Connecting Salesforce Without Hiring a $30K Consultant

Your Salesforce rep just told you that integrating with your other business tools will require a consulting partner. You call the recommended partner. They quote $30,000 for "Salesforce integration services."

You need to connect Salesforce to:

• QuickBooks (accounting)
• Mailchimp (email marketing)
• Your website (lead capture)
• Zendesk (customer support)

Four connections. $30,000. Something doesn't add up.

Here's the truth: Most Salesforce integrations don't require expensive consultants. Many are point-and-click. Some need light development work. A few actually do require expertise.

The trick is knowing which is which—and not paying $30K for something you can do yourself for $500.

Let's break down exactly how to connect Salesforce without getting fleeced by the consulting industrial complex.

The Salesforce Integration Ecosystem

First, understand the different ways to integrate with Salesforce.

Level 1: Native AppExchange Integrations (Free to ~$50/month)

What it is: Salesforce's app marketplace has pre-built integrations with hundreds of popular tools. These are built and maintained by the vendors or Salesforce partners.

Difficulty: Point-and-click installation. If you can install a phone app, you can install these.

Common native integrations:

• Mailchimp: Sync contacts, campaigns, email activity back to Salesforce
• QuickBooks Online: Sync customers, invoices, payments
• Slack: Notifications, record updates, approvals through Slack
• LinkedIn Sales Navigator: Contact data, lead information
• DocuSign: Send documents for signature from Salesforce
• Zendesk: Support case creation from Salesforce, case updates back

Cost: $0-50/month per integration typically

When to use native integrations:

• Connecting to popular, mainstream tools
• Standard use cases (sync contacts, basic data flow)
• Don't need heavy customization
• Want vendor support and automatic updates

When native integrations fall short:

• Need to sync custom fields the integration doesn't support
• Business logic requirements the app doesn't handle
• Volume exceeds the integration's limits
• Integration doesn't exist for your specific tool

💡 Pro Tip: Always check AppExchange first. If a native integration exists and does 80% of what you need, use it. Don't pay for custom development to get the last 20% unless it's business-critical.

Level 2: Integration Platforms - iPaaS (Zapier, Make, etc.) ($20-500/month)

What it is: Integration middleware that connects Salesforce to almost anything using pre-built connectors and visual workflow builders.

Popular options:

• Zapier: Easiest to use, most expensive per operation
• Make (formerly Integromat): More powerful, steeper learning curve
• Workato: Enterprise-focused, handles complex workflows
• Tray.io: Visual workflow builder, good for complex integrations
• n8n: Open source alternative, requires technical setup

Difficulty: Moderate. Requires understanding workflow logic but not coding.

Example integration workflows:

New Salesforce lead → Mailchimp:

• Trigger: New lead created in Salesforce
• Filter: Lead status = "Marketing Qualified"
• Action: Add contact to specific Mailchimp list
• Cost: Runs every time (counted as operations)

Salesforce opportunity closed → QuickBooks:

• Trigger: Opportunity stage changed to "Closed Won"
• Action 1: Create customer in QuickBooks (if doesn't exist)
• Action 2: Create invoice in QuickBooks
• Action 3: Update Salesforce with invoice number
• Cost: 3 operations per trigger

When to use iPaaS:

• Native integration doesn't exist
• Need conditional logic (if/then scenarios)
• Connecting 3+ systems in a workflow
• Under 10,000 operations per month
• Non-critical workflows (some delay is acceptable)

When iPaaS falls short:

• High volume (gets expensive over 10,000 operations/month)
• Need real-time synchronization (iPaaS typically has delays)
• Complex data transformations
• Critical business processes that can't tolerate failures

Cost reality check:

Monthly Operations	Zapier Cost	Make Cost
500 operations	$20	$9
2,000 operations	$20-49	$9
10,000 operations	$49-99	$9-16
50,000 operations	$399	$99
100,000 operations	$799	$299

At high volumes, iPaaS becomes expensive. This is where custom integration makes financial sense.

Level 3: Custom API Integration ($5,000-20,000 to build)

What it is: Developer-built integration using Salesforce's REST or SOAP APIs. Complete control over what integrates and how.

