In an ideal world, accountants would spend more time advising clients and less time on admin work. But in reality, a lot of firms still waste hours manually transferring client details, tracking proposal approvals, and chasing signatures. This is where integrating your CRM with proposal software can be a game changer.
Instead of working in silos, these two systems can work together—automating data entry, improving tracking, and ensuring a smoother onboarding process. In this guide, we’ll break down how to do it, and what to watch out for.
Step-by-Step: How to Integrate Your CRM with Proposal Software
1. Review Your Current Process
Before diving in, take stock of how you currently handle proposals. Ask yourself:
· Where are the bottlenecks? (e.g. slow approval times, too much manual work)
· Are client details often out of date between systems?
· How do you track whether a proposal has been signed?
Understanding these pain points will help you figure out what you need from the integration.
2. Choose the Right Software
Not all CRMs and proposal software work together out of the box. Some have built-in integrations, while others may require an API connection or third-party tool.
Popular CRMs for accountants include:
· Salesforce
· HubSpot
· Zoho CRM
For proposal generation, accounting proposal software like FigsFlow offer great integration options.
Check if your CRM and proposal software can connect natively or if you’ll need to use an intermediary tool to sync them.
3. Set Up Data Syncing
Once you’ve chosen the right tools, you’ll need to sync client data between them. The goal is to ensure that:
· Client details auto-populate in proposals, reducing manual input.
· Proposal status updates sync to your CRM, so you can track progress in one place.
· Automated reminders are triggered when a proposal hasn’t been signed.
This way, your team spends less time on admin and more time serving clients.
4. Standardise Your Proposal Templates
To make full use of automation, create standardised proposal templates that pull in client details from your CRM.
A strong template should:
· Auto-fill client names, company info, and selected services
· Clearly outline service scope, fees, and terms
· Include an easy-to-sign digital signature field
Using accounting proposal software, your team can generate and send proposals in minutes rather than hours—without worrying about errors or inconsistencies.
5. Automate Follow-Ups
One of the biggest advantages of integration is better tracking and follow-ups. You can:
· Get notifications when a client opens or signs a proposal
· Set automatic reminders if a proposal goes unsigned for a few days
· Schedule internal follow-ups for your team
This ensures that no proposal slips through the cracks, and your firm can convert leads faster.
Common Challenges & How to Solve Them
But even with the right setup, you may run into a few hiccups. Here’s how to handle them:
· Data isn’t syncing correctly? – Check that field mappings between your CRM and proposal software are properly configured.
· Team reluctant to adopt the new system? – Offer training and highlight time savings.
· Clients not engaging with digital proposals? – Ensure proposals are mobile-friendly and include clear “sign here” buttons.
With the right setup and a bit of patience, you can overcome these challenges and fully reap the benefits of integration.
