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How to integrate your business systems together using Workbooks CRM

integration-blog.png

For a CRM project to maximise business benefit, there is often a requirement that the CRM system is integrated with other business applications within an organisation.  These business applications can range from ERP to marketing automation to finance / accounting and much more.

Workbooks have made the integration process easy by pre-building common record structures, such as Order and Invoice records, Tax structures and accounting periods. This helps simplify integration and reduce integration work / cost.

In addition, Workbooks provide a wide range of integration tools and approaches, allowing total flexibility today and for the future.

So what are the integration options available to customers and how do they work?

1. Pre-Built Connectors

Workbooks provide pre-built connectors for the most common integration requirements, for example Outlook or MailChimp. Customers have a common set of standard requirements that don’t vary and therefore building a direct connector makes sense.

If a specific client requires a connector that doesn’t already exist and we believe the connector would benefit other clients too, we will either fund the development of the connector ourselves or co-fund it alongside our clients.

Examples of pre-built connectors include:  asset-43.pngMicrosoft Outlook

  • Microsoft Exchange / Office 365
  • Google Calendar
  • Google Docs
  • Sage Line 50/200
  • Box
  • Adobe Sign (formerly EchoSign)
  • MailChimp
  • Dotmailer
  • CampaignMaster
  • Hubspot
  • MySQL connector
  • Microsoft SQL Server connector

2. Zapier Integration

Zapier_logo_0.pngZapier is a cloud based integration platform designed to simplify the integration of different cloud applications. Workbooks have built a connector into Zapier which supports ‘Actions’ and ‘Triggers’ for the majority of Workbooks record types. Actions create or update records in Workbooks, e.g. to create a new Invoice. Triggers are events that occur in Workbooks, which would then cause an Action to occur in a different application. For example, when a new case is created in Workbooks (Trigger), create a case in Zendesk (Action).

Over 750 cloud application vendors are part of the Zapier ecosystem including LinkedIn, Facebook, Zendesk, Trello, Sage etc. Workbooks believe that an increasing number of cloud vendors will focus on building integrations with integration hubs like Zapier, rather than direct connections to specific platform as this simplifies integrations for clients and increases vendor reach. Watch our for our next blog when we’ll dive into Zapier in more details.

3. Web Services API

asset-44.pngWorkbooks have a full Web Services API that underpins all their integration options and provides a generic method to connect Workbooks to any application that has a corresponding API or SQL database. The “restful” API has the ability to create, read, update and delete all records inside Workbooks and it also exposes the definition of custom fields and reports.

We provide a set of “wrappers” for PHP, .NET, Java and Ruby to enable easy integration by third- parties using the technology of their choice. For more details on Workbooks API, go to https://www.workbooks.com/workbooks_api

4. Workbooks Process Engine

asset-21.pngCustom scripts can be hosted within the Workbooks Process Engine inside the Workbooks environment. They can use the API to automate processes within Workbooks and also integrate Workbooks with other platforms. Scripts can be run as scheduled processes, or invoked using Web protocols or button presses within the Workbooks user interface.

For example, the MailChimp connector is built using scheduled processes running within the Process Engine. Process Engine scripts can connect to other applications via Web Services, directly to an SQL database, or via a file transfer method to move/synchronise data between various systems.

Typically, the Process Engine is used in two ways

1.    To ‘wrap-up’ a set of business logic inside a Workbooks Web Process, which can be called by a third-party application via a URL. A typical example is: create a new order. This process would create several records, e.g. Organisation, Person, Order and Invoice records, set the relevant values and build the appropriate relationships.

Rather than drive the API directly to create the relevant records in Workbooks, a web process can store all the business logic and that logic can then be called using a simple URL. This approach allows you to build and maintain business logic in one place and then invoke that logic either from within Workbooks or from an external application – simplifying integration and, more importantly, reducing costs and complexity.

