***Please note that Integromat evolved into Make in February 2022. All content for Integromat is also valid for Make.***
The Problem
A client needed to automate his business operations – mainly his lead management workflow. The client has recently started using Pipedrive to manage influx of leads from their site. The problem was that client’s quotations are being sent from lexoffice (a small German ERP) which is able to manage lots of complexities around products, pricing and contracting which Pipedrive cannot.
I was tasked to:
- Create new contacts in lexoffice when a deal reaches a specific stage in Pipedrive.
- Listen for sent quotations in lexoffice and pair them back to Pipedrive deals, move the deals to a next stage in Pipedrive, and upload the quotations to SharePoint.
- Watch for deletions in both Pipedrive and lexoffice and keep both systems in sync (e. g. kill a deal in Pipedrive when a quotation is killed in lexoffice).
The Solution
The main problem when connecting multiple systems together is always the same – you always need a common ID which is present in both systems. This project was no different. The key trick was to start sending organization ID from Pipedrive to into a note field in lexoffice when a new lexoffice contact is created. At the same time, I started to store contact ID from lexoffice in a custom field in Pipedrive. That way, I always know how to find the corresponding object in the other system when a change occurs in the source system.
The Scenarios
This project consists of 2 scenarios. The first one is relatively simple – it creates new contacts in lexoffice from deals in Pipedrive only when the contact does not exist in lexoffice yet. The scenario also checks for human input errors along the way and sends a notification via email if an unwanted input exists.
The second is listening for changes in lexoffice and “syncs” the events with Pipedrive – e.g. when a quotation is sent from lexoffice, it’s also downloaded and stored in the Pipedrive deal. When the quotation is cancelled, the deal is killed in Pipedrive and so on.
Conclusion
For once, I was not solving a “marketing workflow” but a real “business workflow”. Integromat proved its flexibility once again and the whole projects was done in less than 10 hours.
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