Frequently Asked Questions

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.

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 50+ external CRM systems, syncing contacts, appointments, invoices, and more directly into your GoHighLevel sub-accounts.

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.

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

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.

No. CRM Connector is designed for agency owners, not developers. The setup is guided and visual, and 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.

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 without any agency involvement.

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.

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.

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.

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.

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 integration still counts toward your plan's active sub-account limit.

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.

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.

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.

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.

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.

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, which saves per-task costs and reduces maintenance. See our comparison page for a detailed breakdown.

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.

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.

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, because not all CRMs expose all data types through their API.

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.

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.

No. CRM Connector merges data during sync and 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.

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.

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.

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, so check with our support team for the latest availability.

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.

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.

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 sub-accounts, no matter how many contacts, appointments, or invoices are synced.

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.

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.

Yes, that is 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.

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.

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.

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.

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 by referencing a contact's LastServiceDate or LeadStatus in an automated message.

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.

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.

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.

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.

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.

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.

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.

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.

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.

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.

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.

CRM Connector uses flat monthly pricing based on the number of active sub-accounts you connect. All plans include the same features: unlimited syncs, all 50+ integrations, automatic sync, custom tags and fields, date filters, and full client import. The only difference between plans is how many active sub-accounts are included. View pricing details on our pricing section.

CRM Connector offers five standard plans plus a Custom plan on top: Solo ($14.95/month, 1 active sub-account), Essential ($29.95/month, up to 5 active sub-accounts), Growth ($54.95/month, up to 10 active sub-accounts), Pro ($74.95/month, up to 15 active sub-accounts), Agency ($112.25/month, up to 25 active sub-accounts), and Custom (unlimited active sub-accounts, custom pricing). All plans include the same features. The only difference is the sub-account limit.

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.

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

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.

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.

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, or open it directly here.

If you try to create a new integration that exceeds your plan's active sub-account 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 integration before adding a new one.

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

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.

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.

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.

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

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.

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.

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.

Vagaro requires API access approval before you can connect. Submit a “Contact Us” form on Vagaro's website to request API access; approval typically takes about 5 business days. Once approved, you need to create Appointments and Customers webhooks in your Vagaro account and enter your Client ID, Client Secret, and Vagaro region into CRM Connector. See our Vagaro API setup guide for step-by-step instructions.

Yes. CRM Connector supports multi-location setups. You can connect integrations across different sub-accounts within your GoHighLevel agency. Each connected sub-account counts as one active sub-account toward your plan limit.

A white-label form is a branded version of the CRM Connector setup flow, customized with your agency's name and logo. Your clients see your brand instead of CRM Connector's brand, making the integration setup feel like a seamless part of your agency's onboarding experience. You can request one through our White-Label Form page.

Submit a request through the White-Label Form page with your agency name, logo, and branding preferences. White-label forms are typically created and delivered within one week. Once ready, you receive an embed code or shareable link to place on your website or send directly to clients.

CRM Connector offers a 25% recurring commission affiliate program. You earn 25% of every payment made by customers you refer, for the lifetime of their subscription. Sign up through the Affiliate Program page, share your referral link, and start earning recurring commissions.

At 25% recurring commission, affiliates earn approximately: $3.74/month per Solo referral, $7.49/month per Essential referral, $13.74/month per Growth referral, $18.74/month per Pro referral, and $28.06/month per Agency referral, for as long as the customer remains subscribed.

CRM Connector is installed at the agency level in GoHighLevel. Your clients interact with it through the integration form (either the standard form or a white-label version you provide) to enter their CRM credentials. The dashboard and integration management are accessible from your GoHighLevel account.

Yes. The Agency plan supports up to 25 active sub-accounts, and the Custom plan offers unlimited active sub-accounts with bulk pricing for agencies managing a large number of client integrations. Contact us for a custom quote.

CRM Connector uses industry-standard authentication methods. OAuth 2.0 integrations (the majority of connectors) use secure token-based authentication with automatic token refresh, and your credentials are never stored by CRM Connector. API key integrations use encrypted key storage. All communication with external APIs uses HTTPS.

Yes. CRM Connector acts as a middleware layer: it reads data from the external CRM and writes it into GoHighLevel. Contact mapping data (linking external CRM IDs to GoHighLevel contact IDs) is stored securely to enable deduplication across sync cycles. API tokens are stored per-location and are only used for the specific integration they belong to.

CRM Connector stores: your GoHighLevel installation and location details, integration configuration (which CRM is connected and settings you chose), authentication tokens for each integration, contact mapping data (external CRM contact IDs matched to GoHighLevel contact IDs), and sync results/history. The actual contact, appointment, and invoice data lives in GoHighLevel and the external CRM. CRM Connector transfers it but does not maintain a separate copy.

No. CRM Connector does not share, sell, or distribute your data to third parties. Data flows only between the external CRM you connect and your GoHighLevel account. For full details, see our Privacy Policy.

Yes. If you cancel your subscription and want your data removed, contact our support team at support@crm-connector.com and we will process the deletion. Data already synced into GoHighLevel remains in your GoHighLevel account. CRM Connector does not retroactively remove synced records.