ERP-CRM integration
Customers, orders and stock entered once, not three times
We connect your ERP, your CRM and the spreadsheets that hold the same data today, so a customer, an order or a stock level is entered once and reaches every system on its own. We work with companies of 10 to 250 people whose teams copy data between systems. It starts with a diagnosis of your data and flows.
Today and after
A new order, from the sales rep to the warehouse.
A typical flow in a B2B distribution company, built as an example for this page. It does not describe any client.
Illustrative example
Today
The sales rep logs the order in the CRM Manual
The customer already exists, but with a different address than in the ERP.
The order is retyped into the ERP Manual
Someone in operations copies it line by line and looks the customer up by name.
Stock is checked by phone Manual
The CRM cannot see stock, so the rep calls the warehouse before confirming a date.
The tracking spreadsheet is filled in Manual
Order status lives in a shared sheet, updated when someone has the time.
At month end the numbers disagree Manual
Sales in the CRM and invoices in the ERP give different totals, and someone hunts for the gap line by line.
The same order typed three times, in three places, by three people. Each copy can go wrong in its own way.
After
The order is entered once, in the CRM Manual
The customer comes from the single record, with the right tax ID and delivery address.
It reaches the ERP on its own Automatic
The integration sends it with the matching identifiers, nothing retyped.
Stock shows in the CRM Automatic
Available stock from the ERP is updated in the CRM, so delivery dates are confirmed on the spot.
Order status flows back to the CRM Automatic
Shipped, invoiced, paid: the rep sees it all without asking.
Conflicts go to a person Human check
If the same customer was changed differently in two systems, the case lands on a review list with both versions.
One person enters the data, one person resolves the exceptions. The tracking spreadsheet no longer needs to exist.
When this fits
When it is worth it, and when it is not.
It fits if
- The same customers live in the CRM, the ERP and at least one spreadsheet, and the records no longer match.
- Orders are retyped by hand from one system into another, and mistakes surface at delivery or invoicing.
- Sales reps cannot see stock or order status without calling someone.
- Sales reports are built by pasting exports into a spreadsheet, and each department has a different number.
- You already run an ERP and a CRM you want to keep, but they do not talk to each other.
It does not fit if
- Data moves rarely, a few times a month. A scheduled export from one system to the other is enough and costs far less.
- One of the systems has to be replaced anyway. Then we choose the new system first and build the connection after.
- Nobody can say which system holds the correct customer data. That has to be decided first, and the decision is yours, not the integration’s.
- You run everything in one system and the problem is a missing report. Then you need reporting, not integration.
Where it is used
See how it works in your industry.
What we build
The components, one by one.
Each component can be delivered on its own. The diagnosis decides how many you need and in what order.
- 01
Connectors for each system
We read and write data through an API where one exists, through webhooks when a system announces its own changes, or through database views and file imports and exports when there is no other way.
- 02
Data model and ID mapping
The same customer has one code in the ERP and another in the CRM. We build the table that links them, so every record is recognized in both systems, never matched by name.
- 03
Sync rules and system of record
For each type of data we set which system has the final word: usually the customer record in the CRM, stock and invoices in the ERP. The rules also set the direction for every field.
- 04
Cleanup and deduplication
Before the first sync we find duplicate customers, missing tax IDs and old addresses. Your team corrects them from a list we prepare, so the integration does not multiply the mistakes.
- 05
Conflict queue and notifications
When two systems disagree about the same record, nothing is overwritten silently. The case goes to the person responsible, with both versions side by side.
- 06
Reporting and reconciliation
A dashboard shows what synced, what failed and why. A regular report compares totals between the ERP and the CRM, so gaps are seen before month-end close.
Do the math
What does entering the same data twice cost you today?
Enter your own numbers. The result is the time spent retyping between systems today, not a promised saving. How much of it goes away is what the diagnosis measures on your data.
