--- title: "CRM-ERP Sync Live in 2 to 6 Weeks | JustAutomate" description: "A won deal in the CRM creates the customer and the order in your ERP, and payment status comes back to the rep. No retyping. Live in 2 to 6 weeks." url: "https://justautomate.ai/en/automations/crm-erp-sync/" lang: en --- Sales and CRM # Automatic CRM-ERP sync with no double data entry A rep closes the deal in the CRM and that is where their typing ends. The workflow creates the customer, the order or the proforma in the ERP with the same line items, VAT number and tax rates, and payment and delivery status flows back to the CRM. One version of the truth about a customer in both systems, with nobody left holding a queue of records to retype. Book a free consultation [See how the workshop works](https://justautomate.ai/en/services/process-workshop/) - 47%of newly created records carried at least one error that mattered for the work, when 75 managers each checked the last 100 records created in their own company. Study published in Harvard Business Review - 1 entrythat is how often a person types the customer and order data: in the CRM. It reaches the ERP over the API, under written field mapping rules - 2 to 6 weeksfrom the workshop to a sync running in production, tested first on copies of your own orders from recent weeks - 5 to 10 secondsthat is how long a rep waits for the AI agent to answer whether a customer has paid, with CRM and ERP data in one reply The problem ## Why do the CRM and the ERP tell two different truths about the same customer? A rep closes the deal in HubSpot or Pipedrive. Before the customer sees an invoice, somebody retypes the company name, the VAT number, the line items, the prices and the payment terms into the ERP. On one transaction that is a few minutes. At several dozen a month and three reps typing in parallel it becomes hours every week, and the errors come back as credit notes: net entered instead of gross, a typo in the VAT number, a missing line, a customer created in the ERP a second time under a slightly different name. The drift almost always sits in the same four places: the VAT number, units of measure, tax rates and document numbering. The CRM holds pcs, the ERP holds a box of 12\. The CRM has the net price after discount, the ERP has a list price with no discount. Finance calls the rep to ask what exactly was agreed with the customer, and the rep calls finance to ask whether the invoice went out. Both systems work. Each of them simply knows a different version of the same transaction. An error in manual data entry is the norm, not the exception. In a [study published in Harvard Business Review in 2017](https://hbr.org/2017/09/only-3-of-companies-data-meets-basic-quality-standards), 75 managers each reviewed the last 100 records created in their own company. 47% of those records held at least one error that mattered for the work, and only 3% of the data sets cleared a basic quality threshold. A record retyped by hand from the CRM into the ERP is exactly that kind of newly created record. - Hours every week spent retyping data that somebody already typed once - Credit notes caused by a typo in a VAT number or a line item left out of the order - The same customer exists twice in the ERP, because two people entered them differently - The rep does not know whether the customer has paid until they ask finance - Nobody counts how many transactions went through clean, so the drift surfaces only at month end Why now ## What changed, so that a CRM and an ERP can be joined in weeks instead of a half-year project? Every modern CRM fires an event the moment a deal changes stage: a webhook from HubSpot, Pipedrive or Salesforce reaches the workflow a second after someone marks the deal as won. On the other side, ERP products built for the cloud expose a web interface, so a customer record, an order or a proforma can be created without opening the program. Not every ERP answers a request sent from the cloud, though. An ERP installed on a server in your office is reached a different way: through its own object layer, or through the database, using a connector that runs inside your network. We describe that technique on the [API integration services](https://justautomate.ai/en/services/api-integration/) page. The middle layer, meaning n8n, Make or a custom integration over the API, does the one thing neither system will do for itself: it translates the fields between them. The product code from the CRM into the item index in the ERP, pcs into the unit on the item card, the price after discount into a list price plus a percentage discount. The mapping rules sit in one place, so when a new product appears you add a row to a table instead of rebuilding the integration. The third change is the AI agent. A sync moves data, but it will not answer the question of whether the invoice for that customer is paid and when the delivery left. BOND, our company AI agent, answers that in 5 to 10 seconds, building the reply out of the CRM and the ERP at once, with no login to either. What changes ## What does the team get once the CRM and the ERP speak with one voice? - ### The order lands in the ERP seconds after the deal is won Moving the deal to Won starts a workflow that creates the customer and the order or proforma invoice in the ERP, with the line items, prices and payment terms from the CRM. The rep never opens the second system. Data typed once, in the CRM. It reaches the ERP over the API, not over a keyboard - ### The four fields that drift, mapped by rule The VAT number, units of measure, tax rates and document numbering each have a written rule