2.    To build a Web Application which can be hosted inside Workbooks, but published on an Internet or Intranet site. A typical example is a customer portal, where your customers can login and access information inside the system, such as support cases, quotations, or order history.

5. Workbooks Import Engine

asset-12.pngWorkbooks has a robust importing tool that allows you to import into any record type from a CSV file. The import engine has a number of key features, including automatic duplicate matching,  the ability to create new records or update existing ones, create template field mappings – simplifying recurring importing processes and much more.

6. Reporting/Export Engine

asset-26.pngIt is possible to create rich reports in Workbooks and export this data to other systems easily, either via the API, FTP, an Automation or via scheduled email reports. This is commonly used to move data from Workbooks into other systems.

7. iFrames

asset-1.pngWorkbooks can easily present web pages hosted on other systems inside Workbooks to improve the user experience. For example, you could present an article published on the web, in the context of the member record in Workbooks.

If you are committed to transforming your business into a more customer-centric organisation we suggest you make CRM the ‘hub’ for your valued information. And in order for this strategy to be successful, you’ll need to ensure that your CRM system is well integrated with all the other sources of data within your organisation. If your CRM and your business apps can send data back and forth to one another unhindered, manual data entry becomes a thing of the past and that means the hours you use to spend doing it are suddenly open for better things…

Workbooks offer a variety of integration options to meet the requirements of customers, whatever their goals and whatever the outcomes they want to achieve. Workbooks offer choice and flexibility to drive business success to get in touch please visit our contact page.

Evolve or be left behind

The accounting sector is undergoing dramatic changes. Downwards price pressures and commoditisation of compliance services, digital transformation, increased competition and clients’ changing expectations are shaking up the profession.

Forward thinking practices have realised that they must evolve and innovate if they are to survive and flourish in this new commercial landscape. They are implementing new business development models as traditional methods of network expansion are becoming harder to employ.

They efficiently attract new clients but also maximise the opportunities that exist within their client base They diversify their services and leverage technologies in order to achieve greater efficiency and drive a sustainable competitive advantage.

CRM can be the catalyst for change, underpinning the development and promotion of a sales culture across the firm and enabling best practices in generating new business and cross-sell revenue.

Can I mix and match licences

The CRM Success for Accounting programme is designed to help Accountancy firms take their first step into Client Relationship Management (CRM).

Based on years of experience helping professional services firms with CRM deployments, the programme delivers a best practice approach to implementing CRM for marketing and business development teams in less than one month.

CRM Success for accounting

The CRM Success for Accounting programme is designed to help Accountancy firms take their first step into Client Relationship Management (CRM).

Based on years of experience helping professional services firms with CRM deployments, the programme delivers a best practice approach to implementing CRM for marketing and business development teams in less than one month.

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Improve new business development

In order to be successful at developing your practice, you need to attract and develop new clients. You need easy access to real-time information, deep customer insights and the tools to close and onboard a new client, quickly and efficiently.

Workbooks CRM provides a 360-degree view of your prospects and clients. You can track and analyse all of the interactions and transactions you have had and the outcomes of those.

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Sell more to existing clients

How can you leverage the wealth of financial and historical data you have for your existing clients in order to identify and drive cross-sell opportunities? How do you get the right visibility and insights?

Workbooks CRM offers an outstanding cross-selling platform, providing great visibility of what services have been sold to existing clients.

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Get started for as little as £25 a month!

Whatever your business needs, we have a solution for you.

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Get started for as little as £25 a month!

Whatever your business needs, we have a solution for you.

Standard Edition £25

per user per month billed annually

  • Sales Management
  • Marketing Management
  • Customer Service Management
  • Order Management
Compare full features
Business Edition £55

per user per month billed annually

  • Sales Management
  • Marketing Management
  • Customer Service Management
  • Order Management
Compare full features
Did you know?

You can mix and match editions of Workbooks so you only pay for what you need.

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A PARTNER, NOT A PURCHASE

CRM is a journey, and we’re with you every step of the way.

