Connect Document Processing to CRM, ATS & Tools

Your team uses Salesforce for sales, BambooHR for HR, QuickBooks for accounting, and maybe Greenhouse for recruiting. Each system needs data from documents—invoices, resumes, applications, contracts—but someone has to manually type that data into each platform.

What if those documents could talk directly to your existing tools? When a vendor sends an invoice, it automatically creates a record in QuickBooks. When a candidate submits their resume, their information populates in your ATS. When a client signs a contract, your CRM updates instantly.

This isn't a pipe dream requiring custom development. Modern document processing platforms connect to the business tools you already use, extracting data automatically and syncing it wherever you need it.

Here's how to set it up—no technical skills required.

Why Connect Document Processing to Your Business Tools?

Manual data entry between systems creates three major problems:

Problem 1: Wasted Time

Your team spends hours each week copying information:

• Sales reps typing contract details into Salesforce
• HR coordinators entering candidate information into your ATS
• Finance staff manually keying invoice data into QuickBooks

A recent study found 49% of teams spend more than 5 days per month just processing documents. That's over 60 days per year per person doing repetitive data entry.

Problem 2: Data Silos

When data lives in PDFs and email attachments instead of your systems:

• Your CRM doesn't reflect the real pipeline
• Recruiters can't find candidate information
• Finance can't forecast cash flow accurately
• Reports are always out of date

Problem 3: Human Error

Manual entry means mistakes:

• Typos in contact names or amounts
• Information entered in the wrong records
• Documents lost in email threads
• Missed follow-ups because tasks weren't created

One duplicate invoice payment or lost sales opportunity costs more than automation for an entire year.

What Becomes Possible With Integration

When document processing connects to your business tools:

For Sales Teams (CRM Integration)

• Signed contracts automatically create or update deals in Salesforce
• Purchase orders generate opportunities with correct amounts
• Client documents attach to the right company records
• Follow-up tasks create automatically based on contract terms

For HR Teams (ATS Integration)

• Resumes automatically create candidate profiles in Greenhouse or Lever
• Application forms populate candidate information
• Background check documents attach to the right candidate
• Interview scheduling triggers based on application stage

For Finance Teams (Accounting Integration)

• Invoices create bills in QuickBooks or NetSuite
• Receipt data flows into expense reports automatically
• Vendor information stays current across all systems
• Payment schedules generate from invoice due dates

For Operations Teams (Project Management Integration)

• Client forms create projects in Asana or Monday
• Work orders generate tasks with specifications
• Shipping documents update inventory systems
• Compliance documents file in the right project folders

Popular Integrations and What They Enable

Let's explore specific platform integrations and real use cases.

Salesforce Integration

What You Can Automate:

• Create new leads from inquiry forms
• Update opportunity amounts from contracts
• Attach purchase orders to account records
• Trigger workflows when documents arrive

Real Example: A B2B software company receives 30-40 signed contracts monthly via email. Previously, sales ops spent 2+ hours manually creating opportunities in Salesforce and updating deal values.

Now, signed contracts automatically:

1. Extract client name, contract value, and term length
2. Create or update the Salesforce opportunity
3. Set the close date based on contract start date
4. Attach the PDF to the opportunity record
5. Notify the account manager

Result: Contract processing time dropped from 4 hours/week to 15 minutes/week.

HubSpot Integration

What You Can Automate:

• Create deals from invoices or purchase orders
• Update contact properties from forms
• Generate companies from vendor documents
• Trigger email sequences based on document type

Real Example: A marketing agency receives 50+ client briefs, contracts, and invoices monthly. Each required manual data entry into HubSpot deals.

Now, client documents automatically:

1. Identify document type (brief, contract, invoice)
2. Extract key information (client name, project scope, budget)
3. Create the appropriate HubSpot record
4. Populate custom properties
5. Move the deal to the correct pipeline stage

Result: Client onboarding time reduced from 3 days to 4 hours.

Greenhouse & Lever (ATS Integration)

What You Can Automate:

• Create candidate profiles from resumes
• Extract skills, experience, and education
• Populate application forms automatically
• Attach reference documents to candidates

Real Example: A fast-growing startup receives 200+ applications weekly. Their recruiting coordinator spent 10 hours/week manually entering candidate information into Greenhouse.

Now, when candidates submit applications:

1. Resume data extracts automatically
2. Candidate profile creates in Greenhouse
3. Skills and experience populate relevant fields
4. Resume PDF attaches to the profile
5. Recruiter gets notified to review

Result: Recruiting coordinator now spends 2 hours/week on data entry, freeing 8 hours for actual candidate outreach.

BambooHR Integration

What You Can Automate:

• Add new hires from signed offer letters
• Update employee records from forms
• Store certification documents with the right employee
• Process background check results

Real Example: An HR team at a 200-person company manually entered new hire information from offer letters, tax forms, and other onboarding documents.

