HeyGen + CRM Integration
CRM trigger. Personalized video.
Prospect inbox. Automated.
We wire HeyGen into HubSpot or Salesforce. A new lead enters your CRM - four minutes later, a personalized video is in their inbox. You didn't touch it.
30 minutes. You leave with a workflow map, an API cost projection, and an integration blueprint - whether or not we build anything.
The Problem
Where the template breaks
Your HeyGen seat produces 20 manual videos a month. Your CRM has 5,000 contacts. A rep can record 10-15 genuine personalized videos on a good day. The math never reaches the list, and at renewal, finance will ask what that seat is for.
So someone tries to automate it. A Zapier or Make template works in the demo. Then you point it at real volume and it fails in ways the template never mentions: avatar-not-found errors when a template ID changes, webhook retries that never fire, renders that silently fail with no alert, a prospect named "FIRSTNAME" forwarding your video to their team.
The Video Sales Engine is the version built for production. CRM trigger to prospect inbox, automated, with retry logic, rate-limit handling, and failure alerts built in - so a HeyGen API hiccup delays a video by minutes instead of dropping a lead from your pipeline.
One boundary, stated plainly: we wire the platform into your stack. We do not make the videos. Your templates, your avatars, your script structure - our engineering.
Webhook Handler (Production)
// webhook/handler.ts - HeyGen webhook with signature verification
import { createHmac, timingSafeEqual } from 'crypto';
import { db } from '../db';
export async function handleHeyGenWebhook(req: Request): Promise<Response> {
// 1. Verify signature to reject spoofed events
const sig = req.headers.get('heygen-signature') ?? '';
const body = await req.text();
const expected = createHmac('sha256', process.env.HEYGEN_WEBHOOK_SECRET!)
.update(body)
.digest('hex');
if (!timingSafeEqual(Buffer.from(sig), Buffer.from(expected))) {
return new Response('Unauthorized', { status: 401 });
}
// 2. Ack immediately - never make HeyGen wait
const event = JSON.parse(body);
// 3. Idempotency: skip duplicate deliveries
const existing = await db.webhookEvents.findUnique({ where: { eventId: event.event_id } });
if (existing) return new Response('OK');
await db.webhookEvents.create({ data: { eventId: event.event_id } });
// 4. Dispatch to background queue - never process inline
await queue.dispatch('process-heygen-event', event);
return new Response('OK');
}Process
How the Video Sales Engine works.
CRM trigger fires
A contact enters a HubSpot workflow or Salesforce automation. Our webhook listener picks it up within seconds. No CSV exports. No manual kickoff. Up to 3 trigger events - deal stage change, list entry, demo no-show, renewal window.
Video renders in HeyGen
HeyGen's API renders a personalized video using the contact's name, company, and any merge fields from your CRM. Contact data is validated before it ever reaches the API - a missing field produces an alert, not a video addressed to a blank. Typical render: 2-4 minutes.
Video delivered and logged
The video link is written back to the CRM record and queued for delivery - by email, LinkedIn, or your outreach tool. Generation status, delivery status, and engagement events all log to the contact and deal records automatically.
Failures get handled, not hidden
Failed renders retry automatically with backoff. Avatar-not-found and template errors are caught and surfaced. Anything the pipeline cannot self-heal lands in your Slack or inbox with the error attached - so problems get fixed the same day instead of discovered at the QBR.
Everything writes back to the CRM
Generation status, delivery status, and engagement events log to the contact and deal records. You measure video reply rates against your text baseline in your own CRM - your number, not our claim.
Scope
What's in the Video Sales Engine.
Everything that ships, itemized
- HeyGen API integration, scoped to your avatar and template
- CRM webhook listener - HubSpot or Salesforce, one CRM, up to 3 trigger events
- Merge field mapping - name, company, and any custom CRM field
- Error handling on every API call - silent failures don't happen
- Token refresh automation - no manual key rotation
- Video link writeback to CRM contact and deal record
- Delivery queue wiring into email, LinkedIn, or your outreach tool
- Monitoring dashboard plus Slack or email failure alerts
- Architecture diagram, runbook, and credential inventory
- 60-minute recorded handover session with your team
- 30-day post-launch fix window - defects in delivered scope fixed free
You own all of it: code, workflows, credentials, documentation. No lock-in by design.