Estimate
- Manual time per month
- 25 hours
- Cost per month
- €750 per month
Per year: €9,000
Assumptions
- With the starting values: 300 records × 5 minutes = 25 hours a month. At €30 an hour, that is €750 a month.
- The minutes cover finding the record in the other system, copying the fields and checking them. Count a normal week before you pick the numbers.
- €30 an hour is a starting value for the full cost of an hour of administrative work, not an official average. Use the real cost in your company.
- The estimate leaves out the cost of mistakes: deliveries to an old address, duplicated orders, reports rebuilt at month end.
- It is an indicative estimate, not a quote and not a guaranteed saving.
How we work
From copied data to data that moves on its own.
The first step is The Diagnosis: we find which data is duplicated, where and why, and decide together what is worth syncing. Only then do we build.
- 01
Diagnose
We list the data that lives in more than one place, who enters it and who uses it. We check what each system offers: API, export, database access.
Output: data map, real volumes and the technical options for each system.
- 02
Design
We choose the system of record for customers, products, orders and stock, the direction of every field and the conflict rule. We decide what stays a simple export and what becomes a sync.
Output: data model, written rules and an owner for conflicts.
- 03
Build
We clean the data, build the connectors and start syncing a small set of customers first, with a daily reconciliation between systems.
Output: sync running in production, checked on real data.
- 04
Scale
We extend it to every entity and every team, hand over the documentation and follow one full month of reports that agree.
Output: a documented integration, a monitoring dashboard and an owner on your team.
Risks
What can go wrong, and how we handle it.
Personal data and GDPR
Customer records hold names, phone numbers and email addresses. We sync only the fields the other system needs, access is limited and logged, and for any data we can access we sign a data processing agreement.
Sync errors and human review
A wrong rule can copy a mistake into every system. That is why conflicts go to a queue reviewed by a person, and reconciliation reports show the gaps before they matter.
When one of the systems is down
Changes wait in a queue and are sent again when the system is back, so nothing is lost. Each message is applied only once, even if it is resent, so no duplicate orders appear.
Where the data runs
The integration layer can run on your servers or in the cloud, in EU data centers. Data moves directly between your systems, with no copies kept anywhere it does not need to be.
Questions about ERP CRM integration
Do we have to replace the ERP or the CRM?
Usually not. The integration connects the systems you already run. We recommend replacing one only if it cannot be connected at all, or if it no longer copes anyway. The decision is made in the diagnosis, with the cost of both options on the table.
What if someone edits the same customer in both systems?
The rule set in the design decides which system wins for each field. If the rule cannot decide, nothing is overwritten: the case goes to the conflict queue, to the person responsible, with both versions.
What do we do with the duplicates we already have?
We find them before the first sync and give you a list of likely pairs. Your team decides what gets merged, we apply it. Otherwise the integration would copy the duplicates into both systems.
Does it work if our ERP is old and has no API?
It can work without an API. If the system allows reading from its database or scheduled file exports and imports, we build the connection on those. We confirm the technical option in the diagnosis, on your system.
How long does it take?
It depends on how many systems and data types are in scope and how clean the data is. We set the duration in the diagnosis and write it into the proposal. We start with one entity, usually customers, then add orders and stock.
Does our data leave the EU?
It does not have to. The integration can run on your servers or with a cloud provider in EU data centers. We decide together where it runs, before anything is built.
Is a monthly spreadsheet export not enough?
Sometimes it is, and then we tell you so. If data changes rarely and nobody makes decisions on it in real time, a scheduled export is the right answer. Syncing makes sense when teams work on the same data every day.
Can invoices from the ERP also go to Romania’s e-Factura?
Yes, but that is a separate project with its own rules. Once orders reach the ERP correctly, the invoices issued there can be sent to RO e-Factura automatically.
e-Invoicing automationFurther reading
Read more on this.
Tell us which data your team copies today.
List the systems you use and where the data is duplicated, in a few lines. We reply honestly on whether a diagnosis is worth it, and what it would cover.