Our Shared Success approach reduces the risk of your CRM project failing and reduces the cost of implementation in three ways:

  • We help you understand what you need from CRM software to achieve your business goals with a co-funded workshop before you invest in software
  • When you invest in Workbooks, we co-fund your implementation to give you a made-to-measure CRM for an off-the-shelf price
  • And with a co-funded customer success programme, you can future-proof your business processes with a CRM that grows with you

That’s why, on average, our customers stay with us for 10 years and more than 1000 businesses around the world already trust Workbooks to help them work better, work together, and work in the right way.

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Why not join them? Try the best cloud CRM software for your business, free for 30 days.No commitment, no credit card required. Questions? Talk to our friendly team on +44 0118 3030 100

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  • We’ll help you crystallise what success looks like for your business and define the outcomes that are most important to you.
  • You‘ll be able to leverage our technical architects and engineers to build specific automations or integrations to external systems that fit perfectly around your business processes and help streamline operations.
  • You’ll be able to tap into our in-depth knowledge, experience and best practices.
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You‘ll be able to leverage our technical architects and engineers to build specific automations or integrations to external systems that fit perfectly around your business processes and help streamline operations.

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Evolve or be left behind

The accounting sector is undergoing dramatic changes. Downwards price pressures and commoditisation of compliance services, digital transformation, increased competition and clients’ changing expectations are shaking up the profession.

Forward thinking practices have realised that they must evolve and innovate if they are to survive and flourish in this new commercial landscape. They are implementing new business development models as traditional methods of network expansion are becoming harder to employ.

They efficiently attract new clients but also maximise the opportunities that exist within their client base They diversify their services and leverage technologies in order to achieve greater efficiency and drive a sustainable competitive advantage.

CRM can be the catalyst for change, underpinning the development and promotion of a sales culture across the firm and enabling best practices in generating new business and cross-sell revenue.

Evolve or be left behind

The accounting sector is undergoing dramatic changes. Downwards price pressures and commoditisation of compliance services, digital transformation, increased competition and clients’ changing expectations are shaking up the profession.

Forward thinking practices have realised that they must evolve and innovate if they are to survive and flourish in this new commercial landscape. They are implementing new business development models as traditional methods of network expansion are becoming harder to employ.

They efficiently attract new clients but also maximise the opportunities that exist within their client base They diversify their services and leverage technologies in order to achieve greater efficiency and drive a sustainable competitive advantage.

CRM can be the catalyst for change, underpinning the development and promotion of a sales culture across the firm and enabling best practices in generating new business and cross-sell revenue.

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CRM can be the catalyst for change, underpinning the development and promotion of a sales culture across the firm and enabling best practices in generating new business and cross-sell revenue.

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CRM can be the catalyst for change, underpinning the development and promotion of a sales culture across the firm and enabling best practices in generating new business and cross-sell revenue.

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Our Professional Services team can guide you through the process of setup and implementation, integrations with other business applications etc. to ensure you realise the full potential of your investment in CRM.

During implementation, our seasoned consultants will work with your project team to create deployment plans aimed at accelerating Time to Value.

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Feature Title
Competing Block
Licence Cost
Entry level pricing for CRM edition, which includes sales and customer support, starts at £22 per user per month. Order processing & invoicing is included in our Business edition at £50 per user per month.
Salesforce’s entry level pricing starts at £60 per user per month, nearly 3x the price of Workbooks CRM edition, despite offering similar functionality. This rises to £120 for the Enterprise Licences, which includes functionality that is standard in both Workbooks CRM and Business editions. And if you want to do invoicing in Salesforce, you need to buy third party plug-ins or build it yourself.
Sales & Service Functionality
Workbooks CRM edition includes both sales and support functionality in the same licence.
Salesforce requires you to buy both, so if you want the Professional edition for Sales and Service Cloud, it increases to £80 or £140 for Enterprise.