Rex Automaton
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55 posts on this topic

CRM and pipeline automation

Most CRMs are clean on day one and a swamp by month three, because the data entry lands on the people least able to keep up with it. The posts here cover the plumbing that keeps a pipeline honest without anyone babysitting it: syncing records between tools, routing and assigning leads the moment they arrive, firing follow up when a deal goes quiet, and pushing stage changes back out to the systems downstream. Most are builds we shipped for clients on HubSpot, GoHighLevel, Pipedrive, Follow Up Boss and plain Google Sheets, written up as the steps we actually took.

Want this built rather than explained? See CRM Automation.

CRM & Pipeline AutomationNovember 7, 202611 min read

Entrata API Integration: Sync Leads, Leases and Work Orders

How to sync Entrata leads, leases and work orders to your CRM, BI and accounting stack: access gating, rate limits, the ID gotcha, and what a custom build involves.

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CRM & Pipeline AutomationNovember 2, 20269 min read

Successware Integration: Sync Jobs and Customers to CRM

Successware has no confirmed public API. Here is the export-driven integration we would build to sync customers, jobs and agreements to your CRM and marketing.

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CRM & Pipeline AutomationNovember 1, 20269 min read

FieldEdge Integration: Sync Customers and Work Orders to CRM

FieldEdge integration for HVAC and plumbing contractors: what you can export, where the API is gated, and how we sync customers and work orders to CRM and accounting.

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CRM & Pipeline AutomationOctober 31, 20269 min read

ServiceTitan API Integration: Sync Jobs and Estimates to CRM

How we build a ServiceTitan API integration that syncs jobs, estimates and memberships to your CRM, marketing and review requests. Limits, stack, steps.

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CRM & Pipeline AutomationOctober 25, 202611 min read

Forte Payment Tokens API: Sync Storefront, CRM and Billing

How to move cards between a storefront, CRM and billing system as Forte tokens: Checkout save_token, customer and paymethod tokens, and location IDs.

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CRM & Pipeline AutomationOctober 24, 202610 min read

SedonaOffice Salesforce Sync: How to Automate Order to Billing

How to sync Salesforce orders to SedonaOffice customers, sites, systems and recurring billing, with card capture as Forte tokens. API access, gaps, build.

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CRM & Pipeline AutomationOctober 6, 20269 min read

How to Sync Jackrabbit Class Registrations to a CRM

A practical buyer's guide to auto-sync Jackrabbit Class registrations into your CRM: Zapier vs Webhooks vs API, costs, build steps, and gotchas you should plan for.

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CRM & Pipeline AutomationSeptember 25, 20269 min read

Follow Up Boss AI Calling Writeback: Sync Outcomes & Recordings

How we log AI dialing outcomes into Follow Up Boss: POST /v1/calls with disposition, duration, and recordingUrl, update stage/owner, and use /v1/events for routing so reps never double-enter.

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CRM & Pipeline AutomationAugust 11, 202626 min read

Elementor to Google Sheets with File Uploads (No Zapier)

Elementor to Google Sheets with file uploads. Save files to Drive, dedupe, and log every submission. Free Apps Script or Make. No Zapier.

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CRM & Pipeline AutomationAugust 10, 20269 min read

How to Send Jotform to HubSpot With File Attachments

We built a webhook-based Jotform to HubSpot integration that preserves multiple file uploads: uploads to HubSpot Files, creates a Note with hs_attachment_ids, and associates to the right contact and deal.

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CRM & Pipeline AutomationAugust 10, 20269 min read

Intercom to GoHighLevel: Two-Way Sync and Lead Routing

How we ship Intercom to GoHighLevel two-way sync with webhooks and Make: route chats and emails to the right pipeline, owners, and SLAs so nothing slips.

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CRM & Pipeline AutomationAugust 7, 202610 min read

Fathom to ClickUp: Create Tasks with Owners and Due Dates

We wired Fathom AI webhooks to auto-create ClickUp tasks with assignees and due dates. This guide shows the exact flow using Fathom webhooks/API and ClickUp auth to ship a production, duplicate-safe build.

