OURBACK
Case study
Quote to CRM: 20 to 40 minutes of daily admin, gone.
An industrial-sector business ran its quoting in one system and its sales CRM in another. Bridging the two was a manual job that happened every day, and only one person knew how to do it.
Sector: industrial · Systems: a quoting platform, a sales CRM and Microsoft Teams · Sync frequency: every two hours · Delivered remotely
The challenge
Every day, one person exported quotes from the quoting system as a CSV. Then they stripped out the fields the CRM would not accept, added the extra columns it required, and mapped values across the two systems by hand.
It took twenty to forty minutes, every day. Worse, the knowledge sat with one person. Holidays and sick days meant the sync simply did not happen, and the backlog had to be cleared afterwards.
What we built
We automated the sync end to end. Quotes now flow from the quoting system into the CRM automatically, every two hours. No CSV export, no filtering, no column mapping, and nobody has to remember to do it.
The part that matters most is what happens when something goes wrong. Fifteen minutes after each run, a monitoring step checks the result. If the sync failed, it diagnoses the error, proposes a fix, and posts it to the team in Microsoft Teams asking for approval. Someone says yes or no, and an approved fix applies itself. Nothing changes without a person agreeing to it first.
The result
The daily twenty to forty minute task is gone. Quotes reach the CRM six times a day instead of once. And the process no longer depends on one person being at their desk, because anyone on the team can approve a fix from their phone.
All figures are the customer's own, for their process.
Why this one was worth doing
Two systems that do not talk to each other will always produce a person in the middle doing the translating. That person becomes the integration, and the business quietly depends on them. The time saved is the obvious win. Removing the single point of failure is usually the bigger one.
Most businesses have at least one task like this. It rarely appears on anyone's list of problems, because it has been running so long that it just looks like the job.
Got one of these?
If your team is moving data between systems by hand, a 15-minute Discovery call is enough to map one process and tell you whether it is worth fixing. No cost, and no pitch.