dashboard inside GoHighLevel, you can trigger a manual sync for any active integration at any time. This is useful when you need the latest data immediately rather than waiting for the next automatic 4-hour cycle.

Question 21

What data types can be synchronized?

Accepted Answer

CRM Connector can sync contacts (including name, email, phone, address, company, tags, and lead status), appointments/calendar events, invoices/transactions (including line items, amounts, dates, taxes, and payment status), and estimates. The available data types depend on which integration you are using — not all CRMs expose all data types through their API.

Question 22

What contact fields are synced into GoHighLevel?

Accepted Answer

For contacts, CRM Connector syncs first name, last name, email, phone number, address, company name, and tags. Additionally, CRM Connector creates its own custom fields in GoHighLevel (such as LastServiceDate, LeadStatus, LastServiceTotal, and ExternalContactId) that are updated automatically with each sync cycle.

Question 23

What is the difference between initial sync and recurring sync?

Accepted Answer

The initial sync imports all existing data from the external CRM into GoHighLevel based on your date filter settings. During this first sync, contacts receive either the initial-sync-customer or initial-sync-lead tag. Recurring syncs (every 4 hours) only process new or updated records, applying the new-sync-customer or new-sync-lead tag to newly added contacts.

Question 24

Does syncing overwrite existing GoHighLevel data?

Accepted Answer

No. CRM Connector merges data during sync — it does not overwrite existing contact information in GoHighLevel. Tags are added alongside existing tags, and custom fields are only updated when new data is available from the source CRM. Your existing GoHighLevel data stays intact.

Question 25

How does CRM Connector handle duplicate contacts?

Accepted Answer

CRM Connector uses email and phone number matching to detect duplicates. When a contact from the external CRM matches an existing GoHighLevel contact by email or phone, CRM Connector updates the existing record instead of creating a duplicate. New records are only created when no match is found.

Question 26

In which direction does data sync flow?

Accepted Answer

Data flows primarily from the external CRM into GoHighLevel. This means your external CRM is the source of truth, and GoHighLevel receives the synced data. Reverse sync (GoHighLevel to external CRM) is available for select integrations on a limited basis.

Question 27

Is reverse sync (GoHighLevel to external CRM) supported?

Accepted Answer

Reverse sync is available for a limited number of integrations. When enabled, contacts or calendar events created or updated in GoHighLevel can be pushed back to the external CRM. This feature is not available for all integrations — check with our support team for the latest availability.

Question 28

What happens if a sync fails or encounters an error?

Accepted Answer

CRM Connector uses automatic retry logic with exponential backoff for transient errors (like temporary API outages or rate limits). If the external CRM's API is temporarily unavailable, the sync will retry automatically. If the issue persists (such as expired credentials or revoked API access), the sync stops and you can view the error details in your dashboard. Contact our support team if you need help resolving a persistent sync error.

Question 29

Can I filter which records are synced?

Accepted Answer

Yes. CRM Connector supports date filters so you can control which records are imported — for example, only syncing contacts created after a specific date. You can also control which data types sync (contacts, appointments, invoices) per integration. For more advanced filtering (such as filtering by status, tags, or custom criteria), you can submit a custom filter request.

Question 30

Are there per-sync or per-task charges?

Accepted Answer

No. All CRM Connector plans include unlimited syncs at no additional cost. Unlike Zapier, which charges per task, CRM Connector uses flat monthly pricing based on the number of active connections — no matter how many contacts, appointments, or invoices are synced.

Question 31

What tags does CRM Connector create in GoHighLevel?

Accepted Answer

CRM Connector automatically creates four system tags: initial-sync-customer and initial-sync-lead (applied during the first import), and new-sync-customer and new-sync-lead (applied during recurring syncs). There is also a DND (Do Not Disturb) tag for contacts flagged as do-not-contact. These tags are applied based on classification logic specific to each integration. Learn more on the Tags & Custom Fields Overview page.

Question 32

What is the difference between initial-sync and new-sync tags?

Accepted Answer

initial-sync-customer and initial-sync-lead are applied only during your first data import — they help you identify which contacts were already in the external CRM when you connected. new-sync-customer and new-sync-lead are applied to contacts added during subsequent automatic syncs, so you can trigger different GoHighLevel workflows for new versus existing contacts.

Question 33

Can I use CRM Connector tags to trigger GoHighLevel workflows?

Accepted Answer

Yes — that is exactly what they are designed for. You can use any CRM Connector tag as a workflow trigger in GoHighLevel. For example, trigger a welcome sequence when initial-sync-customer is applied, or start a nurturing campaign when new-sync-lead appears on a contact.

Question 34

How does lead-to-customer tagging work?

