Services / CRM integration & automation
CRM integration and workflow automation.
Keep the tools you need. Connect the work between them.
Sales can see the account.
Accounts keeps control.
A salesperson needs an invoice status before calling a customer. Instead of asking finance to look it up, they see the agreed information in their CRM.
The accounting system remains the source for invoices and payment status. Sales gets a read-only view, with a clear record of when it was last checked.
The source record
Accounts
- Customer
- C-1042
- Invoice INV-208
- Paid
- Changes made by
- Finance
The sales view
CRM
- Customer
- C-1042
- Invoice INV-208
- Paid · view only
- Last checked
- 10:42
- 01
Match the customer
- 02
Read the agreed fields
- 03
Show the last successful check
If the connection fails
Flag the view as out of date, record the failure and notify the agreed owner. A separate workflow that creates records needs duplicate checks before any retry.
Planning a connection like this? Start with the decisions your sales and accounts teams need to make together.
Read the CRM and accounting guideScope
What we can build with you.
We establish which parts are useful for your business and what your existing tools can already do before agreeing the build.
CRM, website and accounting connections
Connect enquiries, customer records, approved orders and the account information staff need. Agree which fields can be read or changed and which system remains responsible for them.Record matching and data preparation
Use stable customer identifiers, map the fields and resolve duplicates before enabling updates. Keep historical migration separate from the ongoing connection so both can be checked.An existing connector or custom development
Test a supported connector first where it fits. Configure an automation tool or build against an API when the required rules, permissions or recovery cannot be handled by the existing option.Checks, retries and visible exceptions
Record what was sent and accepted. Prevent repeated notifications from creating duplicate records, retry only where safe and send unresolved items to the person responsible.A controlled launch
Test normal and failed updates with agreed sample records. Reconcile the results, plan how the old process stops and decide when to pause or recover the connection.Documentation and ongoing responsibility
Hand over field mappings, access ownership and recovery instructions. Agree monitoring and support before launch. How we work with your team.
In practice · Recruitment agency
A connected CRM, website and tools for staff.
The old CRM had no API. We selected a replacement, tested its API and migrated the records. Airtable holds data for custom applications, with n8n connecting the systems. We continue to develop and maintain the setup.
Agree what should move. Prove it works before launch.
The scope covers normal records, missing information, conflicting edits and service outages. We agree the result your team needs to see before the connection is ready for everyday use.
Scope
Check access, record ownership and connector options.
Your involvement: Walk us through a real customer, order or invoice.
Workflow, assumptions, scope and cost
Build
Build the mapping, validation, logs and exception handling.
Your involvement: Provide suitable sample data and review the rules.
Connection ready for your team to test
Test
Test duplicates, missing fields, outages and recovery.
Your involvement: Compare the records and approve business scenarios.
Agreed acceptance checks and launch plan
Launch
Enable updates, check the results and hand over access.
Your involvement: Confirm who owns the workflow and unresolved items.
Live connection and agreed support
After launch
We agree launch aftercare, handover and any ongoing maintenance or development with you. Your organisation retains access to its code, accounts and documentation.
Support and ongoing developmentPlanning the work.
Bring the two systems. And one task to improve.
Do we need custom development or an existing connector?
An existing connector may be enough if it supports the right records, direction, timing and permissions. We check its duplicate handling and recovery as well as the happy path. Custom work is justified when a specific requirement cannot be met reliably through configuration.
Can you connect our CRM to Sage, Xero or another accounting product?
We assess the exact products, versions, plans and access available. We need to verify which records can be read or changed, any usage limits and the way your business uses them. A product name alone is not enough to promise a supported connection.
Does everything have to sync both ways?
No. A read-only view or a one-way update is often the right starting point. We agree the source for each field and define what happens if someone changes the same information elsewhere. Invoices and payment status should remain under the control your accounts team requires.
What affects the cost of an integration?
The workflows, available interfaces, record quality, historical migration, permissions, update timing and exceptions all affect the work. We identify uncertain requirements before estimating them, and separate build costs from software subscriptions, hosting and ongoing support.
What happens if an update fails?
We define when to retry, when to stop and who is alerted. Logs and a review queue show what still needs attention. A retry must check whether the first request succeeded, so a timeout does not lead to the same order or invoice being created twice.
Who maintains it after launch?
We agree responsibility for monitoring, exceptions, credential renewal and changes to the connected software before release. Your team receives documentation and access. Launched can provide ongoing development and support under an agreed scope.
How can we help you work better?
You don’t need a brief or a solution in mind. Tell us what’s proving difficult or what you’d like to improve. We’ll explore the options together and agree where to start.