Sync Customers with your CRM

If you use a CRM to stay in constant contact with your customers, it would be nice to keep your customer data in sync between OrderTrac and your CRM. This guide uses a service called Zapier to act as the middleman between OrderTrac and your CRM.

Any time a customer is created or updated in OrderTrac, OrderTrac will send a message to Zapier with information about that customer. You can then configure Zapier to process that information and send it to your CRM, such as Mailchimp, Active Campaign, Keap, Hubspot, etc. It doesn't matter which one you use, as long as it works with Zapier. Zapier is very popular so most likely it will.

This guide shows how to keep customer records in sync by sending webhooks from OrderTrac and using Zapier to push that data into your CRM.

1. Enable Webhooks in OrderTrac

Go to Settings > Automations in OrderTrac.

1. Create a new automation by clicking New Automation on the top right
2. Specify a name and select Customer Created or Customer Updated as the trigger. You may want to create a separate automation for each
3. If you want to delay sending new customer data, add a delay in minutes. For example, adding a delay of 60 would ensure OrderTrac waits 60 minutes before sending the data to Zapier. You can also specify a starting on date to indicate you only want to send customer data starting on todays date for example.
4. Choose Send Webhook as the action.
5. Paste the Zapier Webhook URL (you’ll get this in Step 2).
6. Save the automation.

OrderTrac will now fire a webhook every time a customer is added or changed.

2. Create a Zap to Receive the Webhook

1. In Zapier, click Create Zap.
2. For the trigger, select Webhooks by Zapier → Catch Hook.
3. Copy the custom webhook URL Zapier gives you.
4. Paste this URL back into your OrderTrac automation.
5. Click the Test button in OrderTrac on the automation you just created (Save the automation first). This will send a webhook to Zapier with information for the last customer that was created.
6. In Zapier, click Test Trigger (or it may say Find new records)— Zapier will retrieve the last webhook it received, which should have just happened. You can click on that message to view the data that was sent:

You should now see all customer fields Zapier parsed from the webhook body.

3. Send the Data to Your CRM (Mailchimp Example)

1. Add an Action step.
2. Search for Mailchimp.
3. Choose Add/Update Subscriber.
4. You will need to connect to your CRM in order to give Zapier access to add and update subscribers.
5. Once you have connected your CRM to Zapier, you may need to click Continue
6. Now you can enter settings like the list to update and to map fields from the webhook to Mailchimp fields:
   • Email → Email Address
   • First Name → First Name
   • Last Name → Last Name
   • Phone, Address, etc. → corresponding fields
7. Test the action to confirm the record is created or updated correctly.

4. Turn On the Zap

Once everything tests successfully, turn on the Zap.
From now on, any new or updated customer in OrderTrac instantly syncs to your CRM through Zapier.