Connecting CRM, warehouse and Pohoda accounting
Integration
Sales doesn't know what's in stock. The warehouse doesn't know what sold. And the accountant retypes orders into Pohoda by hand. For a manufacturing company we designed a single flow connecting sales, the warehouse and accounting: from inquiry through quote and order to invoice — no double entry, and with payment status flowing back into the sales tool.
At the center of the solution is a CRM where sales manages customers, quotes, orders and communication history. When a quote is created, stock availability is checked automatically. A confirmed order writes itself into the Pohoda accounting system, and invoice and payment status flows back, so the salesperson sees the whole story of a deal in one place. Roles separate what sales, warehouse, accounting and management can see.
Technology
The solution is built on a web CRM from our platform and an n8n integration layer in a Docker environment. The Pohoda accounting system connects through its XML API, the warehouse system through an interface specified in the analysis phase. Communication is encrypted, access is role-based, and all transfers are audited.
The brief
Sales, warehouse and accounting each lived in their own world. Data was retyped between them by hand, duplicates crept in, and sales could see neither stock availability nor payment status. The company wanted one continuous flow from inquiry to invoice — and deliberately without depending on off-the-shelf SaaS, where you can't control what happens to your data or what it will cost next year.
The solution
We designed a three-layer architecture: the CRM as the sales team's working tool, an integration layer on the n8n platform, and connectors to Pohoda and the warehouse system. Pohoda connects through its XML interface in both directions — customers and orders in, invoices and payments back. The integration layer handles retries on outages, queuing and an audit log of every operation, so you can always trace what was written where, and when. The customer receives the source code and a license that doesn't tie them to us — they can take over the solution at any time or develop it with anyone else. A fair deal we stand behind.
Key features
- one flow from inquiry through order to invoice, with no double entry
- stock availability right at quote creation
- two-way connection to Pohoda through its XML interface
- invoice and payment status visible in the CRM
- retries, queues and an audit log in the integration layer
- roles for sales, warehouse, accounting and management
- source code and a license with no vendor lock-in
Results & benefits
- no more manual retyping between sales, warehouse and accounting
- sales sees stock availability and payment status in real time
- an audit trail of all data transfers
- open architecture with no supplier dependency
