CRM and Task Tracker Integration: Deals Become Tasks Automatically

A CRM and task tracker integration is built on events: a deal stage change in the CRM sends a webhook, a middleware service creates a project and tasks in the tracker via the API and returns a link to the deal. Each field is assigned one source system, every event is logged and failed requests are retried. This way, a won deal becomes a project without manual transfer, and sales can see the status of the work without asking in a chat.

This article is for CTOs, heads of project management offices and team leads at IT companies and studios who are tired of manually moving requests from the CRM into Jira or Plane. Inside: an event map, field mapping, the API and webhook capabilities of Twenty, Plane, amoCRM and Jira, error handling, choosing an owner and a launch checklist.

Why connect a CRM and a task tracker

At most IT companies, a person stands between sales and delivery. An account manager wins a deal and posts in the shared chat; a project manager creates a project in the tracker, copies chunks of the proposal and asks for the client’s contacts. A month later, sales asks what stage the project is at, and delivery asks what exactly was promised.

An integration removes the manual transfer and creates an end-to-end link. The deal card has a link to the project and its status; the project has a link to the deal and the entire commercial history. This is especially important for studios and outsourcing teams, where one client company may have several projects, upsells and support contracts.

An integration does not replace a process. If the CRM has no clear pipeline and stage criteria, the automation will create projects from random deals. First bring order to sales, as described in our article on implementing a CRM in an IT company, then connect the systems.

Event map

Start with a list of events, not with choosing a tool. Each event is a row in a table: what happened, what should happen, where the source is and where the destination is.

Event	Action	Source	Destination
Deal moves to the “Estimate” stage	Create an estimation task for the tech lead with a link to the deal	CRM	Task tracker
Estimation task is closed	Write the estimate and comment to the deal	Task tracker	CRM
Deal moves to “Won”	Create a project from a template, with stages and starter tasks	CRM	Task tracker
Project is created	Write the project link to the deal	Task tracker	CRM
Planned start date in the deal changes	Update the date in the project and notify the project manager	CRM	Task tracker
Project moves to “Completed”	Flag the deal, create a task for the account manager to upsell support	Task tracker	CRM
Deal is lost after the estimate	Close the estimation task with a reason	CRM	Task tracker

Two or three rows are enough to start: “Won → project,” “project created → link in CRM” and “project completed → flag in CRM.” The rest is added after the first month of operation.

The path of one event, step by step

Let’s walk through the main scenario using Twenty and Plane.

1. The account manager moves the deal to the “Won” stage. Twenty sends a webhook with the deal ID.
2. The middleware service verifies the request signature and logs the event.
3. The service checks the mapping table. If a project for this deal already exists, the event is marked as a duplicate and processing ends.
4. The service requests the full deal data via the Twenty API: the company, type of work, contact, planned start date and a link to the proposal.
5. A template is chosen based on the type of work, and a project and starter tasks are created via the Plane API: client onboarding, kick-off, access, first iteration.
6. The project ID is saved in the mapping table, and the project link is written to the deal via the Twenty API.
7. The project manager gets a notification, and the event is marked in the log as successfully processed.

If the API returns an error at any step, the event goes into a retry instead of being lost. The same sequence works for amoCRM and Jira; only the API calls change.

Which fields to sync

The main rule: each field has one source system. Commercial data lives in the CRM, work data in the tracker. If a field can be edited in both systems, sooner or later they will diverge.

Field	Source	Where it goes	Comment
Client name	CRM	Tracker	In the project name or a separate field
Deal link	CRM	Tracker	Required; this is the main anchor
Type of work	CRM	Tracker	Determines the project template
Scope of work or proposal link	CRM	Tracker	Better as a link to a document than as text
Planned start date	CRM	Tracker	Change only in the CRM
Account manager	CRM	Tracker	As a project watcher
Project link	Tracker	CRM	Written after creation
Project status	Tracker	CRM	Only final statuses, not every task
Deal amount	CRM	Not passed	Not needed in the tracker unless necessary

Do not pass the deal amount or contacts’ personal data to the tracker unless necessary. The project team usually only needs the contact person’s name and role, and the full card is available via the deal link to those with CRM permissions.

APIs and webhooks: what each system offers

All four systems we work with most often can emit events and accept data. The details differ.

Twenty

Twenty is open and built around its API: any record can be created, read and updated externally, and you can subscribe to events via webhooks. Built-in workflows can react to record changes and send HTTP requests. For complex logic, Twenty has an app framework where server-side functions are written in TypeScript.

Plane

Plane has a public API and webhooks, as well as built-in Automations and Runner for scheduled actions. In 2026, MCP connectors and AI agents inside the workspace were added. For CRM integration, the API for creating projects and tasks and webhooks on status changes are usually enough. Check the specific set of events against the developer documentation for your version, especially if Plane is self-hosted.

amoCRM

amoCRM emits webhooks on deal and contact events and provides an API for reading and writing. This is the standard way to connect it to external systems, and Kazakhstan integrators know it well.