Accepted Answer

CRM Connector automatically detects lead-to-customer transitions. When a contact meets customer criteria in the external CRM — such as a paid invoice, completed job, or segment membership — CRM Connector applies the new-sync-customer tag on the next sync. The specific classification logic varies by integration: Jobber uses job and invoice signals, QuickBooks uses invoice data, and so on.

Question 35

Can I use tag filters to control which contacts sync?

Accepted Answer

Yes. CRM Connector supports tag filters where you enter comma-separated values to control classification. You specify which tags qualify a contact as a customer or lead, and the filter rules are applied during every sync cycle. See the Tag & Filter Overview page for details on how filters work.

Question 36

What custom fields does CRM Connector add to GoHighLevel?

Accepted Answer

CRM Connector creates the following predefined custom fields in your GoHighLevel location during the first sync: LastServiceDate, LeadStatus, LastServiceTotal, ExternalContactId, CurrentJobStage, PreviousJobStage, JobStageChangeDate, and DynamicCustomField. These fields are updated automatically on every subsequent sync. They are fixed — you cannot add or remove custom fields, but you can choose which integrations populate them.

Question 37

Can I use CRM Connector custom fields as merge fields in emails and SMS?

Accepted Answer

Yes. All CRM Connector custom fields are available as merge fields in GoHighLevel. Use them in email templates, SMS messages, and any other communication channel that supports merge fields to personalize your outreach — for example, referencing a contact's LastServiceDate or LeadStatus in an automated message.

Question 38

Do tags and custom fields work differently per integration?

Accepted Answer

The tag names and custom field structure are consistent across all integrations. However, the classification logic — how CRM Connector decides whether a contact is a lead or customer — varies by connector. For example, Jobber uses job and invoice signals, QuickBooks uses invoice data, Vagaro uses appointment history, and so on. The result is always the same tags, but the criteria behind them differ.

Question 39

Which integrations support calendar/appointment sync?

Accepted Answer

Calendar and appointment sync is available for: Vagaro, Jobber, Cliniko, Google Calendar, ServiceM8, Housecall Pro, MoeGo, Mindbody, Gingr, Calendly, and YouCanBookMe. For integrations that do not yet support appointment sync, you can submit a feature request.

Question 40

How do I find my Calendar ID in GoHighLevel?

Accepted Answer

Navigate to Calendars in the left sidebar of GoHighLevel, then click Calendar Settings in the top-right. The Calendar ID is displayed directly under the calendar name. For step-by-step instructions with screenshots, see our Calendar Setup Guide.

Question 41

How do I find my User ID in GoHighLevel?

Accepted Answer

Go to Settings at the bottom of the left sidebar in GoHighLevel, then select My Staff. Your User ID is shown beneath your email address on the staff listing. See our Calendar Setup Guide for detailed steps.

Question 42

Why does CRM Connector need my Calendar ID and User ID?

Accepted Answer

The Calendar ID tells CRM Connector which GoHighLevel calendar to sync appointments with, so bookings from your external CRM appear in the correct calendar. The User ID links synced activities to the correct staff member, ensuring appointments and contacts are attributed properly.

Question 43

What appointment data is synced into GoHighLevel?

Accepted Answer

Synced appointment data includes the title, date and time, status (new, scheduled, confirmed, completed, cancelled, no-show), location, and the linked contact. Appointment sync requires that contacts are synced first, since CRM Connector uses the contact mapping to link appointments to the correct GoHighLevel contact.

Question 44

Can I sync a GoHighLevel group calendar?

Accepted Answer

CRM Connector works with individual calendar IDs. If you use a group calendar in GoHighLevel, open the group settings and copy the ID for the specific individual calendar within the group that you want to sync.

Question 45

Which integrations support invoice sync?

Accepted Answer

Invoice and transaction sync is currently available for Stripe, Square, QuickBooks, Jobber, and Xero. If you need invoice sync for an integration that doesn't support it yet, you can submit a feature request.

Question 46

What invoice data is synced into GoHighLevel?

Accepted Answer

Invoice data synced into GoHighLevel includes line items, amounts, dates, taxes, and payment status. Each invoice is linked to the corresponding GoHighLevel contact using the contact mapping established during contact sync. Invoices are paginated in batches of 100 during the sync process.

Question 47

Can CRM Connector sync estimates?

Accepted Answer

Yes. Estimate sync is supported for select integrations. Estimate data includes status (draft, sent, accepted, declined, invoiced, viewed), line items, and amounts. Like invoices, estimates are linked to the corresponding GoHighLevel contact.

Question 48

How are invoices matched to contacts in GoHighLevel?