Scope, stated up front
- Video content creation - you bring the template and avatar
- Personalization writing - we build the data logic, you write the script
- Platform licensing - HeyGen and CRM subscription costs billed to you directly
- Additional integrations - one CRM, one video platform, one delivery tool
- Cold email infrastructure, list building, and CRM data cleanup
Working Pipeline Guarantee
Written acceptance criteria before we build. The pipeline passes those tests or we keep working at no additional cost. If we cannot meet the criteria, the final milestone is waived and you keep everything built, plus all documentation.
Pricing
$4,997 fixed.
3-4 weeks.
Fixed price means one number, agreed before work starts. No hourly meter, no scope creep invoices, no surprises.
$4,997
Fixed price - no hourly meter
Not included in the fixed price
- Platform licensing - HeyGen, your CRM
- Copywriting for video scripts
- Graphic design for video templates
Track Record
Verify us before the first call.
Shipped Analog
90+ posts/month, unattended
A European e-commerce client runs a multi-platform automation pipeline we built across Shopify, Meta, and Pinterest. Same architecture class as the Engine - trigger, generate, deliver, log, retry.
Case Study
90+ posts/month, automated
The same pipeline architecture - trigger, generate, deliver, log, retry - powers a live e-commerce automation. Shopify + Meta + Pinterest. 8-12 hours of manual work replaced and running unattended.
Free Guide
The failure modes, documented
We published the HeyGen API's production failure modes - concurrency limits, avatar-not-found errors, webhook retry gaps - with fixes. Read it before you talk to us and pressure-test whether we know what we're talking about.
FAQ
Questions
Does this work with any HeyGen plan?
You need at least the HeyGen Creator plan for API access. We confirm your plan is API-enabled during the audit - before you commit to anything. If your current plan doesn't support the API, we'll tell you exactly which tier you need and what it costs.
Which CRMs do you integrate with?
HubSpot and Salesforce are the primary targets, one per build, with up to 3 trigger events - deal stage change, list entry, demo no-show, renewal window, your pick. Pipedrive is available at additional scope. Other CRMs with a usable API are scoped as custom work. Ask on the audit and you get a straight answer, in writing, before you spend anything.
Can't Zapier do this?
For 20 videos a month, yes - use Zapier and keep your money. Past real volume, the template fails: no retry logic when HeyGen rate-limits you, no alert when a render errors silently, no CRM write-back. Those three layers are the actual product here, and they are why the DIY attempt broke last time. Our free API guide documents the exact failure modes if you want to check our work first.
Can I use Synthesia instead of HeyGen?
Yes. The pipeline architecture is the same. Synthesia has a different API structure but our build handles it. Still deciding between the two? Your audit's cost projection compares both against your actual monthly volume, so you choose on numbers instead of demos.
What if HeyGen changes their API?
During the build and the 30-day fix window, we absorb it. After that, the Maintain retainer ($997/mo) covers API-change updates with a 48-hour response SLA. Skip the retainer and the runbook documents every integration point, so your own team can patch it. You own the system either way - the retainer is a choice, not a hostage situation.
What's not included?
Video creative and avatar filming (your platform and team own that), more than one CRM, one video platform, and one delivery tool, cold email infrastructure and list building, CRM data cleanup, and changes after the 30-day fix window. Each is either your platform's job or a separately priced add-on, agreed before work starts - never a surprise on the invoice.
Your CRM already has the trigger. We build the pipeline.
30 minutes. You leave with your stack diagrammed, your target volume costed, and the recommended architecture with a fixed price - whether or not we work together.
Get your Pipeline AuditFixed price. Working Pipeline Guarantee on every build. References available on request.