Jira

Jira accepts data via the REST API, and Jira Automation can trigger rules on an incoming webhook and send web requests. Simple scenarios can be built directly in Automation; complex ones are better moved to a separate service.

The Twenty plus Plane and amoCRM plus Jira combinations are the most common, but the setup is the same for any pair. If you are still choosing a tracker, see our Plane vs. Jira comparison.

Architecture: direct or through middleware

There are three ways to connect the systems.

Directly through built-in automations. A workflow in the CRM sends a request to the tracker’s API. Fast and with no separate server. The downsides: retry and error logic is hard to control, and there is nowhere to store the ID mapping.

Through a cloud no-code connector. Convenient for a prototype. But the data passes through one more vendor, usually outside Kazakhstan.

Through your own middleware service. A small application that receives webhooks, stores the ID mapping table, calls APIs, keeps a log and retries failed requests. This is our default choice for production integrations: the code is in a repository, the logic is transparent and the hosting is in the same place as the CRM and the tracker.

Kazakhstan context. If Twenty and Plane are self-hosted on servers in Kazakhstan so that data stays in the country, the integration must not send that data abroad. A cloud connector that handles contacts’ names, phone numbers and emails can undo the whole point of local hosting. It is better to host the middleware service with the same Kazakhstan provider and pass a minimum of personal data to the tracker.

Errors, retries and idempotency

An integration that works in a demo and one that works for a year differ in how they handle errors. What to account for:

• Idempotency. The same webhook may arrive twice. Before creating a project, the service checks the mapping table to see whether one has already been created for this deal.
• Retries with backoff. If the tracker’s API is unavailable or returns a rate-limit error, the request is retried at increasing intervals.
• Dead-letter queue. After several failed attempts, the event is set aside in a separate queue, and the owner gets a notification.
• Log. Every event is recorded with its timestamp, source, result and API response. Without a log, investigating an incident becomes guesswork.
• Webhook authentication. The service accepts requests only with a secret or signature; otherwise anyone can create a project in your tracker.
• Service accounts. A separate API key for the integration in each system. You can see what the automation changed, and the key is easy to revoke.
• Manual replay. The ability to reprocess a specific event from the log without editing the database.

The integration owner

An integration must have one owner. Not “the IT department,” but a specific person who receives error notifications, works through the dead-letter queue, coordinates field changes in both systems and updates the service. Usually this is an internal systems engineer or the CRM’s technical owner. If a contractor built the integration, agree in advance who will own it after handover, and get the code, access and event documentation.

The most common cause of breakage is not an API failure but a change in structure. Someone renamed a deal stage in the CRM or deleted a field in the tracker, and the mapping stopped working. So the rule is simple: any changes to fields and stages involved in the integration are agreed with its owner.

Launch checklist

1. An event table has been drawn up, and two or three key events have been chosen for the start.
2. A source system has been defined for each synced field.
3. Service accounts and API keys have been created in the CRM and the tracker.
4. The middleware service stores the ID mapping table.
5. Retries, a dead-letter queue and notifications are set up.
6. Webhooks are verified by secret or signature.
7. The integration has been tested on test deals, including duplicate webhooks and API unavailability.
8. A minimum of personal data is passed to the tracker, and the integration does not send it outside the chosen hosting.
9. An owner has been assigned, and the team knows whom to go to when something fails.
10. There is a documented process for changing fields and stages involved in the integration.

How we do it

We start with a diagnostic: how a deal currently gets to delivery, where information is lost, which systems are already in place and where data is stored. Then we run a pilot on one scenario, usually “deal won → project in the tracker,” with one sales team and one project management office. Once the scenario has worked on real deals, we add the remaining events and hand over the integration to its owner along with documentation.

Learn more about our approach on the Twenty and amoCRM CRM implementation page.

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Sources. Twenty: twenty.com and github.com/twentyhq/twenty. Plane: github.com/makeplane/plane and plane.so/pricing. amoCRM: amocrm.ru.

Terms in plain words

Webhook

A message the CRM sends to another system on its own when an event occurs, for example when a deal moves to 'Won'. It kicks off the chain that creates a project.

API

An interface through which a program reads and writes data in the CRM or tracker without manual work. The middleware service creates the project and tasks via the API.

Middleware service

A small standalone application between the CRM and the tracker: it receives webhooks, calls APIs, keeps a log and retries failed requests. It is hosted with the same provider as the systems.

Field mapping

A correspondence table: which CRM field maps to which tracker field and which system is primary for it. Without it, data in the two systems drifts apart over time.

Idempotency

Protection against double processing: if the same event arrives twice, a second project is not created. The service checks the mapping table to see whether the project has already been created.

Dead-letter queue

A place where events that could not be processed after several attempts are set aside. The integration owner gets a notification and handles them manually.

No-code connector

A cloud service where integrations are built without programming. Handy for a prototype, but customer data passes through one more vendor, usually outside Kazakhstan.

Self-hosted

Installing a CRM or tracker on your own server, for example with a Kazakhstan hosting provider. If the systems are set up this way to keep data in Kazakhstan, the integration must not send that data abroad.