Accepted Answer

CRM Connector uses the contact mapping created during contact sync. Each external CRM contact is linked to a GoHighLevel contact via their ExternalContactId custom field. When invoices are synced, they are automatically attached to the correct GoHighLevel contact using this mapping. This is why contacts must be synced before invoices.

Question 49

How does CRM Connector pricing work?

Accepted Answer

CRM Connector uses flat monthly pricing based on the number of active connections (integrations) you need. All plans include the same features: unlimited syncs, all 40+ integrations, automatic sync, custom tags and fields, date filters, and full client import. The only difference between plans is how many active connections are included. View pricing details on our pricing section.

Question 50

What plans are available?

Accepted Answer

CRM Connector offers six plans: Solo ($14.95/month, 1 connection), Essential ($29.95/month, up to 5 connections), Growth ($54.95/month, up to 10 connections), Pro ($74.95/month, up to 15 connections), Agency ($112.25/month, up to 25 connections), and Custom (unlimited connections, custom pricing). All plans include the same features — the only difference is the connection limit.

Question 51

Is there a free trial?

Accepted Answer

Yes. Every self-serve CRM Connector plan includes a 7-day free trial so you can test the platform with your integrations before committing to a paid subscription.

Question 52

What is an "active connection"?

Accepted Answer

An active connection is one live integration between an external CRM and a GoHighLevel sub-account. For example, connecting Jobber to one sub-account counts as one active connection. Connecting Jobber to two different sub-accounts counts as two active connections. Your plan determines how many active connections you can have at the same time.

Question 53

Can I upgrade or downgrade my plan at any time?

Accepted Answer

Yes. You can change your plan at any time. Upgrades take effect immediately, and downgrades apply at the end of your current billing cycle. There are no contracts and no penalties for changing plans.

Question 54

What payment methods are accepted?

Accepted Answer

CRM Connector accepts all major credit cards. Payments are processed securely through Stripe. You can manage your subscription and payment method through the Stripe billing portal.

Question 55

How do I manage my subscription?

Accepted Answer

You can manage your subscription, update payment methods, and view invoices through the Stripe billing portal. You can find the billing portal in the website footer under Quick Links.

Question 56

What happens if I exceed my plan's connection limit?

Accepted Answer

If you try to create a new integration that exceeds your plan's active connection limit, CRM Connector will notify you that you've reached the maximum. You will need to upgrade to a higher plan or deactivate an existing connection before adding a new one.

Question 57

Can I cancel my subscription at any time?

Accepted Answer

Yes. CRM Connector has no contracts — you can cancel at any time through the Stripe billing portal. After cancellation, your access continues until the end of your current billing period.

Question 58

What happens if an integration stops working?

Accepted Answer

If an integration encounters a persistent error (such as expired API credentials or a revoked OAuth token), the sync will stop and the error details will be visible in your CRM Connector dashboard. Common fixes include re-entering the API key or re-authorizing the OAuth connection. If you need help, contact our support team.

Question 59

Do I ever need to reconnect an integration?

Accepted Answer

Under normal circumstances, no — once a connection is set, it stays active. The only time you might need to reconnect is if the client changes their API key or credentials on their end, or if an OAuth token expires and cannot be automatically refreshed.

Question 60

What should I do if my client changes their API key?

Accepted Answer

If a client regenerates or changes their API key in the external CRM, the existing connection will stop working because the old key is no longer valid. You will need to update the API key in CRM Connector by editing the integration details and entering the new key.

Question 61

How do I contact the support team?

Accepted Answer

You can reach our support team by email at support@crm-connector.com or by booking a call through our contact page.

Question 62

Why are some contacts not syncing?

Accepted Answer

Common reasons contacts may not sync include: the contact was created before your date filter cutoff, the contact does not have an email or phone number (required for deduplication), the external CRM's API returned a rate limit error (the sync will retry automatically), or the integration credentials have expired. Check the sync details in your dashboard for specific error information.

Question 63

What does "rate limit exceeded" mean?

Accepted Answer

Rate limiting occurs when the external CRM's API receives too many requests in a short period. CRM Connector handles this automatically by pausing and retrying with exponential backoff. If you see this error, it typically resolves on its own during the next sync cycle. No action is required on your part.

Question 64

How do I check my sync history and activity?

Accepted Answer

You can view sync activity directly in your CRM Connector dashboard inside GoHighLevel. The dashboard shows recent sync results, the number of contacts processed, and any errors encountered for each active integration.

Frequently Asked Questions

Getting Started

Integrations & Connections

Data Sync & How It Works

Tags & Custom Fields

Calendar & Appointments

Invoices & Transactions

Pricing & Billing

Troubleshooting & Support

Agency & White-Label

Security & Privacy

Can't find your answer?

Quick Links

Still have questions? Let's talk