Usage Guide

This page covers the day-to-day operations of the WHMCS Integration module — running syncs, reviewing imported data, and leveraging bots, templates, and bulk contacts to streamline your workflow.

Running a Manual Sync

While automated cron-based syncs handle routine imports, you can trigger a sync on demand at any time.

1. Navigate to WHMCS Integration from the Perfex CRM sidebar.
2. Click the Sync Now button on the module dashboard.
3. Select the data types to sync: Clients, Invoices, or All.
4. Click Start Sync and wait for the process to complete.

The sync progress indicator shows the current status, including the number of records processed, created, updated, and skipped.

tip

After your initial sync, subsequent syncs are incremental — only new or modified records since the last sync are imported. This keeps sync times short even with large WHMCS databases.

Managing Synced Clients

Clients imported from WHMCS appear in the standard Perfex CRM Customers section. Each synced client profile includes:

• Full contact details (name, email, phone, address)
• Company information
• WHMCS client ID reference for traceability
• Any custom fields configured in the field mapping

Identifying WHMCS Clients

Synced clients are tagged with a WHMCS badge on their profile, making it easy to distinguish them from clients created directly in Perfex CRM.

Editing Synced Clients

You can edit synced client records in Perfex CRM just like any other customer. However, keep in mind:

warning

Changes made to synced client records in Perfex CRM will not sync back to WHMCS. If the sync is set to Update mode, local edits may be overwritten during the next sync cycle. To preserve local changes, switch the duplicate handling mode to Skip for that record.

Managing Synced Invoices

Invoices imported from WHMCS are accessible under the standard Perfex CRM Sales > Invoices section. Each synced invoice includes:

• Invoice number and WHMCS reference ID
• Full line-item breakdown (description, quantity, rate, tax)
• Payment status (Paid, Unpaid, Partially Paid, Cancelled)
• Due date and payment date (if applicable)
• Associated client link

Synced invoices are read-only by default to preserve data integrity with WHMCS. Payment status updates are reflected during each sync cycle.

Bots

The bots feature allows you to set up automated actions that trigger based on sync events. Bots can help reduce manual work and ensure timely follow-ups.

Creating a Bot

1. Navigate to WHMCS Integration > Bots.
2. Click New Bot.
3. Configure the bot:
   • Trigger — select the event (e.g., "New Client Synced", "Invoice Synced", "Invoice Overdue")
   • Action — choose what happens (e.g., send email, create task, assign to staff member, add tag)
   • Conditions — optionally add filters (e.g., only trigger for clients from a specific country)
4. Click Save.

Example Bot Workflows

Trigger	Action	Description
New Client Synced	Send welcome email	Automatically greet new clients when their profile is first imported
Invoice Overdue	Create task	Assign a follow-up task to the account manager
New Client Synced	Add tag	Tag imported clients as "WHMCS" for filtering

Templates

Templates define the content used by bots and manual communications related to WHMCS-synced data.

Managing Templates

1. Go to WHMCS Integration > Templates.
2. Click New Template to create a message template.
3. Fill in the name, subject (for emails), and message body.
4. Use merge fields to insert dynamic data (e.g., {client_name}, {invoice_number}, {amount_due}).
5. Click Save.

info

Templates support both plain text and HTML formatting. Use merge fields to personalize messages with client or invoice data pulled from the synced records.

Bulk Contacts and Groups

The bulk contacts feature lets you organize synced WHMCS clients into groups for targeted communication and management.

Creating a Group

1. Navigate to WHMCS Integration > Bulk Contacts & Groups.
2. Click New Group.
3. Enter a group name and optional description.
4. Add contacts to the group:
   • Manual selection — pick individual clients from the list
   • Filter-based — add all clients matching specific criteria (e.g., country, invoice status, sync date)
5. Click Save.

Using Groups

Groups can be used throughout the module for:

• Bulk notifications — send emails or messages to all contacts in a group at once
• Bot targeting — restrict bot actions to members of a specific group
• Reporting — filter sync reports and analytics by group membership

tip

Create dynamic groups based on WHMCS product or service type to segment your client base for targeted marketing campaigns or support workflows.

Sync Dashboard

The module dashboard provides an overview of your sync health and activity:

• Last Sync — timestamp and status of the most recent sync
• Records Summary — total clients, invoices, and contacts synced
• Sync History — log of all past sync operations with details on records created, updated, and skipped
• Error Log — any records that failed to sync, with reasons and recommended actions

Review the dashboard regularly to ensure your integration is running smoothly and address any sync errors promptly.