When custom integration makes sense:

• High volume (cheaper than iPaaS at scale)
• Complex business logic
• Real-time synchronization requirements
• Unique integration needs no platform supports
• Security/compliance requirements

Cost breakdown:

Simple custom integration (one-way data sync):

• Development: 40-60 hours
• Cost: $6,000-9,000
• Ongoing maintenance: $500-1,000/year

Complex custom integration (bidirectional, business logic):

• Development: 80-120 hours
• Cost: $12,000-18,000
• Ongoing maintenance: $1,500-3,000/year

What you get:

• Exactly the integration you need
• No per-operation fees
• Real-time sync capability
• Complete control over business logic
• Better performance

What you don't get:

• Easy visual interface to modify workflows
• Automatic updates when APIs change
• Vendor support (you maintain it or hire someone who does)

Level 4: Enterprise Integration Hub ($50,000-200,000)

What it is: Full integration middleware with Salesforce as part of a larger ecosystem. Tools like MuleSoft (owned by Salesforce), Boomi, Informatica.

When this makes sense:

• 10+ systems to integrate
• Enterprise scale (100+ employees)
• Complex governance requirements
• Need for API management and orchestration

When this doesn't make sense:

• Connecting 3-6 tools
• Small to medium business
• Straightforward integration needs

Reality check: If someone is pitching you MuleSoft for a 40-person company connecting Salesforce to QuickBooks and Mailchimp, run. That's like buying a semi-truck to move your couch.

The Four Integration Scenarios (And What Each Should Cost)

Let's get specific about common scenarios.

Scenario 1: Salesforce + QuickBooks + Mailchimp

The need:

• Sync customers between Salesforce and QuickBooks
• Create invoices in QuickBooks when deals close
• Add Salesforce contacts to Mailchimp email lists
• Sync email engagement back to Salesforce

Consultant quote: $30,000

Actual solution:

Native integrations:

• QuickBooks Connector from AppExchange: Free
• Mailchimp for Salesforce: Free

Setup required:

• QuickBooks: 2 hours to configure field mappings and sync settings
• Mailchimp: 1 hour to set up sync rules and campaign integration

Total cost: $0 in tools, maybe $300-500 if you hire someone to configure it properly

What the consultant would have done: Exactly the same thing, just charged $30,000 for it.

Scenario 2: Salesforce + Custom Web Application

The need:

• Website form submissions create Salesforce leads
• Salesforce data displays on customer portal
• Real-time inventory check from website queries Salesforce

Consultant quote: $40,000

Actual solution:

For form submissions (simple):

• Use Salesforce Web-to-Lead form: Free, built-in Salesforce feature
• Embed on website, leads automatically create in Salesforce
• Setup time: 30 minutes

For customer portal (moderate complexity):

• Salesforce Sites or Community Cloud: $25-75/user/month
• Configure portal with point-and-click tools
• Setup time: 20-40 hours

For real-time inventory (complex, custom needed):

• Build REST API endpoint in Salesforce
• Website queries API for inventory data
• Development time: 40-60 hours
• Cost: $6,000-9,000

Total cost:

• Portal: $500-3,000/month depending on users
• Custom API: $6,000-9,000 one-time
• Total: Under $15,000 first year

Savings vs. consultant: $25,000+

Scenario 3: Salesforce + Legacy System Integration

The need:

• Sync data between Salesforce and 15-year-old custom inventory system
• Inventory system has database access but no API
• Need near-real-time synchronization

Consultant quote: $60,000

Actual solution:

This one actually requires real development work.

Approach 1: Database integration (if you can access the database):

• Build middleware service that reads from legacy database
• Service exposes API that Salesforce can call
• Scheduled jobs sync data both directions
• Development time: 120-150 hours
• Cost: $18,000-22,500

Approach 2: File-based integration (if database access restricted):

• Legacy system exports data to files
• Integration service processes files, updates Salesforce
• Salesforce changes trigger exports back to legacy system
• Development time: 80-100 hours
• Cost: $12,000-15,000

Total cost: $12,000-22,500

What the consultant quoted: $60,000 (probably using approach 2 but billing for approach 1)

Verdict: This scenario does need development work, but not $60K worth.

