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Use case · Mid-size manufacturer sales team

Groupware approval and ERP integration

Move a deal to contract, and the groupware approval goes up

A mid-size manufacturer whose discounts and contract terms all need internal e-approval set up a flow where changing the deal stage is all it takes to file the approval and register the order in the ERP.

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The problem

  1. 01

    Approvals run outside the CRM

    Each rep had their own idea of which form to file where for a discount or contract, and approval results never made it back to the CRM.

  2. 02

    The same details typed twice

    Reps copied customer, amount and discount from the CRM into the groupware form, so approvals went out late and numbers drifted.

  3. 03

    Shipments and sales only in the ERP

    Closed contracts were keyed into the ERP by hand, and shipments and sales lived only there, so reps had to ask to learn where a customer stood.

How Trackit solves it

  1. 1

    Fill in the terms and move the stage to Contracting

    The rep enters the discount and contract terms on the deal and moves it to Contracting. That is all the rep does. The stage change starts the workflow.

  2. 2

    The workflow files the approval in your groupware and brings the result back

    An HTTP request block sends the deal’s customer, amount, discount and contract file to the approval API of the groupware your company uses. Approval runs in the groupware along its usual approval line, and when it is done the groupware sends the result to a webhook. A create-or-update block finds the deal by approval document number and fills in the status and comments.

  3. 3

    Once final, the order goes to the ERP and shipments and sales come back to the deal

    Moving the stage to Contract final sends the account and order to your ERP API over HTTP and saves the order number it returns on the deal. A second workflow on a recurring schedule pulls shipments and sales from the ERP each morning and fills the same deal fields. This works when your groupware and ERP expose an API and webhooks.

Features usedAI WorkflowsIntegrationsData
  1. TriggerRecord updatedThe deal stage moves to Contracting.
  2. ActionHTTP requestFiles the approval through the groupware API.
  3. TriggerWebhookThe groupware sends the result when approval ends.
  4. ResultCreate or update recordFills the approval status and comments on the deal.
  5. ResultHTTP requestRegisters the order in the ERP once final.

What changed

Before TrackitEvery rep hunts for the right form and where to file it
With TrackitA stage change files the approval on the agreed form
Before TrackitThe same details go into the CRM and the groupware
With TrackitDeal values go into the approval, and the result comes back to the deal
Before TrackitOrders are rekeyed into the ERP, and shipments and sales are checked there
With TrackitOrder number, shipments and sales show on the deal

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