Integrations & API

HotCRM is built to be the hub of your business ecosystem. With a powerful REST API, real-time webhooks, and native integrations for email, payments, and ERP systems, you can connect HotCRM to virtually any external application.

REST API

Every object in HotCRM — standard and custom — automatically gets a full set of REST API endpoints.

• What It Enables: Connect external applications, synchronize data with other systems, and build custom integrations
• Auto-Generated Endpoints: Create, Read, Update, and Delete endpoints are available for every object without configuration
• Bulk Operations: Import or export up to 10,000 records in a single API call for large data migrations and batch processing
• API Versioning: All endpoints are versioned to ensure backward compatibility — existing integrations continue working when HotCRM is updated

Webhooks

Receive real-time notifications in external systems whenever data changes in HotCRM.

• Event Types: Subscribe to record created, updated, or deleted events on any object
• Configurable Endpoints: Point webhook deliveries to any HTTPS URL — your middleware, data warehouse, or third-party application
• Payload Control: Choose which fields to include in webhook payloads to minimize data transfer
• Automatic Retry: Failed deliveries are automatically retried with exponential backoff to ensure no events are lost

Email Integration

Connect your email inbox to HotCRM for seamless communication tracking.

Gmail & Outlook Sync

• Automatic Activity Logging: Emails sent to and received from contacts are automatically logged on the corresponding record
• Two-Way Sync: Changes made in either system are reflected in both

Email-to-Case

• Support Inbox: Automatically create support cases from incoming emails to a designated address

Outbound Communication

• Email Templates: Create reusable templates for common outreach — follow-ups, proposals, renewal reminders
• Tracking: Monitor email opens and link clicks to gauge engagement and prioritize follow-ups

Common Integration Scenarios

HotCRM connects to the tools your business already uses.

ERP & Finance

• SAP, NetSuite, QuickBooks: Synchronize invoices, payments, and financial data between HotCRM Revenue Cloud and your accounting system

Marketing Platforms

• Mailchimp, HubSpot: Sync contacts and campaign data so marketing and sales teams work from the same information

Payment Gateways

• Stripe, PayPal: Process payments directly from HotCRM Quotes and Invoices with real-time payment status updates

Calendar & Productivity

• Google Calendar, Outlook Calendar: Two-way sync for meetings, calls, and events linked to CRM records

E-Signature

• DocuSign, Adobe Sign: Send contracts and quotes for signature without leaving HotCRM and automatically update record status upon completion

Multi-Currency Support

HotCRM supports global operations with built-in multi-currency capabilities.

• 8 Supported Currencies: CNY, USD, EUR, GBP, JPY, HKD, SGD, AUD
• Per-Record Currency: Set the currency on individual Quotes, Invoices, and Contracts to match the customer's preferred currency
• Configurable Exchange Rates: Administrators can update exchange rates as frequently as needed
• Historical Rate Tracking: Exchange rates are preserved at the time of record creation for accurate financial reporting

Data Import & Export

Move data into and out of HotCRM with built-in tools.

• CSV Import Wizard: Upload a CSV file, map columns to object fields, and preview records before committing the import
• Field Mapping: Save and reuse field mappings for recurring imports from the same source
• Duplicate Handling: Choose to skip, overwrite, or flag duplicate records during import based on matching rules
• Scheduled Exports: Configure recurring exports of any object or report to CSV for backup, compliance, or downstream processing

Best Practices

1. Start with Standard Connectors: Use pre-built integrations before building custom API connections — they are tested, maintained, and faster to deploy
2. Use Webhooks for Real-Time Needs: For time-sensitive workflows like payment confirmations or SLA alerts, webhooks are faster and more efficient than polling the API
3. Monitor API Usage: Track API call volume and error rates to catch integration issues before they impact users
4. Secure Your Endpoints: Always use HTTPS for webhook URLs and rotate API keys on a regular schedule
5. Test in Sandbox First: Validate all integrations in a sandbox environment before deploying to production to avoid data corruption