Perfex CRM Webhooks #1 Powerful Documentation

🔹 1. Introduction #

The Perfex CRM Webhooks Module enables real-time communication between Perfex CRM and third-party apps. Whenever an event (like lead creation, invoice payment, or project update) happens inside Perfex, the module can send structured data to another application.

Examples:

• Send new leads to Google Sheets.
• Notify your Slack channel when a support ticket is created.
• Sync invoices with Xero or QuickBooks.
• Trigger automated marketing workflows via Zapier or Make (Integromat).

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🔹 2. Installation Guide #

Step 1 – Download the Module Perfex CRM Webhooks #

After purchase, download the Webhooks Module ZIP file from your Systematica account.

Step 2 – Upload to Perfex CRM #

1. Login to Perfex CRM as Admin.
2. Go to Setup → Modules.
3. Click Upload Module and select the ZIP file.
4. Click Install.

Step 3 – Activate #

1. Once installed, navigate to Setup → Modules.
2. Locate Systematica Webhooks.
3. Click Activate.

✔️ The module is now ready for use.

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🔹 3. Creating Your First Webhook #

Step 1 – Access Webhooks #

1. Go to Setup → Webhooks (Systematica).
2. Click Add New Webhook.

Step 2 – Configure Webhook Settings #

Fill in the following details:

• Webhook Name → Friendly name for your webhook (e.g., “Send Leads to Google Sheets”).
• Module / Event → Select the Perfex CRM event (Lead Created, Invoice Paid, Task Updated, etc.).
• Request Method → Choose GET, POST, PUT, PATCH, or DELETE.
• Request URL → Destination URL (e.g., Zapier Webhook URL).
• Request Headers → Add authentication tokens, Content-Type, or custom headers.
• Payload (Body) → Use dynamic variables to send CRM data (e.g., {lead_name}, {invoice_amount}).

Step 3 – Test the Webhook #

• Click Test Webhook → Sends sample data to the target URL.
• Verify in your external app that the data was received.

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🔹 4. Supported Functions & Events #

Supported Functions #

• Leads
• Customers (Add/Edit/Delete)
• Invoices (Recurring included)
• Tasks & Projects
• Estimates & Proposals
• Support Tickets
• Payments
• Contracts & Calendar Events
• Expenses (Recurring included)
• Staff Activities & Custom Fields

Supported Events #

• Create (new records)
• Update (changes in existing records)
• Delete (record deletion)
• Special Actions → Proposal Accepted/Declined, Invoice Sent, Lead Converted

Supported Methods #

The following methods are included in every webhook creation:

1. GET
2. POST
3. PUT
4. PATCH
5. DELETE
6. Status Change (for Leads)

Supported Request Headers #

The following Request Headers are supported:

• Accept
• Accept-Charset
• Accept-Encoding
• Accept-Language
• Accept-Datetime
• Authorization
• Cache-Control
• Connection
• Cookie
• Content-Length
• Content-Type
• Date
• Expect
• Forwarded
• From
• Host
• If-Match
• If-Modified-Since
• If-None-Match
• If-Range
• If-Unmodified-Since
• Max-Forwards
• Origin
• Pragma
• Proxy-Authorization
• Range
• Referer
• TE
• User-Agent
• Upgrade
• Via
• Warning
• Every custom header is supported

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🔹 5. Example Integrations #

Zapier Example (Send Leads to Google Sheets) #

1. In Webhook settings, choose Leads → Create.
2. Method: POST.
3. URL: Paste Zapier Webhook Catch URL.
4. Payload: { "name": "{lead_name}", "email": "{lead_email}", "phone": "{lead_phone}" }
5. Save and test.
6. In Zapier, connect to Google Sheets and log new leads.

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Slack Example (Ticket Notification) #

1. Choose Tickets → Create event.
2. Method: POST.
3. URL: Your Slack Incoming Webhook URL.
4. Payload: { "text": "New Ticket Created by {customer_name}: {ticket_subject}" }

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Xero Example (Sync Invoices) #

1. Event: Invoice → Create.
2. Method: POST.
3. URL: Your Xero API endpoint.
4. Include authentication headers (OAuth2 token).