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CRM & Pipeline AutomationAugust 6, 20268 min read

How to Create HubSpot Tickets from Fathom Calls

We built a Fathom to HubSpot bridge that turns call summaries into tickets and auto-associates the right contacts and companies. In production it removes manual triage and speeds follow-up.

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CRM & Pipeline AutomationAugust 5, 20268 min read

Intercom to HubSpot Sync: Lead Routing and Gmail Logging

How we shipped bi-directional Intercom, HubSpot sync with webhook-driven lead routing and HubSpot Gmail thread logging so reps never miss a conversation.

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CRM & Pipeline AutomationAugust 5, 20268 min read

Fathom to Pipedrive: Create Follow-Up Tasks from Calls

We built a Fathom to Pipedrive bridge that turns call summaries into assigned Activities with due dates and owners. Safer handoffs, zero copy-paste, and cleaner follow-up.

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CRM & Pipeline AutomationAugust 5, 202611 min read

Fathom HubSpot Integration: Auto-Create Contacts, Deals

Fathom HubSpot integration: auto-create contacts, map companies, and attach AI summaries to the right deals using webhooks or OAuth.

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CRM & Pipeline AutomationAugust 4, 202617 min read

Fathom Salesforce integration: create Tasks from calls

Fathom Salesforce integration that turns meetings into Salesforce Tasks and Notes via webhooks. Capture every follow up automatically, including Leads.

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CRM & Pipeline AutomationAugust 4, 202610 min read

Autopilot Journeys Google Sheets Integration with Ortto

Set up Ortto webhooks and API to sync contacts and journey events into Google Sheets with dedupe. Works with Zapier, Make or a serverless receiver.

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CRM & Pipeline AutomationAugust 1, 20269 min read

How to Automate Mortgage SMS Follow-Up and Booking

We built an SMS engine that prequalifies mortgage and real-estate leads, nurtures them, and books appointments without manual texting. It cut speed-to-lead to minutes and stopped duplicate outreach across sources.

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CRM & Pipeline AutomationJuly 31, 202610 min read

How to Sync Gmail with HubSpot, GoHighLevel, Pipedrive

We built a bidirectional Gmail to CRM and Intercom sync so every email, note, and task stays in one timeline across tools. Here is how the engine works and the gotchas we solved.

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CRM & Pipeline AutomationJuly 31, 20269 min read

How to Auto-Sync Gmail Leads to HubSpot, GoHighLevel, Pipedrive, and Intercom

We built a Gmail-to-CRM sync that routes new leads and emails into HubSpot, GoHighLevel, Pipedrive, and Intercom with rules and dedup so nothing slips. Pub/Sub push or Zapier/Make.

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CRM & Pipeline AutomationJuly 27, 202611 min read

Jackrabbit Class Salesforce Integration: How to Sync Data

Jackrabbit Class Salesforce integration that syncs families, students, enrollments, and waitlists via Zapier, CSV, and openings feed. No re-keying.

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CRM & Pipeline AutomationJuly 26, 202613 min read

FieldRoutes API Documentation: How to Sync Your CRM

FieldRoutes API documentation: auth, webhooks, limits to sync jobs and customers to your CRM and automate reminders plus review requests.

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CRM & Pipeline AutomationJuly 25, 20269 min read

How to Automate Jackrabbit Trial-Class Follow-Up to CRM

We connected Jackrabbit Class to a CRM, then sequenced SMS and email to turn trial signups into paid enrollments. Built with Zapier triggers, a webhook intake, and 160-char SMS guards.

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CRM & Pipeline AutomationJuly 22, 20268 min read

How to Automate Jackrabbit No-Show Follow-Up (SMS and Email) and Sync to Your CRM

We built a Jackrabbit no-show follow-up that texts and emails parents after missed classes and writes outcomes to your CRM. Uses Zapier + scheduled CSV emails so it works even without a public REST API.

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CRM & Pipeline AutomationJuly 18, 20267 min read

PracticePanther Integration: How to Sync Intake to HubSpot or GoHighLevel

We bridge PracticePanther case and contact data to HubSpot or GoHighLevel for instant intake follow-up and reminders using OAuth, Zapier/Make, and safe dedup. Built in production for a boutique firm.

