Exporting Rental Leads to Your CRM

Exporting Rental Leads to Your CRM

If your sales team already lives inside HubSpot, Salesforce, DealerSocket, or another CRM, you do not need them to learn a second tool. TrailerBase lets you pull your rental-driven sales leads out as a CSV that you can drop straight into the CRM your team already uses. This guide covers the export workflow, the columns you get, and how to map them.

The Sales Leads Page

Everything starts at /leads in your TrailerBase dashboard. The page lists every renter who has been auto-tagged or manually tagged as a sales lead, along with their current status, total rentals, total spend, and any assigned sales rep.

Across the top of the page, a filter bar lets you scope the export:

• Status — PROSPECT, DEMO_TAKEN, NEGOTIATING, CONVERTED, LOST
• Date range — Filters by lead creation or status change date
• Sales rep — Filters to a specific teammate's pipeline
• Trailer model — Filters to leads tied to a specific unit or category

Apply whatever filters match the export you want, and the table updates in real time.

Step-by-Step: Run an Export

1. Open Sales Leads at /leads in the sidebar.
2. Apply the filters you want (commonly: status equals DEMO_TAKEN or NEGOTIATING).
3. Click the Export CSV button in the top-right corner.
4. The browser downloads a file named trailerbase-leads-YYYY-MM-DD.csv.
5. Open it in Excel, Google Sheets, or import directly into your CRM.

The file contains every row currently visible in the filtered view, not the entire database, so the filters double as your scope.

What Columns the File Contains

Every export includes:

• first_name, last_name, email, phone
• address_line_1, city, state, postal_code
• lead_status, assigned_sales_rep, first_seen_date, last_activity_date
• total_rentals, total_spend, frequent_renter_flag
• linked_trailer_model, linked_trailer_category, last_demo_date
• lead_notes (single column, most recent note first)
• source (always set to trailerbase_rental so your CRM can flag origin)

Mapping to Common CRMs

The column names are stable, so you can build the mapping once in your CRM importer and reuse it.

• HubSpot — Map email to Email, first_name/last_name to First/Last Name, lead_status to Lifecycle Stage (or a custom property), source to Original Source. Use the Import flow under Contacts and pick "Update existing contacts and create new ones."
• Salesforce — Map to the Lead object. Custom fields work for total_rentals and total_spend. Use the Data Import Wizard or Data Loader.
• DealerSocket — Use the bulk lead import. Map source to Lead Source so your reporting attributes these to your rental program. lead_notes becomes Comments.

How Often to Re-Export

Most dealers run the export on a weekly cadence — every Monday morning, capturing the prior week's new and updated leads. If you are running a high-volume rental program (50+ rentals per week), a daily export keeps your CRM closer to real time. Exporting more often than daily is rarely worth the manual effort.

If you are already using a tool like Zapier or Make, you can automate the import side of the pipeline. The TrailerBase CSV export is stable, so a one-time setup keeps running.

Direct Integrations on the Roadmap

Direct push integrations to HubSpot and Salesforce are on the TrailerBase roadmap and will replace the CSV step for the most common CRMs. Until then, the CSV export covers the workflow with very little operational overhead. If your CRM is not on the list above, the file format is generic enough to map cleanly into anything that accepts a flat CSV.