Now, onboarding documents automatically:

1. Extract employee name, role, salary, start date
2. Create or update employee record in BambooHR
3. Populate tax information from W-4 forms
4. Attach all documents to employee profile
5. Trigger onboarding checklist

Result: New hire setup time reduced from 45 minutes to 5 minutes per employee.

QuickBooks & NetSuite Integration

What You Can Automate:

• Create bills from vendor invoices
• Generate expense reports from receipts
• Update vendor records
• Track payment due dates

Real Example: A mid-sized manufacturer processes 300+ vendor invoices monthly. The AP team spent 15+ hours/week entering invoice data into NetSuite.

Now, vendor invoices automatically:

1. Extract vendor, amount, due date, line items
2. Create bill in NetSuite
3. Match to purchase order if applicable
4. Route for approval based on amount
5. Schedule payment

Result: Invoice processing time reduced by 85%, freeing the AP team to negotiate better payment terms and capture early payment discounts.

How Integration Actually Works (No Code Required)

You don't need developers or IT projects. Modern platforms offer three integration methods:

Method 1: Pre-Built Connectors

Many document processing platforms offer ready-made integrations with popular tools:

1. Connect Your Account: Click "Connect Salesforce" or "Connect QuickBooks" and authorize the connection
2. Map Your Fields: Choose which document fields go to which CRM fields
3. Set Your Triggers: Decide what action happens (create record, update existing, etc.)
4. Test: Process a sample document to verify everything works

Setup time: 15-30 minutes for most platforms

Method 2: Zapier & Make (For Anything Else)

If your platform isn't pre-integrated, Zapier and Make connect thousands of tools:

1. Trigger: New document processed
2. Action 1: Extract data from document
3. Action 2: Create record in your CRM/ATS/accounting system
4. Action 3: Send notification to your team

No coding required—just point-and-click configuration.

Setup time: 30-60 minutes per workflow

Method 3: Webhooks (For Custom Workflows)

For unique workflows, webhooks let you send data anywhere:

1. Document processes
2. Data sends to your webhook URL
3. Your system receives the data
4. You decide what happens next

This requires some technical setup but offers complete flexibility.

Step-by-Step: Connecting Scanny to Your CRM

Let's walk through connecting document processing to Salesforce (the process is similar for other platforms).

Step 1: Define What You Want to Extract

Before connecting systems, decide what data you need:

For a Sales Contract:

• Client company name
• Contract value
• Contract start date
• Contract end date
• Services purchased
• Signatory name

For an Invoice:

• Vendor name
• Invoice number
• Invoice date
• Total amount
• Payment terms
• Line items

Write this down—you'll need it in step 3.

Step 2: Connect Your Platforms

In Scanny:

1. Go to Integrations
2. Click "Connect CRM"
3. Choose your platform (Salesforce, HubSpot, Pipedrive, etc.)
4. Authorize the connection

In Your CRM:

• You'll be prompted to log in and authorize Scanny to access your data
• Grant the necessary permissions (usually read/write access to specific objects)

Step 3: Map Document Fields to CRM Fields

This is where you tell the system how data flows:

Document Field	CRM Field	Object
Client Company Name	Account Name	Account
Contract Value	Amount	Opportunity
Contract Start Date	Close Date	Opportunity
Services Purchased	Description	Opportunity

Most platforms offer smart suggestions based on field names, so you don't have to map everything manually.

Step 4: Configure Actions

Decide what happens when a document is processed:

Option 1: Create New Record

• Always create a new deal/lead/candidate
• Good for: New applications, new invoices, new clients

Option 2: Update Existing Record

• Find matching record (by name, email, or ID) and update it
• Good for: Updating existing deals, adding info to current candidates

Option 3: Create or Update

• Search for existing record first
• If found, update it
• If not found, create new
• Good for: Most scenarios

Step 5: Test With Real Documents

Upload 3-5 sample documents and verify:

• Data extracts correctly
• CRM records create/update as expected
• All fields map properly
• Notifications send to the right people

Fix any issues before going live.

Step 6: Train Your Team

Show your team:

• How to submit documents for processing
• Where to find the processed data in your CRM
• What to do if something looks wrong
• How to handle exceptions

Create a simple one-page guide they can reference.

Step 7: Go Live and Monitor

Start processing real documents:

• Monitor the first 20-30 for accuracy
• Adjust field mappings if needed
• Gather feedback from users
• Refine workflows based on real-world usage

Advanced Workflows: Connecting Multiple Tools

The real power comes from connecting document processing to multiple tools simultaneously.