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CRM & Pipeline AutomationJuly 16, 20268 min read

Clio API: How to Automate Intake Response and Matter Setup

We built an intake-to-matter flow on Clio Manage v4 that replies instantly to new leads, creates contacts, opens matters, and assigns tasks using OAuth2 PKCE, webhooks, and Zapier/Make.

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CRM & Pipeline AutomationJuly 15, 202613 min read

Zenoti HubSpot Integration: Automate Rebooking

Zenoti HubSpot integration to sync guests and bookings so rebooking, recalls, and win-backs run automatically. Webhooks and API with safe CSV backfill.

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CRM & Pipeline AutomationJuly 15, 202610 min read

Shop-Ware API Integration: CRM Sync and Automated Follow-Up

How we bridged Shop-Ware to a CRM using the API, Zapier, and CSV exports to trigger confirmations, review requests, and win-backs for a multi-location auto shop.

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CRM & Pipeline AutomationJuly 14, 20269 min read

AVImark Integration: Automate Reminders and Data Export

How we automated recalls and nightly data exports from AVImark without a public API: local CSV jobs, a Windows agent, and a cloud pipeline that sends SMS and syncs reports.

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CRM & Pipeline AutomationJuly 13, 202613 min read

Pipedrive automations: how to enrich data and move stages

Pipedrive automations: enrich contacts, add notes from docs, and move deal stages safely. Patterns for Scalelist and Upcell enrichment.

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CRM & Pipeline AutomationJuly 11, 20269 min read

ClubReady Integration: Automate CRM Follow-Up and Rebooking

How we use the ClubReady API and automation rules to trigger rebooking/recall and sync prospects to your CRM in real time, without manual exports or brittle zaps.

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CRM & Pipeline AutomationJuly 10, 202611 min read

Jackrabbit Zapier Integration: Connect Slack, CRM, SMS

Jackrabbit Zapier integration: set up Slack alerts, CRM upserts, and SMS reply sync using webhooks, Gmail parsing, and CSV. Step-by-step guide.

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CRM & Pipeline AutomationJuly 10, 20269 min read

Cornerstone Vet Software API: How to Connect to CRM and SMS

We bridge Cornerstone data to your CRM and reminders using scheduled exports and a sync service. Safer than direct DB access, production-proven for vet clinics.

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CRM & Pipeline AutomationJuly 9, 20269 min read

Jackrabbit Class to HubSpot Integration

How we synced Jackrabbit Class families and students into HubSpot and automated waitlist and re-enrollment follow-up when there was no public API to call directly.

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CRM & Pipeline AutomationJuly 9, 20269 min read

Jackrabbit Class to GoHighLevel: Sync Enrollments and Waitlists

We built a reliable Jackrabbit Class to GoHighLevel bridge using Zapier triggers plus CSV backfills to drive re-enrollment and waitlist follow-up without manual exports.

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CRM & Pipeline AutomationJuly 6, 202613 min read

Tekmetric to HubSpot: Automate DVI and Declined Follow-ups

Connect Tekmetric to HubSpot or your CRM. Automate DVI and declined-service follow-ups and avoid duplicate texts when Tekmessage is on.

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CRM & Pipeline AutomationJuly 5, 20269 min read

Mitchell1 Integration: Automate Review Requests to CRM

How we bridged Mitchell1 Manager SE to a CRM using a Windows agent, Followup.csv, and a cloud relay to trigger review asks and post-service follow-up. In production it removed manual sends and kept requests same day on a closed system.

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CRM & Pipeline AutomationJuly 4, 202610 min read

Open Dental CRM Integration: Automate Recalls and Reviews

Connect Open Dental to your CRM with the official API. Sync recalls, reactivations and reviews in near real time so outreach runs without exports.

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CRM & Pipeline AutomationJuly 4, 20269 min read

Eaglesoft Integration: How to Automate Recall and Reporting

We built a LAN-safe Eaglesoft integration that uses either CSV exports or the on-prem Innovation Connection API to drive recall messaging and CRM reporting without manual work.

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CRM & Pipeline AutomationJuly 1, 202615 min read

Jackrabbit Class API: CRM Sync, Waitlists, Re-enrollment

Jackrabbit Class API to CRM: sync students and classes, automate waitlists and re-enrollment, keep class data fresh with Zapier events, JSON or CSV.

