RETAIL / DISTRIBUTION
CRM + Inventory Integration
From fragmented → single source of truth
THE SITUATION
The situation: A mid-sized regional distributor with 40+ sales staff was managing customer relationships on Excel, inventory in a standalone warehouse system, and order communication across WhatsApp threads and email. No single view of a customer existed anywhere in the business.
When a salesperson took an order, they had to manually check inventory in a separate tool, update a spreadsheet, then message the warehouse team to fulfil. Errors were common. Follow-ups were missed. Management had no real-time picture of what was selling, what was in stock, or which customers were at risk of churning.
ShiftX was brought in to rebuild the operating layer from the ground up.
THE SHIFTX APPROACH
1Systems audit & process mapping
We mapped every touchpoint in the order lifecycle — from first customer contact to delivery confirmation — identifying where data was created, where it lived, and where it broke down.
2CRM implementation & data migration
We deployed and configured a CRM tailored to their distribution model, migrated historical customer data, and structured pipelines by product category and territory.
3Inventory system integration
We connected the warehouse system to the CRM via API, enabling real-time stock visibility directly inside the sales interface. Salespeople could check availability without leaving the CRM.
4Automated order workflow
Order creation in the CRM automatically triggers a fulfilment task in the warehouse system, sends a confirmation to the customer, and updates inventory counts — no manual handoff required.
5Reporting dashboard
We built a live operations dashboard giving management visibility into sales pipeline, inventory levels, order status, and customer health — all in one place.
SYSTEMS & INTEGRATION USED
HubSpot CRMInventory Management APIWhatsApp Business APIGoogle Sheets MigrationZapier AutomationCustom Dashboard
REPRESENTATIVE OUTCOMES
~4hrs
Saved per salesperson per week on manual data entry
100%
Order visibility from capture to fulfilment in one system
↓60%
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1 view
Single source of truth for customers, inventory & orders
Does this look like your business?
Let's talk about what a ShiftX engagement could look like for you.
