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CRM Sync and Integration Layer

This CRM is the demo workspace. The bigger idea is the AI integration layer: calls, texts, emails, notes, appointments, tasks, reports, and sync payloads can sit on top of an existing CRM, phone system, calendar, inbox, or automation platform.

Demo connectors and dry-run payloads

What is fake here?

Connector tiles and workflow routes are sample portfolio data. The HubSpot dry run below builds and logs the same kind of payload a live integration would send, but it does not update any external system unless live sync is explicitly configured.

Capture

Calls, forms, texts, emails, reviews, and calendar updates enter one workflow.

Understand

AI extracts customer info, urgency, service type, notes, objections, and next action.

Route

Rules decide whether to auto-send, ask for approval, create a task, or escalate.

Write back

Clean records sync to the CRM, inbox, calendar, task board, and reports.

Connector map

Sample systems this AI layer could connect to through native APIs, webhooks, Zapier, Make, Power Automate, n8n, or custom middleware.

HubSpot

CRM

Dry-run

Contacts, deals, notes, tasks, pipeline stage, owner, source.

JobNimbus

Home services CRM

Conceptual

Lead, job, appointment, production handoff, activity history.

ServiceTitan

Field operations

Conceptual

Customer, job, estimate, dispatch, and service notes.

Twilio / OpenPhone

Phone and SMS

Simulated

Inbound calls, missed calls, SMS threads, call summaries.

Google Calendar

Scheduling

Simulated

Estimator availability, booked inspections, reminder timing.

Gmail / Outlook

Simulated

Email leads, customer replies, AI reply drafting, owner alerts.

Zapier

Automation

Webhook-ready

Fast no-code routing for forms, alerts, Sheets, and CRM updates.

Make

Automation

Webhook-ready

Visual multi-step scenarios for lead routing and summaries.

n8n

Automation

Webhook-ready

Self-hostable workflows for API-heavy or private data flows.

Power Automate

Microsoft stack

Conceptual

Outlook, Teams, SharePoint, Excel, and approval workflows.

QuickBooks

Finance

Conceptual

Won-job handoff, customer records, invoices, and job-cost checks.

CompanyCam

Photos

Conceptual

Inspection photos, property notes, production documentation.

Automation and middleware routes

Fake route map showing how workflows could be implemented with Zapier, Make, n8n, Power Automate, or custom APIs.

Web lead to AI scheduler

Public form, Facebook lead, Angi lead, or website chat

Website, phone, SMS, calendar, CRM

Normalize lead -> score urgency -> call or text -> book inspection -> write CRM note

Inbound call to CRM record

Known or unknown homeowner calls the office

Phone, AI notes, CRM, tasks

Transcribe -> extract fields -> create/update lead -> summarize -> create next task

Appointment confirmation

Inspection is booked or moved

Calendar, SMS, CRM activity timeline

Generate confirmation -> auto-send safe SMS or request approval -> log activity

Estimate follow-up

Estimate sent and no customer response

CRM, email, SMS, manager digest

Draft follow-up -> rotate channel -> alert rep on high-value jobs -> track result

Bad review escalation

Negative sentiment from review, survey, email, or text

Reviews, inbox, tasks, reporting

Summarize issue -> assign manager task -> draft response -> track resolution

Integration guardrails

Controls that matter when AI starts touching customer-facing systems.

Dry-run first: preview payloads before live writes.

Human approval for high-risk or uncertain customer messages.

Auto-send only for safe confirmations and appointment reminders.

Retry, failure alerts, and audit logs for every webhook or API call.

Role-based access for customer data, sync settings, and AI prompts.

Connection status

HubSpot

Provider: HubSpot · Private app token not configured

Dry-run mode

External CRM sync is in dry-run mode: every sync builds the real payload, logs it below with mock HubSpot IDs, and touches nothing external. AddHUBSPOT_PRIVATE_APP_TOKENand setENABLE_HUBSPOT_LIVE_SYNC=trueto sync for real.

Field mapping

If a custom HubSpot property doesn't exist in the portal, the detail is carried in the note body instead of failing the sync.

Local field	External CRM field
first_name	firstname
last_name	lastname
email	email
phone	phone
city	city
service_type	service_type (custom property)
urgency	urgency (custom property)
lead_quality	lead_quality (custom property)
estimated value	deal amount
recommended_next_action	note body
ai crm_note	note body

Sample sync objects

These fake payload cards show the objects the AI layer prepares before a CRM, webhook, or automation platform receives them.

Contact

{
  "firstName": "Jordan",
  "lastName": "Avery",
  "phone": "(414) 555-0123",
  "email": "jordan@example.com",
  "source": "Inbound call",
  "crmOwner": "Sales queue"
}

Deal / Job

{
  "service": "Storm damage",
  "stage": "Appointment scheduled",
  "urgency": "High",
  "estimatedValue": "$14,000 - $32,000",
  "appointment": "Calendar-verified opening"
}

AI note

{
  "summary": "Homeowner reports worsening roof leak after storm. Inspection moved earlier.",
  "nextAction": "Keep the estimator brief and CRM timeline in sync.",
  "transcriptStored": true,
  "confidence": "High"
}

Task

{
  "title": "Review the next customer-facing action",
  "priority": "High",
  "dueDate": "Today",
  "linkedLead": "Jordan Avery"
}

Message

{
  "channel": "SMS",
  "status": "Needs approval or auto-send eligible",
  "body": "Your appointment is confirmed for the agreed date and time."
}

Webhook

{
  "target": "Zapier, Make, n8n, Power Automate, or custom API",
  "event": "lead.appointment.updated",
  "retryPolicy": "3 attempts with audit log"
}

Leads ready to sync

Each sync creates/updates the HubSpot contact, creates the deal, and attaches the AI summary as a note. The full payload is logged either way.

No leads ready to sync yet.

Run the guided tour or create a lead first. Then this panel will show a HubSpot dry-run button for that lead so the payload has real CRM data.

Recent sync events

Every outbound sync attempt is logged — dry runs included.

No sync events yet. Sync a lead above or run the HubSpot dry sync from the Demo Center.

Loading the AI command center

Preparing a fresh dashboard, demo records, and automation state.

Warming up

Local field

External CRM field

first_name

firstname

last_name

lastname

phone

city

service_type

service_type (custom property)

urgency

urgency (custom property)

lead_quality

lead_quality (custom property)

estimated value

deal amount

recommended_next_action

note body

ai crm_note

note body

{ "summary": "Homeowner reports worsening roof leak after storm. Inspection moved earlier.", "nextAction": "Keep the estimator brief and CRM timeline in sync.", "transcriptStored": true, "confidence": "High" }