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🔹 6. Advanced Options #

• Delayed Execution → Trigger webhook after a delay (via CRON job).
• Custom Headers → Add tokens, session cookies, or API keys.
• Error Handling → Failed requests are logged in Webhook Logs.

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🔹 7. Troubleshooting #

Issue	Cause	Solution
Webhook not firing	Event not supported or not enabled	Check supported events list
Wrong data in payload	Incorrect placeholder	Verify dynamic variables
Request rejected	Missing headers/authentication	Add proper API key or bearer token
Delayed execution	CRON not configured	Setup CRON job in hosting panel

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🔹 8. Security Notes #

• Always use HTTPS URLs for security.
• Use Authorization headers (Bearer tokens, API keys) when integrating with third-party services.
• Restrict access to webhook endpoints with authentication.

Perfex CRM Webhooks Cron (optional but recommended)

For scheduled Perfex CRM Webhooks and queued execution, set up a cron that triggers Perfex’s cron controller. On most installs:

“`bash

*/5 * * * * php /path/to/perfex/index.php cron/index > /dev/null 2>&1

“`

Then enable “Webhooks Cron Job Queue” under Settings → Other → Webhooks.

Permissions

– Staff must have permission to “view” Webhooks to access the module.

– Access to Perfex CRM Webhooks Logs can be limited by staff permissions as configured in Perfex.

Navigation

– Main menu: Webhooks (icon: plug)

– Submenus:

  – Webhooks: Manage and create webhooks

  – Log: View historical deliveries and responses

  – Settings: Access to the cron/queue settings

Creating a Perfex CRM Webhooks

Go to Webhooks → “New Webhook”. Fill the following:

– Name: Human-friendly description

– Request URL: Destination endpoint (must be a valid URL)

– Request Method: GET, POST, PUT, PATCH, DELETE

– Request Format: JSON or FORM

– Webhook For: Entity type (e.g., leads, client, invoice, tasks, projects, proposals, ticket, contract, estimate, expenses, event)

– Webhook Action: One or more actions (e.g., add, edit, delete, status_change, accept, decline, sent, recurring_create, recurring_create for expenses, etc.)

– Headers: Add custom or predefined headers (e.g., `Authorization: Bearer <token>`, `Content-Type` is auto-managed based on format)

– Body: Define fields as key/value pairs. Values support merge fields and mentions.

– Debug Mode: If enabled, requests and responses are captured in detail.

– Trigger After (optional): Delay execution by minutes/hours/days using the queue.

Supported Events (high level) For Perfex CRM Webhooks

– Client/Contact: add, edit, delete

– Leads: add, status_change, delete

– Invoices: add, edit, delete, recurring_create

– Tasks: add, edit

– Projects: add, edit, delete

– Proposals: add, edit, delete, accept, decline, sent

– Tickets: add, edit, status_change, delete

– Payments: add, edit, delete

– Contracts: add, edit, delete

– Estimates: add, edit, delete

– Calendar Event: edit

– Expenses: add, edit, recurring_create

Note: Actual payload contents depend on Perfex models. See examples below.

Request Headers Perfex CRM Webhooks

You can add any of the following common headers:

– Authorization, Proxy-Authorization

– Accept, Content-Type (auto set based on format)

– Custom headers via “custom” option

Example Authorization header:

“`

Authorization: Bearer YOUR_API_TOKEN

“`

Request Body and Merge Fields

– When “JSON” is selected, the body is sent as JSON.

– When “FORM” is selected, data is sent as `application/x-www-form-urlencoded`.

– Values support Perfex merge fields and mentionable tokens (e.g., `@staff_firstname`).

– For contacts and clients, custom fields are exposed as merge fields as available.

Example JSON payload (Lead created):

“`json

{

  “event”: “lead.add”,

  “lead_id”: 123,

  “name”: “{{lead_name}}”,

  “status”: “{{lead_status}}”,

  “source”: “{{lead_source}}”,

  “owner”: “{{staff_fullname}}”,

  “created_at”: “{{date_created}}”

}

“`

Example FORM payload (Invoice updated):

“`

event=invoice.edit&invoice_id={{invoice_id}}&total={{invoice_total}}&status={{invoice_status}}

“`

Perfex CRM Webhooks Conditions and Filtering

– To include only selected fields, choose “Select Fields” in body configuration.

– You can selectively add headers or body keys per webhook.

