Harvard-Educated Insightly Experts | FT Fast 500

CRM with built-in project management Insightly

Insightly uniquely combines CRM and project management in one platform, making it ideal for service businesses where deals convert into projects. For Australian consultancies, agencies, and professional services firms, Insightly manages the complete customer lifecycle from lead to long-term relationship. Our integration services connect Insightly with your accounting, marketing, and operational systems to create end-to-end business automation.

25K+

Businesses Worldwide

2-in-1

CRM + Projects

50%

Faster Project Handoff

99.5%

Platform Uptime

Automate Your Insightly Integration View Integration Options

Why Integrate Insightly with Your Business Systems?

CRM + Projects Unified

Insightly handles both sales and delivery in one system. When a deal closes, all customer context flows into the project. Our integrations extend this to accounting, resourcing, and reporting systems.

Relationship Linking

Insightly excels at complex relationship mapping - contacts to organizations, projects to opportunities, and custom object linking. We leverage this for sophisticated workflow automation.

Workflow Automation

Built-in workflow automation triggers actions on record changes. Combined with our external integrations, this creates powerful cross-system automation without code.

Systems We Connect with Insightly

Xero

QuickBooks

Mailchimp

Google Workspace

Microsoft 365

Slack

Zapier

Make

PandaDoc

Dropbox

Plus 100+ more systems - if you use it, we can integrate it with Insightly

How Insightly Integration Works

Connect Your Systems

We securely connect Insightly with your other business applications using official APIs and best practices.

Map Your Data

Configure how data flows between systems - which fields map where, what triggers sync, and business rules.

Automate Forever

Once configured, data flows automatically 24/7. Monitor with dashboards and alerts for complete peace of mind.

Data Flow Architecture

Here's how data flows between Insightly and your connected systems:


┌─────────────────┐     ┌─────────────────┐     ┌─────────────────┐
│   Web Forms     │────▶│    Insightly    │────▶│      Xero       │
│    (Leads)      │     │   (CRM + PM)    │     │   (Invoicing)   │
└─────────────────┘     └────────┬────────┘     └─────────────────┘
                                 │
        ┌────────────────────────┼────────────────────────┐
        ▼                        ▼                        ▼
┌─────────────────┐     ┌─────────────────┐     ┌─────────────────┐
│    Mailchimp    │     │    Projects     │     │   Google Drive  │
│   (Marketing)   │     │   (Delivery)    │     │    (Files)      │
└─────────────────┘     └─────────────────┘     └─────────────────┘

Deal-to-Project Flow:
1. Lead captured and qualified
2. Opportunity progresses through pipeline
3. Deal won → Project auto-created
4. Tasks and milestones populated
5. Invoices generated in Xero
6. Project completion → Retention workflows

Common Field Mappings

Source Field	Target Field	Notes
Lead.EMAIL_ADDRESS	Contact Email	Primary matching
Organisation.ORGANISATION_NAME	Company	Account link
Opportunity.BID_AMOUNT	Deal Value	Pipeline value
Project.PROJECT_NAME	Project	Delivery tracking
Contact.CUSTOMFIELD_*	Custom Field	Custom data sync
Task.DUE_DATE	Deadline	Task management
Pipeline.STAGE_ID	Stage	Pipeline position
Link.OBJECT_ID	Related Record	Relationship mapping

Example API Response

Sample data structure when syncing from Insightly:

// Insightly Webhook - Opportunity Won
{
  "WEBHOOK_ID": 12345,
  "WEBHOOK_TYPE": "OPPORTUNITY",
  "WEBHOOK_EVENT": "UPDATED",
  "OPPORTUNITY_ID": 67890,
  "CONTENT_DATA": {
    "OPPORTUNITY_ID": 67890,
    "OPPORTUNITY_NAME": "ABC Corp - Consulting Project",
    "OPPORTUNITY_STATE": "WON",
    "BID_AMOUNT": 45000,
    "BID_CURRENCY": "AUD",
    "FORECAST_CLOSE_DATE": "2024-01-20",
    "ACTUAL_CLOSE_DATE": "2024-01-15",
    "PIPELINE_ID": 111,
    "STAGE_ID": 555,
    "ORGANISATION_ID": 222333,
    "RESPONSIBLE_USER_ID": 444,
    "PROBABILITY": 100,
    "CUSTOMFIELDS": [
      {
        "CUSTOM_FIELD_ID": "Contract_Type__c",
        "FIELD_VALUE": "Retainer"
      }
    ],
    "DATE_CREATED_UTC": "2023-12-01T00:00:00Z",
    "DATE_UPDATED_UTC": "2024-01-15T14:30:00Z"
  }
}

// Project Created from Opportunity
{
  "PROJECT_ID": 99999,
  "PROJECT_NAME": "ABC Corp - Consulting Project",
  "STATUS": "IN PROGRESS",
  "ORGANISATION_ID": 222333,
  "RESPONSIBLE_USER_ID": 444,
  "OPPORTUNITY_ID": 67890,
  "STARTED_DATE": "2024-01-20",
  "COMPLETED_DATE": null,
  "PIPELINE_ID": 222,
  "STAGE_ID": 666
}

AI & Custom Integration Examples

Beyond system-to-system connections, we build custom AI solutions and interfaces powered by Insightly data.

Project Scope AI

AI analyses opportunity notes and emails to auto-generate project scope documents and task lists. "Based on the proposal, here are recommended project milestones..."

Resource Matching

AI matches project requirements with available team members based on skills, availability, and past performance. Recommends optimal project staffing.

Risk Prediction

Machine learning identifies at-risk projects based on patterns: communication gaps, milestone delays, scope changes. Early warning enables intervention.

Revenue Forecasting

AI analyses pipeline and project data to forecast revenue with confidence intervals. Accounts for historical close rates and project delivery patterns.

Integration Prerequisites

Before starting your Insightly integration, ensure you have:

Insightly account (Professional or Enterprise for API)
API key from User Settings
Understanding of your pipelines and workflows
Connected system credentials
Admin access for workflow configuration
Custom object definitions if using

Common Issues & Solutions

API rate limits exceeded

Webhook delivery failures

Custom fields not appearing

Relationship links not syncing

Project not created from opportunity

Real Results from Insightly Integration

“Insightly finally unified our sales and delivery teams. Deals flow into projects seamlessly, and with the Xero integration, invoicing is automatic. Our admin overhead dropped significantly.”

Consulting Partners

Management Consulting, Sydney, NSW