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CRM

Connecting your CRM lets Rembrandt match your accounts to the companies your sales team already maintains, and keep the contacts on those accounts current.

Both supported CRMs work the same way: you connect, you match your accounts, and then you turn on the syncs you want. This page covers all of that. What differs per platform lives on its own page.

Platform
HubSpot

Record ID matching, the one-off reconnect on older connections, email opt-out
Salesforce

Account ID matching, the daily API quota, no LinkedIn field, sandbox orgs

Rembrandt reads from your CRM. It does not create accounts in Rembrandt for you, and it does not write accounts, opportunities or scores back onto your CRM records. You bring your accounts in first, by CSV import or by hand, and then match them.

Both platforms can also deliver outreach sequences. See Sales delivery.

Table of contents

  1. Connecting

  2. Matching your accounts

  3. Contact sync

  4. Permissions

  5. Disconnecting

  6. Troubleshooting

  7. Limitations

Connecting

You need the Owner or Admin role in Rembrandt, and a CRM user allowed to authorize a third-party application.

  1. Go to Settings → Organization → Integrations.

  2. Find HubSpot or Salesforce and click Manage.

  3. Switch on the permissions you want to grant. Each one lists the exact scopes it requests, so the connection is never authorized for more than you turned on.

  4. Click the connect button, sign in to your CRM, and approve the access.

  5. You are redirected back, and the entry shows as connected with the permissions you granted.

The connection uses OAuth, so Rembrandt never sees your CRM password. Tokens are stored encrypted and refreshed automatically.

Adding a permission later needs new scopes, so the panel asks you to reconnect. Removing one is saved without reconnecting.

Matching your accounts

Nothing syncs until Rembrandt knows which CRM company each of your accounts is. There are two ways to match them.

Map accounts from CRM matches your unmapped accounts by website domain. Go to Settings → Organization → Contacts → Contact Sync and click Map accounts from CRM. It runs in the background and reports coverage plus a breakdown of why each account was left unmapped. This needs Account access.

A column in your CSV import covers the accounts domain matching cannot resolve. The column name and where to find the value differ per platform, so see HubSpot or Salesforce.

Domain matching is exactly that: an account with no website, or a CRM company with no domain, cannot be matched. Those are the ones to handle with the CSV route.

Contact sync

Once your accounts are matched, contact sync keeps the people on them current from your CRM. It is off by default: connecting your CRM never starts contact processing by itself.

Turn it on per connection under Settings → Organization → Contacts → Contact Sync. The first sync starts immediately.

Two things are worth knowing before you switch it on:

  • Only accounts that are in play are synced, meaning accounts with a live opportunity scoring at or above your sync conviction threshold. Rembrandt deliberately does not copy your whole CRM.

  • Only professional identity fields are read: name, job title, email, phone, and LinkedIn URL where the CRM has one.

Your CRM stays the source of truth. A contact deleted or de-associated there is archived in Rembrandt on the next sync of that account.

The full behaviour, including sync timing, retention and privacy, is in the Decision-making unit guide.

Permissions

You grant permissions per capability, and each requests only the scopes its feature actually uses.

Permission

What it allows

Account access

Read the companies in your CRM and match them to your accounts

Contact access

Read the contacts on your matched accounts. Read only, no contact writes

Outreach export

Export outreach as CSV when live sequence delivery is not available

Granting a permission is not the same as switching a feature on. Contact sync has its own toggle on its own page, as described above.

Disconnecting

Settings → Organization → Integrations, then Manage on the connection, then Disconnect.

That revokes Rembrandt's credential and stops all syncing. Accounts already matched and contacts already synced are not deleted, subject to the retention rules in the DMU guide.

Troubleshooting

Problem

What to check

Connection fails during authorization

You need admin rights in the CRM and Owner or Admin in Rembrandt. Confirm you are signed in to the right CRM account, then try again

Connection shows an authorization error later

The refresh token was revoked in the CRM, often by an admin or a password policy. Reconnect from the Integrations page

Contact sync will not enable, or fetches nothing

Confirm Contact access is granted. Connections made before that permission existed do not have it: open Manage, switch it on, and reconnect. Then confirm the accounts are in play and matched

Map accounts from CRM finishes with low coverage

Confirm Account access is granted, then read the per-reason breakdown under the last run. Accounts without a website need the CSV route

A sync error mentions API limits

Your CRM throttled the reads. See

Salesforce

for how its daily quota behaves

Limitations

  • Rembrandt does not create accounts from your CRM. Import your accounts first, then match them.

  • Automatic matching uses the website domain only. Everything else needs the CSV route.

  • Contact sync covers in-play accounts only, and is opt-in per connection.

Platform limits are on the HubSpot and Salesforce pages.

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