CRM integration services
for Australian businesses.

Most small businesses keep client data in three or four places. A CRM like HubSpot, Salesforce, Pipedrive or Zoho. Accounting in Xero or MYOB. Then your industry system: loan origination for brokers, practice management for law firms and accountants, rostering for NDIS providers, property management for agencies.

CRM integration gets those systems to agree. When a contact, deal or invoice changes in one place, the change lands in the right field everywhere else.

Connecting two apps is the easy bit. The harder part is deciding which system wins when they disagree, catching duplicates, and knowing a sync failed before your team does. That's what the rest of this page covers.

If a native connector already does what you need, use it. We get called in when it can't handle your fields, your rules or a third system in the chain.

Every CRM integration we build starts with a short written table. For each field that syncs, it names the one system that owns it.

Here's how that might look for a services business. The CRM owns the contact's name, phone and email, because that's where your team edits them. Xero owns whether an invoice is paid. The job or practice system owns the job status. Any system can read a field, but only its owner can change it.

Writing this down first heads off most sync problems, and it tells your team why an edit didn't stick.

A one-way CRM data sync copies records from a master system to the others. A two-way sync lets both sides create and update records, and keeps them matched. Two-way is more useful and more work, so we only build it where both systems really do get edited every day.

The brokerage above needed two-way, because changes start on both sides. If you only need won deals to show up as Xero contacts, one-way is simpler and easier to fix.

Before a sync can update a record, it has to find the right one. HubSpot, for example, deduplicates contacts by email address and companies by domain name. That holds up until a couple shares one email, a client changes address, or the other system doesn't store an email at all.

So once two records are linked, each side stores the other system's record ID, and every later sync uses it. Email and name only matter for brand new records. Anything uncertain goes on a review list for a person to check.

We also check your existing data for duplicates before go-live. A sync over a messy database just spreads the mess faster.

A two-way sync needs rules for when both systems change the same record between runs. Ours, in order:

Every integration fails sometimes. An API times out, a login token expires, a provider caps your calls, or someone renames a field. What matters is who finds out, and how quickly.

Every build has an error handler. In n8n that's an error workflow, which runs when an execution fails. A failed step retries first. If it still fails, an alert goes out with the record and the error attached. On our NDIS provider build, one failure log reads: retried 3 times, 5 seconds apart, then emailed to Ben, client not notified.

The build also checks for runs that should have happened and didn't. And an audit log records every change the integration makes: which record, which fields, old and new values, when, and whether it worked.

A CRM integration handles your clients' personal details. Everything is built in your own accounts under your credentials. Where a system allows it, the integration gets its own user with only the permissions it needs, and API keys sit in n8n's credential store rather than inside workflow steps.

Only the fields on the source-of-truth table move. If your business is covered by the Australian Privacy Principles, APP 11 requires reasonable steps to protect personal information from misuse, interference and loss, and from unauthorised access, modification or disclosure. Fewer copies of the data make that easier.

Before go-live we write a test list from the scope and work through it with test records, or in a sandbox where there is one:

You then get your own testing window and one round of adjustments within scope.

Once it's paid in full, the integration is yours. It was built in your accounts from day one, so there's no licence to keep paying.

Handover includes a written guide to what syncs, in which direction and under which rules, plus a walkthrough video. After acceptance there's a Fix Period for anything that doesn't work as the scope describes. Ongoing monitoring is optional.

Two CRM integration projects rarely look alike. These are the things that move the price: