Building a Two-Way Integration Between Kylas CRM and Excellon DMS for India based large automative manufacturer
Customer: Leading automative customer based out of India
Industry: Automotive
Requirement: Two-way integration between Kylas CRM and Excellon DMS for seamless lead management.
Problem Statement:
The customer, a well-known name in the automotive sector, faced significant challenges in managing their lead data across two critical systems: Kylas CRM and Excellon DMS. The process of manually syncing data between these systems was both time-consuming and error-prone, leading to inefficiencies such as:
– Manual Data Entry: Their team was manually transferring leads between the systems, which required significant effort.
– High Risk of Errors: Manual input resulted in data inconsistencies, affecting the accuracy of their lead tracking and management.
– Operational Delays: The time required to sync leads manually increased operational delays, reducing the effectiveness of their sales team.
With a ticket volume of 3,850 leads per month, the cost of manual processing was USD 19,250 per month, and each task took approximately 15 minutes. Customer needed a robust solution that could automate the lead synchronization between Kylas CRM and Excellon DMS, reducing manual effort and eliminating errors.
Applications Used:
The integration involved two core applications:
– Kylas CRM: A customer relationship management platform used by customer to manage leads, track interactions, and monitor the sales funnel.
– Excellon DMS (Dealer Management System): A system used for managing vehicle dealerships, service centers, and inventory, crucial for customer’s operations.
Solutioning:
Arbaan developed a cloud-hosted middleware solution to facilitate seamless, two-way data synchronization between Kylas CRM and Excellon DMS, ensuring that lead data was accurately transferred and updated between both systems in real-time.
Middleware Features:
1. Real-Time Event Subscription
The middleware subscribes to the Kylas CRM webhook to listen for real-time events, such as new lead creation. This ensures immediate synchronization of leads from Kylas CRM to Excellon DMS as soon as they are created.
2. Lead Creation Logic
Custom logic was implemented within the middleware to manage lead creation between Kylas CRM and Excellon DMS. Depending on the rules configured, the middleware ensures that leads from Kylas CRM are automatically created in Excellon DMS with mapped field values.
3. Polling for Updated Leads
The middleware includes a polling mechanism that regularly checks for newly created or updated leads in Excellon DMS. Once identified, the middleware syncs this data back into Kylas CRM, ensuring that both systems are always up to date.
4. User Interface for Integration Configuration
A user-friendly interface was built into the middleware, allowing administrators to configure and manage the integration. This UI is embedded within the custom app in Kylas CRM, making it accessible and easy to use for the client’s team.
Configuration Process:
1. System Validation
The middleware validates both the Kylas CRM and Excellon DMS systems to ensure compatibility and readiness for data synchronization.
2. Lead Source Configuration
The middleware allows for configuring which lead sources in Kylas CRM need to be synced with Excellon DMS. Only the leads from the specified sources will be pushed to Excellon, providing control over the integration process.
3. Field Mapping
The lead fields between Kylas CRM and Excellon DMS are mapped to ensure that relevant information is transferred accurately between both systems. This ensures consistency in data and improves lead tracking.
Lead Creation Process:
1. From Kylas CRM to Excellon DMS
Qualified leads created in Kylas CRM with specified lead sources automatically trigger lead creation in Excellon DMS. The lead details, including mapped field values, are seamlessly synced between both systems.
2. From Excellon DMS to Kylas CRM
Whenever a lead is generated in Excellon DMS, the middleware automatically creates a corresponding lead in Kylas CRM. The lead information, including mapped fields, is updated in real-time.
ROI for customer:
Before implementing the middleware, customer handled 3,850 leads per month manually, with each manual task taking 15 minutes to complete. The total time spent on manual tasks was:
Time spent per month: 3,850 leads x 15 minutes = 57,750 minutes (or 962.5 hours)
At a cost of USD 5 per lead (calculated based on the total monthly cost of USD 19,250), customer was incurring significant expenses due to the manual effort.
Cost Savings:
– Monthly lead volume: 3,850
– Cost per lead (manual): USD 5
– Total monthly cost (manual): USD 19,250
By automating the lead synchronization process, customer saw an 80% reduction in manual work. This automation resulted in substantial savings:
Cost saved per month: USD 19,250 x 80% = USD 15,400 per month
Annual savings: USD 15,400 x 12 = USD 184,800 per year
Key Benefits:
– Cost Reduction: Classic Legends saved approximately USD 15,400 per month (or USD 184,800 per year) by automating the lead synchronization process between Kylas CRM and Excellon DMS.
– Time Savings: The automation saved 962.5 hours of manual work each month, allowing the sales team to focus on higher-value tasks.
– Improved Data Accuracy: By automating lead creation and updates, data inconsistencies were significantly reduced, resulting in better lead tracking and management.
– Real-Time Synchronization: The middleware ensured real-time updates between Kylas CRM and Excellon DMS, improving the efficiency of sales operations and reducing delays.