for crossing between systems. A product code from the CRM becomes an ERP item index from a table, not from the memory of the person who has been doing it so far. A mapping table in the documentation, editable without a developer - ### No second copy of a customer in the ERP Before creating a customer the workflow searches the ERP by VAT number, and where that is missing, by name and email domain. An existing customer is updated, a new one created, and anything doubtful goes to a manual queue with a note on what does not match. The VAT number is the first matching criterion, the name only after it - ### Payment and delivery status flow back to the CRM The sync runs both ways. A posted payment, an issued invoice or a goods issue from the warehouse updates a field in the CRM, so the rep sees the real state of the order without calling finance. Two directions in one workflow, with no manual refresh - ### You see an error the same day, not a week later Every failed crossing, a missing VAT number, an unknown product code, a rejected tax rate, reports itself on Slack or by email with a link to the record. Nothing disappears quietly between the two systems. Error monitoring is standard in every rollout, not an add-on - ### Questions about an order asked in a plain sentence Has that customer paid for the March order, which deals won this week still have no proforma, how many orders are waiting to ship. The AI agent answers from the CRM and the ERP at once. An answer in 5 to 10 seconds, with no login to either system And in your company ## What if our ERP is old or unusual? Four sentences we hear most often when a CRM has to be joined to an ERP, and what we answer. If you are after a narrower piece, there are separate pages: [automatic invoicing from CRM](https://justautomate.ai/en/automations/automatic-invoicing-from-crm/) when the question is only about the invoice, [VAT number verification](https://justautomate.ai/en/automations/vat-number-verification/) when customer data is the weak point, and [CRM implementation](https://justautomate.ai/en/services/crm-implementation/) when the CRM itself still needs setting up. - Our ERP has no API. We check that in the workshop rather than assume it. Most business systems have some kind of interface, and an ERP sitting on a server in your office is usually reachable through its object layer or its database, using a connector inside your network. Where a system genuinely has neither, what is left is a file import on a fixed schedule. We say plainly which variant is safe and which one we will not build. - Our CRM data is incomplete, half the companies have no VAT number. That is the first thing a sync drags into the open, and that is a good outcome. A record with no VAT number does not slip into the ERP quietly, it goes to a queue with a request to complete it. After the first month reps fill the VAT number in as they close the deal, because otherwise the order does not move. - We do 20 transactions a month, is this worth it? At 20 transactions and one rep, retyping costs a few hours a month and it may well not be worth it. We say that on the consultation. We come back to the subject when a second rep joins, a second system appears, or the first credit note goes out because of a typo. - We are afraid an automation will make a mess in accounting. That is why the workflow first runs against copies of real orders, and goes into production with error monitoring and a manual queue. Edge cases, meaning a duplicate, a missing VAT number, a partial payment, a cancelled order, have written behaviour before we touch real data. The automation does not issue the final invoice without a person, unless you decide otherwise. CRM HubSpot, Pipedrive, Salesforce, LiveSpace ERP and accounting SAP Business One, Comarch ERP and Comarch Optima, enova365, Subiekt, Fakturownia, iFirma Sales and orders BaseLinker, Allegro, Shopify, WooCommerce, PrestaShop Notifications and team tools Slack, Microsoft 365, Google Workspace, ClickUp Customer verification VIES for EU VAT numbers, national company registers, bank account check lists Automation layer n8n, Make, custom integrations over the API ## The fields we carry across, and the rules that map them The scope a CRM to ERP sync usually covers. We settle the direction and the rule for every field in the workshop, because that is where it turns out the same product carries a different code in each system. | Field | Direction | Mapping rule | | -------------------- | ------------------------- | ---------------------------------------------------------------------------------------------------------------------------- | | Customer record | CRM to ERP, on a won deal | matched by VAT number, then by name and email domain; an existing record is updated, a new one created | | Order lines | CRM to ERP | the product code from the CRM becomes the ERP item index from a table; an unknown code goes to the manual queue | | Units of measure | CRM to ERP | pcs in the CRM mapped to the unit on the ERP item card, multipacks converted | | Prices and discounts | CRM to ERP | the net price after discount is split into a list price and a percentage discount; the tax rate comes from the ERP item card | | Document number | ERP to CRM | the order or proforma number written onto the deal, so it can be found in both systems | | Payment status | ERP to CRM | posted, partial and overdue as three separate values of one CRM field | | Delivery status | ERP or WMS to CRM | the goods issue and the tracking number visible to the rep | The rows are a starting point. In most companies the first rollout covers the customer record, the line items and payment status, and we add the rest once it turns out to be needed. How we do it ## Five steps from retyping to a sync running in production Each step ends with something you can judge before you decide on the next one. 1. ### Workshop We map the path of an order from the closed deal in the CRM, through the ERP, to the invoice and the warehouse. We settle which fields have to match one to one, which need mapping rules, where the drift is created today and how many hours a week the retyping eats. 2. ### Integration design The tool choice: n8n, Make or an integration straight over the API. We write down the behaviour in edge cases: a duplicate customer, a missing VAT number, a partial payment, a cancelled order, a price changed after the deal was won. We agree who receives the error alert. 