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Case Study: Operation with CRM, ERP, and spreadsheets

Integrate to seeThe end of rework between CRM, ERP, and spreadsheets.

The operation grew and acquired systems, but lost consistency: the sales team looked at the CRM, the finance team at the ERP, and the operations team at the spreadsheet, and each saw a different version of reality. We connected the systems and standardized the records, starting with the workflows that were causing the most problems.

Let's talk about my operation. See what has changed.
Scenario
CRM, ERP and spreadsheets
fronts
Integrations and data
Secrecy
Name and numbers preserved.

Published updated on .

Customer in one place.Illustrative screen
Single customer registrationCRM and ERP linkedUpdated today
  1. Proposal
  2. Order
  3. Invoiced
  4. Separation
  5. Delivery

Current stage: Separation

  1. Proposal approved by CRMOrder created in the ERP system, without re-entering the data.
  2. Invoice issuedStatus updated in CRM
  3. Unified registrationTwo versions of the same customer became one.
  4. Delivery scheduled for ThursdayAlert for the sales representative to notify the client.
Commercial, financial and operational data looking at the same information.

The case in one minute

Case summary

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The entire case, organized by topic. Tap to open.

The starting point

Each area viewed its own version of reality.

The sales team looked at the CRM, the finance department relied on the ERP, and operations were organized using spreadsheets. To answer something as simple as the status of an order, it was necessary to open several systems.

The same customer was registered more than once, in different ways. Reports turned into arguments about which number was correct, and alerts arrived when the priority had already changed.

The team worked very hard. But they were working in the dark.

  • Operation controlPedido status
  • CommercialWhich number is correct, the one from the CRM or the one from the ERP?
  • FinancialCustomer registered twice, with different data.
  • OperationsCheck with finance before replying.
Illustrative scene: information before integration.

What we build

From dispersed systems to a connected operation.

The work begins small, focusing on the most painful issues, and evolves in layers, preserving what works.

  1. Map of sources

    Where information originates, where it travels, and where it breaks down: duplication, different fields, conflicting rules.

    Friction points

  2. Systems connected

    CRM, ERP, and other sources linked via APIs, to eliminate repetitive data entry and manual reconciliation.

    API integration

  3. Standard registration

    A single template for customer, product, proposal, and order, across all systems.

    A version of the die

  4. Trace of each piece of data

    Where did the information come from, who changed it, and what is its current status?

    change history

  5. Validation routines

    Simple conferences and reviews to ensure the process is sustainable on a daily basis.

    Minimum governance

How did we do it?

First, understand where the data breaks down. Then, connect the dots.

The work goes through all three layers of our method and uses two of the five engineering fronts of... Bytebio.

  1. Strategy

    Diagnosis of friction points

    We mapped the sources, the divergences, and the critical flows, and chose where to begin.

  2. Engineering

    Integration and data

    The systems begin to communicate and speak the same language.

  3. Operation

    Evolve through layers

    After the first stream, the next ones come in one by one, always improving what is causing the blockage.

What has changed

Five questions about the operation, before and now.

  • Which number is correct?

    Previously, each area had its own.

    AgoraThe systems show the same data, and the report again supports the decision.

  • How many times is the same piece of data entered?

    Previously , several, in different forms.

    AgoraOne: the standard registration applies to all systems.

  • What is the order status?

    Previously , several systems were opened and several people were consulted.

    AgoraOne place only, with the status of each stage clearly defined.

  • When do priorities change?

    Better late than never, because the warnings arrived too late.

    AgoraEarlier: With the status in sight, the team acts before the urgency arises.

  • How did we get here?

    Before, nobody knew.

    AgoraThe historical data shows where each piece of information came from and who altered it.

Carefully

Integrate the operation seamlessly.

The operation continues to run while the integration progresses.

  • It starts with what hurts the most.

    The first workflow is the one that consumes most of the team's time.

  • Preserve what works.

    Systems and routines that work stay; what breaks down gets improved.

  • Trace of each change

    Can you tell me where the information came from, who changed it, and when?

That's why this case has no names or numbers.

We protect the client's identity, volumes, deadlines, values, specific integrations, and internal rules. Those who hire us expect the same care.

For whom it makes sense

When is it worth it, and when is it not yet the right time?

It makes sense when

  • The operation uses CRM, ERP, and spreadsheets, and experiences rework.
  • Customer, product, or order records frequently differ.
  • The team needs visibility to make decisions faster and with less risk.

It's not a priority yet when

  • The company is still validating basic processes and changes the workflow every week.
  • There is a well-used central system, and the problem is more one of training than integration.

Possible next steps

What can be connected in the same structure?

Natural extensions after the systems communicate.

  • Automatic routines

    Approvals, tasks, and alerts triggered automatically.

  • Data quality

    Validations, deduplication, and simple consistency rules.

  • Management dashboards

    Indicators of the operation, tracking decisions.

  • AI in screening

    Support for screenings and analyses, with validation and review.

Keep exploring

Solutions involved

See all cases

Read also

Is your team wasting time checking which data is correct?

We begin with a brief diagnosis: sources, divergences, and critical flows. From there comes the first integration, the one that provides the most visibility.

  • Source diagnosis prior to integration.
  • I'll start with the flows that hurt the most.
  • Unique and traceable registration
Let's talk about my operation. The conversation opens on WhatsApp, with a specialist from... Bytebio.
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