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Example Workflows

This document provides complete examples of common integration workflows.

Zapier: New Client Notification

Goal: Send a Slack message when a new client enrolls.

When to use: Real-time team notifications, internal alerts.

Steps:

  1. In Zapier, create a new Zap
  2. Select WhiteLabelCRO > New Client Created as trigger
  3. Connect your WhiteLabelCRO.com account with API key
  4. Add Slack > Send Channel Message action
  5. Map fields: Client Name: {{First Name}} {{Last Name}}, Email: {{Email}}
  6. Test and publish

Verification: Create a test client in WhiteLabelCRO. Within 30 seconds, you should see a Slack notification with the client's name and email.

Zapier: Lead Capture from Google Forms

Goal: Create leads in WhiteLabelCRO from Google Form submissions.

When to use: Lead generation campaigns, website contact forms.

Steps:

  1. Create a Zap with Google Forms > New Response as trigger
  2. Add WhiteLabelCRO > Find Lead search action (search by email)
  3. Enable "Create if not found" and configure Create Lead action
  4. Map form fields to lead fields (first_name, last_name, email, phone)
  5. Set external_id to form response ID for deduplication

Verification: Submit a test form response. Check WhiteLabelCRO for the new lead. Submit the same email again - no duplicate should be created.

Webhook: Payment Failed Alert (Custom Code)

Goal: Receive real-time alerts when payments fail and log to database.

When to use: Payment monitoring, dunning workflows, finance alerts.

Steps:

  1. Create a webhook subscription for payment.failed event type
  2. Implement webhook endpoint that:
  3. Verifies HMAC-SHA256 signature
  4. Extracts client_id, amount_attempted, failure_reason from payload
  5. Logs to database
  6. Sends alert (email/Slack)
  7. Returns 200 OK

Verification: Trigger a test payment failure in WhiteLabelCRO. Check your logs for the webhook delivery. Verify signature verification passed.

See Webhooks API for subscription creation details.

n8n: Bidirectional CRM Sync

Goal: Keep HubSpot contacts synced with WhiteLabelCRO clients.

When to use: Multi-CRM workflows, data synchronization.

Steps:

  1. WhiteLabelCRO → HubSpot (outbound):
  2. Webhook node receiving client.created events
  3. HTTP Request node to HubSpot API to create/update contact

  4. Use WhiteLabelCRO client_id as HubSpot custom field for linking

  5. HubSpot → WhiteLabelCRO (inbound):

  6. HubSpot webhook trigger for contact updates
  7. Search WhiteLabelCRO client by external_id
  8. IF found: update existing client; if not found: create new client
  9. Use external_id with HubSpot contact ID for linking

Verification: Create a client in WhiteLabelCRO. Check HubSpot for matching contact. Update the contact in HubSpot. Check WhiteLabelCRO for the synced change.

Important: Creating/updating data in WhiteLabelCRO uses Integration API actions (POST/PATCH requests with API key), not webhooks. Webhooks are outbound only (WhiteLabelCRO → external systems).

Make: Invoice to Accounting Sync

Goal: Create invoices in QuickBooks when generated in WhiteLabelCRO.

When to use: Accounting automation, financial reporting.

Steps:

  1. Create a scenario with Custom Webhook module
  2. Create webhook subscription for invoice.created event
  3. Add Router to separate by invoice_status
  4. For "Unpaid" status:
  5. QuickBooks > Create Invoice module
  6. Map fields: customer (from client_id lookup), amount, due_date, description
  7. Store QuickBooks invoice ID in WhiteLabelCRO via Add Client Note (using HTTP module)

Verification: Create an invoice in WhiteLabelCRO. Check QuickBooks for the matching invoice. Verify amounts and due dates match.

Custom API: Batch Lead Import

Goal: Import 500 leads from CSV into WhiteLabelCRO.

When to use: Data migration, bulk imports from marketing campaigns.

Steps:

  1. Read CSV file with lead data
  2. For each row, call the Create Lead action endpoint
  3. Include external_id in each request for idempotency
  4. Respect rate limits (see Rate Limits documentation)
  5. Handle errors: log validation errors for manual review, retry transient errors
  6. Track progress: store last processed row ID

Verification: After import completes, check WhiteLabelCRO for total lead count. Search for a few random leads by email to verify data accuracy.

Note: Write operations (POST/PATCH) to WhiteLabelCRO use Integration API actions with API key authentication, not webhooks.

See Integration Capabilities Overview for action details.