Example: Complete Sales Process

Document: Signed sales contract

Automated Workflow:

1. Extract contract data
2. Salesforce: Create/update opportunity, set amount and close date
3. QuickBooks: Create invoice based on contract terms
4. Slack: Notify sales team in #deals-won channel
5. DocuSign: Send welcome packet for counter-signature
6. Asana: Create onboarding project with tasks
7. Email: Send welcome email to client

Result: What used to take 2 hours and involve 5 people now happens automatically in minutes.

Example: Hiring Pipeline

Document: Job application with resume

Automated Workflow:

1. Extract candidate information from resume
2. Greenhouse: Create candidate profile
3. Calendly: Send interview scheduling link if candidate meets criteria
4. Slack: Notify hiring manager in #candidates channel
5. Gmail: Send confirmation email to candidate
6. Airtable: Log in candidate tracking spreadsheet

Result: Candidates move from "applied" to "interview scheduled" in hours instead of days.

Example: Accounts Payable

Document: Vendor invoice

Automated Workflow:

1. Extract invoice details
2. NetSuite: Create bill
3. Match to PO: Verify against purchase order
4. Route for approval: Send to appropriate manager based on amount
5. Slack: Notify AP team
6. Bill.com: Schedule payment on due date
7. Google Drive: File PDF in vendor folder

Result: Invoice processing time drops from 15 minutes to 30 seconds per invoice.

Measuring Success: What to Track

Once your integrations are running, measure the impact:

Time Savings

• Hours spent on manual data entry (before vs after)
• Documents processed per hour
• Time from document receipt to action

Target: 70-90% reduction in manual data entry time

Accuracy

• Percentage of records with errors
• Duplicate records created
• Missing or incorrect data

Target: 99%+ accuracy on extracted data

Business Impact

• Faster sales cycle (contract to opportunity creation)
• Quicker candidate response (application to interview)
• Earlier invoice payment (capture discounts)
• Better cash flow visibility

Target: Days or weeks saved in business processes

Common Questions

What if my platform isn't supported?

Most modern business tools offer one of these:

• REST API (for custom integrations)
• Zapier/Make compatibility
• Webhook support
• CSV import (as a last resort)

If you use a popular platform, integration is likely possible.

What happens when the AI makes a mistake?

Good document processing systems have built-in quality controls:

• Confidence scores (flag low-confidence extractions)
• Required field validation (ensure critical data is present)
• Human review workflows (route exceptions to your team)

You can set thresholds—for example, auto-process if confidence > 95%, otherwise flag for review.

Can I process documents in multiple languages?

Yes, modern AI handles 100+ languages including:

• Spanish, French, German, Portuguese
• Chinese (Simplified and Traditional)
• Arabic, Hebrew (right-to-left text)
• Japanese, Korean
• And many more

Is my data secure?

Reputable platforms provide:

• Encryption in transit (HTTPS/TLS)
• Encryption at rest
• Configurable data retention (delete after processing if desired)
• SOC 2, GDPR, HIPAA compliance
• Role-based access controls

Always review the security documentation before connecting sensitive systems.

How much does integration cost?

Pricing varies by platform and volume:

• Small volume (< 500 docs/month): $200-500/month
• Medium volume (500-5,000 docs/month): $500-2,000/month
• High volume (5,000+ docs/month): $2,000-10,000/month

Most platforms offer free trials so you can test before committing.

Getting Started: Your Integration Roadmap

Here's your 4-week plan to go from manual entry to automated integration:

Week 1: Audit and Plan

• List all documents your team processes regularly
• Identify which systems need that data
• Prioritize by volume and pain level
• Choose your first integration (start with highest impact)

Week 2: Setup and Test

• Sign up for document processing platform
• Connect your first business tool (CRM, ATS, or accounting)
• Configure field mappings
• Process 20-30 test documents

Week 3: Refine and Train

• Adjust mappings based on test results
• Set up exception handling
• Train your team on the new process
• Create documentation and FAQs

Week 4: Launch and Expand

• Go live with real documents
• Monitor closely for the first week
• Gather feedback and iterate
• Plan next integration

The Integration Advantage

Connecting document processing to your business tools isn't about technology—it's about giving your team time back.

Time they can spend:

• Building relationships with customers
• Finding better candidates
• Analyzing business trends
• Actually growing the business

Instead of typing data from PDFs into web forms.

The best part? You don't need developers, IT projects, or months of implementation. With modern platforms, you can set up your first integration in an afternoon and start seeing results immediately.

Ready to Connect Your Tools?

Scanny integrates with the platforms your team already uses:

CRMs: Salesforce, HubSpot, Pipedrive, Zoho, and more ATS: Greenhouse, Lever, BambooHR, Workday Accounting: QuickBooks, NetSuite, Xero, FreshBooks Project Management: Asana, Monday, ClickUp, Jira And more: Via Zapier, Make, or direct API

No coding required. Set up your first integration in minutes.

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Stop manually entering data into your business tools. Start your free trial and connect your first system today.