Work CRM and payments sync
Case study
CRM and payments sync
A practical integration layer that stopped copy-paste between CRM, payments, and a spreadsheet — with failure handling the ops team could trust.
- Client
- Growing operations team
- Industry
- Operations / SaaS ops
- Timeline
- 5 weeks to stable sync
- Year
- 2024
- Role
- Integration partner — mapping, build, monitoring basics
- APIs
- Webhooks
- Laravel jobs
- Logging
2
Systems connected
0
Daily copy-paste
5 wks
Map to stable sync
Alerts
On failed jobs
Overview
Sales lived in the CRM. Payments lived elsewhere. Ops reconciled both in a spreadsheet every day. GujjuTicks mapped the real handoffs, built a sync with clear rules and retries, and left the team with visibility when something failed — instead of silent drift.
The challenge
Growth made manual reconciliation fragile. Missed updates meant wrong customer status, delayed follow-ups, and hours of cleanup every week.
- Customer and payment state lived in two tools
- Staff copied fields by hand into a master sheet
- Failures were discovered late — often by a confused customer
- No agreed source of truth for “paid” vs “active”
Our approach
We treated integration as an ops product: define ownership of each field, sync only what matters, and make failures visible.
- Mapped which system owns each piece of data
- Started with one direction of sync for the highest-pain fields
- Added retries, logs, and a simple failure alert
- Documented runbooks so the team could recover without us
What we built
A focused sync — not a brittle “connect everything” mashup.
Field-level sync rules
Clear ownership so CRM and payments stop fighting over the same facts.
Webhook + job processing
Events processed reliably with retries when a provider blips.
Failure visibility
Logs and alerts when a sync fails — so ops can act before customers notice.
Ops runbook
Handover notes for common failures and how to re-run safely.
Delivery timeline
A clear path from discovery to launch.
-
Week 1
Map
Systems, fields, ownership, and failure modes.
-
Weeks 2–4
Build
Sync jobs, webhooks, retries, and logging.
-
Week 5
Stabilize
Pilot with live traffic, alerts, and runbook.
-
After
Hand over
Document next integrations worth doing.
The outcome
Ops stopped reconciling by hand. Customer status stayed consistent. The team has a pattern for the next integration instead of another spreadsheet bridge.
- Daily copy-paste removed for the synced fields
- Fewer “why is this customer wrong?” fire drills
- Visible failures instead of silent drift
- A clear backlog for the next system to connect
“The spreadsheet was the product. Now the sync is — and we only look when something actually breaks.”
More work
Connect your tools
Tired of copy-paste between CRM, payments, and sheets?