Scenario 4: Complex Multi-System Workflow

The need:

• New Salesforce opportunity triggers project in Asana
• Project milestones update Salesforce automatically
• Invoicing in QuickBooks when milestones complete
• Notifications to Slack at each stage
• Email automation through Mailchimp based on project status

Consultant quote: $45,000

Actual solution:

Use iPaaS for workflow orchestration:

• Zapier or Make handles the workflow logic
• One trigger (Salesforce opportunity) → multiple actions across tools
• Cost: $200-500/month depending on volume

Development time:

• Building workflows: 20-30 hours
• Testing and refinement: 10 hours
• One-time cost: $4,500-6,000
• Ongoing: $2,400-6,000/year for the platform

Total first-year cost: $6,900-12,000

Savings vs. consultant: $33,000-38,000

🎯 Key Insight: Consultants often quote for custom development when iPaaS solutions work perfectly well. They make more money on custom, so that's what they pitch.

How to Evaluate Integration Quotes

When you get a quote for Salesforce integration, here's what to ask:

Question 1: "Have you checked if native AppExchange integrations exist?"

Red flag answer: "Custom integration is better." or "Native integrations are limited."

Good answer: "Yes, we looked at [specific AppExchange apps]. Here's why they don't fit your requirements: [specific limitations]."

Reality: Many consultants skip native integrations because they can't bill for them. If they haven't even checked AppExchange, they're not looking out for your best interests.

Question 2: "Can this be done with Zapier or Make instead of custom development?"

Red flag answer: "Those tools aren't enterprise-grade." or dismissive comments about iPaaS platforms.

Good answer: "For workflows X and Y, Zapier would work fine. For workflow Z, we need custom because [specific technical reason like real-time requirements or complex data transformation]."

Reality: iPaaS platforms handle 80% of integration needs perfectly well. If someone won't even consider them, question their motives.

Question 3: "What's the breakdown of hours and what are you charging per hour?"

Red flag answer: Refusing to itemize or provide hourly rates.

Good answer: Detailed breakdown showing:

• Discovery and planning: X hours
• Configuration: Y hours
• Custom development: Z hours
• Testing: W hours
• Rate: $X/hour
• Total: hours × rate

Reality: Legitimate developers itemize their quotes. If they won't break it down, they're hiding something.

Question 4: "What ongoing maintenance is required and what does that cost?"

Red flag answer: Vague "we'll support it" without specific costs.

Good answer: "Salesforce releases 3 updates per year. We'll need approximately 8-10 hours annually to test and adjust for API changes. Estimated $1,500/year. If you want us on retainer for troubleshooting, that's $200/month."

Reality: Ongoing costs are real. If they're not transparent about maintenance, you'll get surprise bills later.

Question 5: "What happens if we want to change or add to this integration in the future?"

Red flag answer: "You'll need to hire us." or locked-in dependencies.

Good answer: "We'll document everything thoroughly. Any Salesforce developer can modify this. If you want our help, we charge $X/hour for changes. But you're not locked in."

Reality: You should own the integration and not be held hostage by the consultant who built it.

DIY Salesforce Integration: What You Can Do Yourself

You don't need to be technical to handle many Salesforce integrations.

What Non-Technical Users Can Do

1. Install and configure AppExchange apps

• Difficulty: Easy
• Time: 30 minutes to 2 hours per integration
• Cost: $0-50/month per app
• When to DIY: Always try this first

2. Set up Web-to-Lead and Web-to-Case forms

• Difficulty: Easy
• Time: 30-60 minutes
• Cost: Free (built into Salesforce)
• When to DIY: For website form integrations

3. Build basic Zapier workflows

• Difficulty: Moderate
• Time: 1-3 hours per workflow
• Cost: $20-100/month depending on volume
• When to DIY: Simple trigger-action workflows without complex logic

What Requires Some Technical Help

1. Complex Zapier/Make workflows

• Difficulty: Moderate to hard
• Time: 4-10 hours
• Cost: $600-1,500 for someone to build
• When to get help: Multiple conditions, data transformations, error handling

2. Salesforce formula fields and workflow rules

• Difficulty: Moderate
• Time: 2-6 hours
• Cost: $300-900 for Salesforce admin help
• When to get help: Complex business logic within Salesforce

3. Salesforce Flow automation

• Difficulty: Moderate
• Time: 4-12 hours
• Cost: $600-1,800 for Salesforce admin
• When to get help: Multi-step internal Salesforce processes