3. ### Build against copies of your data We build the workflow and push copies of real orders from recent weeks through it. We compare the result with what a person typed. Every discrepancy is either a mapping error to fix, or a manual entry error that has just come to light. 4. ### Production with monitoring We switch to real data with alerts on every failed crossing. The old way stays available for the first few days as a fallback. A failed record goes to the manual queue, not into thin air. 5. ### Training and observation We hand over the field mapping documentation and train the people who used to retype the data on what to check when something looks unusual. After 30 days we count the errors and the records in the queue, after 90 days we judge whether the set of fields is the right one. Before and after ## How the week changes for sales and for finance ### Before - After winning the deal the rep opens the ERP and retypes the VAT number, the line items and the prices, or emails finance to ask for the order to be created - Finance calls the rep to ask what exactly was agreed with the customer - The customer receives a credit note, because the net amount went into the ERP instead of the gross one - The rep does not know whether the customer has paid until they ask ### After - A won deal creates the order in the ERP before the rep closes the CRM window - Finance sees the same line items, prices and payment terms as the CRM, with no questions - An unknown product code or a missing VAT number raises an alert before the invoice exists - Payment and delivery status sit in the CRM, and for a specific order the rep asks the AI agent The first orders go through the sync on the day of the switch. We compare the number of errors and queued records after 30 days, and judge the set of fields after 90. For the person signing this off ## What the person accountable for this gets out of it The questions of what was agreed with the customer and whether it has been invoiced stop circulating between sales and finance, because both sides look at the same record. A gap between the CRM and the ERP turns into a number in the alerts instead of a topic for a meeting. The second thing carries more weight in a board meeting or with an auditor. Every order in the ERP traces back to a specific deal in the CRM, with a date and a person. You know how many transactions went through untouched by hand and how many landed in the queue, and for what reason. The field mapping documentation stays in the company, whoever happens to be retyping data today. - Mapping rules written down and versioned, not held by one person - An error is visible on the day it happens, not at month end - Tested on copies of your own orders before the automation touches production - A new product or a new tax rate is a row you add yourself, with no ticket to us What it costs ## The workshop has a published price, the rollout is quoted after it The process workshop costs **EUR 3,500 net per week**. On a CRM to ERP sync one week is usually enough, two when the warehouse is involved or there is more than one ERP. We quote the rollout after the workshop, once it is clear how many fields cross over, how far the master data has drifted and whether the ERP has an API. You pay the cost of running the workflow directly to the tool vendor, meaning n8n or Make, or you pay nothing at all when it runs on your own infrastructure. Where the AI agent is part of the scope, model queries cost the vendor EUR 0.005 to 0.07 each. No commission from us on any of it. - ### Process workshop EUR 3,500 net per week, on a sync usually 1 or 2 weeks A self-contained piece of work. It ends with a field map between the CRM and the ERP, the mapping rules and a plan you can execute without us. - Map of the order path from a won deal to the invoice and the warehouse - List of one to one fields and fields with a mapping rule, plus the edge cases - Tool recommendation: a ready connector, n8n, Make or the API - Metrics to measure after 30 days: errors, queued records, hours Start with the workshop - Most popular ### Workshop and sync rollout Quoted after the workshop scope follows from the number of systems and the state of your master data The option most companies choose. A working sync within 2 to 6 weeks of the workshop, tested on copies of your own orders. - Everything in the workshop - A workflow in n8n, Make or over the API, wired into the CRM and the ERP - Customer matching by VAT number, field mapping, manual queue, alerts - Payment and delivery status synced back into the CRM - Team training and field mapping documentation Talk about a rollout - ### Sync and an AI agent Quoted after the workshop for teams that ask about order status a dozen times a day Everything in the rollout plus BOND, which answers questions about