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CRM & Pipeline AutomationJuly 1, 202611 min read

Dentrix API Integration: Automate Recall and Reactivation

How we bridged on-prem Dentrix to a cloud CRM with a local ODBC connector to automate hygiene recall and lapse reactivation while honoring Dentrix's closed ecosystem.

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CRM & Pipeline AutomationJuly 1, 202614 min read

Boulevard API to CRM: Automate Rebooking and Reviews

Boulevard API to CRM: real-time sync of clients and appointments. Automate rebooking nudges and timely review requests for salons and med spas.

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CRM & Pipeline AutomationJune 28, 202611 min read

Applied Epic Integration: How to Sync Renewals and Contacts to Your CRM

We built a report-driven Applied Epic integration that parses scheduled Excel exports and keeps contacts and renewals synced to your CRM and marketing. Uses email-delivered reports when native options are limited.

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CRM & Pipeline AutomationJune 26, 20269 min read

SiteLink API Integration: How to Sync Web Leads and Reminders

How we push web leads into SiteLink with licensed API access and run tenant reminders from SiteLink reports in your CRM. Covers scheduler limits, EST timing, and safe fallbacks.

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CRM & Pipeline AutomationJune 24, 202611 min read

Automate Certificates of Insurance in NowCerts

NowCerts COI automation that emails approved certificates, updates your CRM, and logs every send with webhooks and SendCertificate for clean audits.

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CRM & Pipeline AutomationJune 24, 202611 min read

HawkSoft API Integration: Automate Renewals and Reviews

Schedule renewal reminders and review requests in HawkSoft, auto-log notes to accounts, and use CSV fallback while API access is pending.

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CRM & Pipeline AutomationJune 23, 202616 min read

How to Auto-Create HubSpot Tasks From Fathom Calls

Fathom HubSpot integration: auto-create tasks and notes from calls. Webhooks and API with dedupe, owner routing, and backfill for a clean pipeline.

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CRM & Pipeline AutomationJune 23, 202627 min read

AMS360 API Integration: ACORD Forms, CRM Sync and Remote Access

ACORD form automation software for AMS360: bulk fill ACORD 25 and 125 PDFs from your records and sync policies to HubSpot or Salesforce, no rekeying.

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CRM & Pipeline AutomationJune 22, 20269 min read

EZLynx Zapier Integration: Send Leads and Notes to Your CRM

Use EZLynx Zapier with Sales Center events and Reports 5.0 CSV schedules to auto-send leads and notes to your CRM, with PII guardrails and audit-ready logs.

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CRM & Pipeline AutomationJune 20, 202612 min read

AppFolio to HubSpot Integration: Sync Guest Cards

AppFolio to HubSpot integration that syncs guest cards via webhook or CSV with dedupe, owner routing, and retries. Faster lead response and clean CRM.

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CRM & Pipeline AutomationJune 9, 202616 min read

How to Automate iClassPro to GoHighLevel (And Turn More Free Trials Into Enrollments)

iClassPro has no public API, so a headless browser pulls every new free trial into GoHighLevel each hour from 7am to 9pm, and booked, no show, showed and enrolled each fire their own follow up. In August 2026, across 3 gymnastics gyms, 153 families booked a trial, 101 showed and at least 50 enrolled.

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CRM & Pipeline AutomationJune 9, 202612 min read

CRM that Turns Call Transcripts Into Follow-up Tasks

CRM that turns call transcripts into follow-up tasks. Our Fathom-based pipeline creates a scope, a draft email, and CRM tasks in under 5 minutes.

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CRM & Pipeline AutomationMay 26, 202614 min read

GoHighLevel Make.com Integration: Automate Contacts and Deals

GoHighLevel Make.com integration to upsert contacts, update pipeline stages, and log errors so your CRM stays accurate without manual updates.

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CRM & Pipeline AutomationJanuary 12, 20264 min read

How to get your CRM to auto-tag, update, and follow up with leads

The four-layer architecture that turns a CRM from a passive database into an active follow-up engine. Capture, enrich, score, and trigger - what each layer does and where they break.

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