What Requires Developers

1. Custom API integration

• Difficulty: Hard
• Time: 40-120 hours depending on complexity
• Cost: $6,000-18,000
• When to get help: Real-time sync, high volume, legacy systems, complex data transformation

2. Custom Visualforce or Lightning components

• Difficulty: Hard
• Time: 40-100 hours
• Cost: $6,000-15,000
• When to get help: Custom UI requirements, unique functionality

3. Complex data migrations

• Difficulty: Hard
• Time: 40-80 hours
• Cost: $6,000-12,000
• When to get help: Moving from another CRM, cleaning and mapping data, maintaining data integrity

Finding the Right Help at the Right Price

If you do need help, here's how to hire without overpaying.

Option 1: Salesforce Administrator (~$50-75/hour)

Good for:

• AppExchange app configuration
• Workflow rules and process builder
• Reports and dashboards
• User management
• Flow builder automation

Not good for:

• Custom code
• API integrations
• Complex development

Where to find:

• Upwork or Toptal
• Local Salesforce user groups
• Salesforce-specific job boards

Cost: $50-75/hour or $500-1,000 per small project

Option 2: Salesforce Developer (~$100-150/hour)

Good for:

• Custom Apex code
• API integrations
• Lightning web components
• Complex integrations
• Performance optimization

Not good for:

• Project management
• Business strategy
• Ongoing admin tasks (overqualified and overpriced)

Where to find:

• Upwork, Toptal
• Salesforce partner community
• Developer-focused agencies

Cost: $100-150/hour or $5,000-20,000 per project

Option 3: Small Salesforce Agency (varies)

Good for:

• Larger projects requiring multiple skill sets
• Ongoing support and maintenance
• Complex implementations
• Strategy + execution

Not good for:

• Simple integrations (overkill)
• Limited budgets
• Quick tactical needs

Cost: $150-250/hour or $15,000-100,000+ per project depending on scope

⚠️ Important: Don't hire a developer to do admin work. Don't hire an agency for what a freelancer can do in 10 hours. Match the resource to the need.

The Honest Integration Pricing Guide

Here's what Salesforce integrations should actually cost:

Integration Type	DIY Cost	Hire Help Cost	Consultant Quote	Typical Overcharge
Native AppExchange integration	$0-50/month	$200-500 setup	$3,000-5,000	10-25x
Simple Zapier workflow	$20-100/month	$300-800	$2,000-4,000	5-10x
Complex iPaaS workflow	$200-500/month	$1,500-3,000	$8,000-15,000	5x
Custom API integration (simple)	Can't DIY	$6,000-10,000	$25,000-40,000	3-4x
Custom API integration (complex)	Can't DIY	$12,000-20,000	$50,000-80,000	3-4x
Enterprise integration hub	Can't DIY	$50,000-150,000	$200,000-500,000	2-3x

Pattern: The more technical the integration, the smaller the overcharge percentage (but still significant). Simple integrations get marked up the most because consultants bet you won't know better.

The Bottom Line

Salesforce integration doesn't require $30,000 consultants for most businesses.

The actual cost:

• Native integrations: Free to $50/month
• iPaaS workflows: $20-500/month
• Custom development: $5,000-20,000 for most needs

When you actually need consultants:

• Legacy system integration requiring custom development
• Enterprise-scale integration architecture
• Complex, mission-critical workflows
• Limited internal technical resources

When you don't need consultants:

• Connecting to popular tools (use AppExchange)
• Simple workflow automation (use Zapier/Make)
• Standard integration patterns

The smart approach:

1. Check AppExchange first (free to try)
2. Consider iPaaS for workflows (cheap to test)
3. Get multiple quotes for custom work
4. Question every line item
5. Start small and expand

If a consultant quotes $30,000 for connecting Salesforce to QuickBooks and Mailchimp, they're either incompetent or dishonest. Those are both free native integrations.

We help businesses design Salesforce integrations that match their actual needs. Sometimes that's pointing them to the free AppExchange app they didn't know existed. Sometimes it's building custom integration when that's genuinely required.

What we never do: Quote $30,000 for work that should cost $3,000.

We'd rather be honest than expensive.