– For leads, invoices, projects, etc., you can create separate webhooks scoped to specific actions.

Scheduling and Delays

– Use “Trigger After” to delay execution:

  – Number + Select: Minute(s), Hour(s), Day(s)

– Requires cron to be configured and “Webhooks Cron Job Queue” enabled.

Perfex CRM Webhooks Debugging and Logs

– Enable “Run in Debug Mode” on a webhook to capture request payloads and responses.

– View logs in Webhooks → Log. Each log shows:

  – Request URL, method, headers, body

  – Response code and response body

  – Recorded at timestamp

– Use “Clear Log” if needed.

Perfex CRM Webhooks Security Recommendations

– Always use HTTPS endpoints for webhooks.

– Use secret tokens or HMAC signatures when supported by the receiver.

– Restrict webhook URLs to trusted services.

Real-World Scenarios For Perfex CRM Webhooks

1) Notify Slack when a new Lead is created

– Webhook For: `leads`

– Action: `add`

– URL: Slack Incoming Webhook URL

– Method: POST

– Format: JSON

– Body example:

“`json

{

  “text”: “New lead: {{lead_name}} (Status: {{lead_status}})”

}

“`

2) Sync Invoice updates to an external accounting system

– Webhook For: `invoice`

– Action: `edit`

– URL: `https://api.example.com/accounting/invoices/update`

– Method: POST

– Format: JSON

– Headers: `Authorization: Bearer <token>`

– Body example:

“`json

{

  “invoice_id”: “{{invoice_id}}”,

  “client”: “{{client_company}}”,

  “total”: “{{invoice_total}}”,

  “status”: “{{invoice_status}}”

}

“`

3) Payment received → Fulfillment system

– Webhook For: `invoice_payments`

– Action: `add`

– URL: `https://fulfillment.example.com/payment/received`

– Method: POST

– Format: JSON

– Body example:

“`json

{

  “invoice_id”: “{{invoice_id}}”,

  “payment_id”: “{{payment_id}}”,

  “amount”: “{{payment_amount}}”,

  “paid_at”: “{{payment_date}}”

}

“`

4) Project created → Create board in project management tool

– Webhook For: `projects`

– Action: `add`

– URL: `https://pm.example.com/api/boards`

– Method: POST

– Format: JSON

“`json

{

  “name”: “{{project_name}}”,

  “client”: “{{client_company}}”,

  “owner”: “{{staff_fullname}}”

}

“`

5) Ticket status change → Discord notification

– Webhook For: `ticket`

– Action: `status_change`

– URL: Discord Webhook URL

– Method: POST

– Format: JSON

“`json

{

  “content”: “Ticket #{{ticket_id}} status changed to {{ticket_status}}”

}

“`

6) Scheduled lead follow-up (delay)

– Webhook For: `leads`

– Action: `add`

– Trigger After: `2 Day(s)`

– URL: `https://crm-automation.example.com/follow-up`

– Method: POST

“`json

{

  “lead_id”: “{{lead_id}}”,

  “next_action”: “follow_up”

}

“`

7) WhatsApp notification for new contact

– Webhook For: `client` (contact)

– Action: `add`

– URL: Your WhatsApp API provider endpoint

– Method: POST

“`json

{

  “to”: “{{contact_phonenumber}}”,

  “message”: “Welcome {{contact_firstname}}!”

}

“`

Perfex CRM Webhooks Troubleshooting

– Webhook not firing:

  – Confirm the module is active and staff has permission.

  – Check that the selected entity/action combination is supported.

  – Review logs when Debug Mode is enabled.

– Scheduled webhook not running:

  – Verify cron is configured and “Webhooks Cron Job Queue” is enabled.

  – Check server time and cron frequency.

Perfex CRM Webhooks Changelog

– 1.0.0

  – Initial release by Tech9Pros

  – Core events coverage, logging, scheduling support

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Support & Help #

Perfex CRM Webhooks Purchase includes 6 months of premium support from Tech9Pros. You’ll get personalized help with installation, API setup, and automation workflows.

• Support Email: support@tech9pros.com
• Live Chat: Available via Tech9Pros.com
• Documentation: Step-by-step guide included in the module files

Need customization? Contact us for tailored Perfex CRM Webhooks solutions.