WMK – n8n Automation & Data Sync Between CRM and ERP

Starting point

Wärme mit Konzept wins inquiries through many channels: lead portals, online advertising, trade fairs, and its own website. Leads ran through various one-off automations, and the new CRM and the ERP system were not connected.

As a result, lead management was partly manual, and customer, project, and product data lived in several systems. The goal of the restructuring: every piece of information is maintained in one place and automatically passed on to the other systems.

Solution

We rebuilt the data flows in n8n:

• Leads into the CRM in real time: every new inquiry automatically creates a project and a contact, including the qualification details. The pilot went live a few days after the first call.
• Safe transition: during the transition period, leads also flow into the previous system so no inquiry gets lost.
• One-off automations consolidated: scattered scenarios from different tools are merged into one central n8n workflow, connected to the website forms via webhook.
• Product sync into the ERP: a daily run creates or updates products in the ERP system. The sync deliberately never touches stock levels.

Further synchronizations build on this, for example for projects and files in the WMK order portal (German), which we also built for WMK.

Tech stack

• n8n as the central automation platform
• REST APIs of the CRM and ERP systems
• Webhooks from the website forms

Results & impact

• Lead sources connected in real time and consolidated in one n8n workflow instead of spread across several tools
• Pilot live within a few days of the first call
• Several hundred products prepared and transferred to the ERP system automatically
• 12 to 18 hours saved (estimate): that is how long the one-off manual transfer of the products alone would have taken, plus the ongoing maintenance that is now gone
• Maintain once, up to date everywhere: data no longer gets typed in multiple times