At NW ERP, we’re big believers in the power of automation and recently, we completed a project that truly put that belief to the test.

This was our first end-to-end system integration, connecting three different platforms to streamline our client’s quoting, order processing, and marketing activities. We helped them turn disconnected processes into a fully automated, time-saving workflow.

Here’s how we did it and what we learned along the way.

 The Challenge

Our client was juggling three systems:

• Xero – For quoting and accounting
• WordPress – For handling website orders
• Brevo – For email marketing and managing non-eCommerce leads

None of these platforms were speaking to each other, which meant hours of manual work copying contacts, updating products, and transferring orders.

They asked us to build automated integrations across all three systems, rolled out in three phases.

 Phase 1: Connecting Contacts

Goal: Sync all contacts between WordPress, Brevo, and Xero.

• Automation 1: Send all new WordPress contacts to Brevo.
• Automation 2: Push contacts from Brevo into Xero.

This gave the client a centralised contact list in Xero, reducing duplication and ensuring no leads fell through the cracks.

 Phase 2: Syncing Products and Orders

Goal: Use Xero as the master product database and connect orders back to Xero from WordPress.

• Automation 3: Import products from Xero into WordPress.
• Automation 4: Export paid WordPress orders to Xero as invoices.

We hit a limitation here: WordPress could only import products as posts unless the client upgraded to WooCommerce a useful lesson for future planning. Still, we delivered a workable solution within the project scope.

 Phase 3: Turning Deals into Quotes

Goal: Convert Brevo deals into Xero quotes.

• Automation 5: If a deal is added in Brevo, create a corresponding quote in Xero.

This allows the sales team to manage leads in Brevo while seamlessly pushing them into Xero for easy invoicing.

 What We Learned

• Start with a sketch. We literally drew out the workflow during the kickoff call it kept things clear and aligned.
• Get sign-off early. We confirmed the plan with the client before writing a single line of code.
• APIs and webhooks are powerful. Two of the integrations required webhook handling, which added complexity, but we factored it into the timeline.
• Platform limitations matter. Not every tool supports full product syncing knowing when to recommend upgrades (like WooCommerce) is key.
• Testing matters. A lot of build time was spent testing to make sure everything worked seamlessly. This is important when pushing data as it needs to be pushing the right data to the right places.

 The Outcome

The full integration was scoped, built, tested, and deployed.

And the results? So far, the client has saved 32.5 hours of manual work and counting.

 The Takeaway

Automation isn’t just a time-saver it’s a business enabler.

By connecting systems that didn’t previously talk to each other, we helped our client free up valuable time, reduce errors, and operate more efficiently. And we’re just getting started.

If your business is spending too much time on repetitive tasks, or you’re manually shuffling data between systems, it’s time to talk.

 Get in touch with us to see how NW ERP can help automate and scale your business.