orders, invoices and payments from both systems at once. - Everything in the sync rollout - AI agent wired into the CRM and the ERP: paid or not, waiting for a proforma, in transit - Alerts on overdue payments and on won deals with no order - Access for sales and finance, in English and in Polish Ask about the agent The workshop ends with a field map and mapping rules that stand without us: you can hand them to your own IT person or to another firm. If it turns out your ERP already ships a connector for your CRM and it only needs configuring, we say so and show you how. The work then ends at the workshop, not at a rollout you do not need. ## Frequently asked questions What is an automatic CRM-ERP sync? It is a workflow that, once a deal moves to Won in the CRM, creates or updates the customer, the order or the proforma invoice in the ERP, with line items, prices, tax rates and payment terms. In the other direction it carries back the document number and the payment and delivery status. A person types the data once, in the CRM, and only decides on the cases a rule sets aside for the manual queue. How long does a CRM to ERP sync take to implement? One or two weeks of workshop and 2 to 6 weeks of build, depending on the number of systems and how far the data has drifted. The integration itself is rarely the long part. Reconciling master data is: the same products under different codes, customers entered under two names. We test against copies of your orders from recent weeks before the workflow touches production. Which CRM and ERP systems do you support? On the CRM side: HubSpot, Pipedrive, Salesforce and LiveSpace. On the ERP and accounting side: SAP Business One, Comarch ERP and Comarch Optima, enova365, Subiekt, Fakturownia and iFirma. Any other system we check in the workshop: if it has an API or a file import, it can usually be joined, and if it cannot, we say so before we quote. Does the sync work in both directions? Yes. From the CRM to the ERP go the customer, the order and the line items, at the moment the deal is won. From the ERP back to the CRM come the document number, the payment status, meaning posted, partial or overdue, and the delivery status from the warehouse. The rep sees the real state of the order in their own CRM, without asking finance and without logging into the ERP. What happens when the customer already exists in the ERP under a different name? The workflow searches for the customer by VAT number first and only then by name and email domain, because Kowalski Logistics Ltd and Kowalski Logistics are often two separate records in an ERP. A matched customer is updated, not created a second time. Where the match is uncertain, the record goes to the manual queue with a note on what does not line up. What about an order that cannot cross over, because the VAT number or the product code is missing? It does not enter the ERP quietly. It goes to the manual queue, and the person responsible gets an alert on Slack or by email with a link to the deal and the reason: no VAT number, unknown product code, a tax rate outside the item card. Once the data is filled in, the workflow runs the record again. After the first month there are visibly fewer such cases, because reps complete the fields as they close the deal. Does the automation issue invoices without a person involved? By default it creates an order or a proforma invoice, and a person issues the final invoice after checking it. We switch on full invoice automation only when you decide so in the workshop and when the data passes a VAT number check in VIES. The scope of what the automation decides is written into the documentation, so finance knows what to verify. Do we need an IT department to maintain this? No. After the rollout the mapping rules are kept by the person who knows the process, usually somebody in finance or operations. A new product, a new tax rate or a new rep is a row in the mapping table, not a change in code. You get the documentation and the training at the end of the rollout, and errors report themselves through the alerts. ## Let us count how many times a week somebody at your company retypes the same order The free consultation takes 30 minutes. You tell us which CRM and which ERP you run and how data travels between them today: who retypes it, what drifts, how many credit notes come back. We show you which fields can be joined straight away and which need the master data cleaned up first. You write to Pawel, the founder, not to a reception desk. You do not have to give access to any system at this stage. We run at most two rollouts at a time, so that someone is actually sitting on each of them. [Book a free consultation](https://justautomate.ai/en/contact/) **PS.** If finance asked a rep this month what exactly was agreed with the customer, that is this problem. Data typed twice by two people always drifts apart, and every gap comes back as a credit note or a phone call. The workshop starts with writing down which fields have to match. ## Related - [Automatic invoicing from CRM](https://justautomate.ai/en/automations/automatic-invoicing-from-crm/) - [VAT number verification](https://justautomate.ai/en/automations/vat-number-verification/) - [CRM implementation](https://justautomate.ai/en/services/crm-implementation/) - [n8n automation](https://justautomate.ai/en/services/n8n-automation/) - [BOND, business AI agent](https://justautomate.ai/en/services/bond-business-ai-agent/) - [Process workshop](https://justautomate.ai/en/services/process-workshop/) --- **JustAutomate** · contact: contact@justautomate.ai · form: https://justautomate.ai/en/contact/