KeepinCRM Automation for E-Commerce

Те саме Українською

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A Go daemon that fully automates the CRM workflow of a Ukrainian e-commerce store integrated with Nova Poshta, Checkbox (ПРРО), and TurboSMS.

KeepinCRM Automation for E-Commerce

Overview

The client operated an online store on Prom.ua receiving dozens of orders per day. Orders flowed into KeepinCRM automatically, but everything else — moving deals through the funnel, issuing fiscal receipts, notifying customers — required manual work and was error-prone.

The goal: zero manual intervention from order placement to fiscal receipt delivery.

What Was Built

A lightweight Go daemon (keepincrm-auto) that polls KeepinCRM every 5 minutes and orchestrates three integrations in a single cycle:

1. Sales Funnel Automation (Nova Poshta → KeepinCRM)

Nova Poshta delivery statuses are mapped to CRM stages automatically:

NP Status CRM Stage
Shipped (4/5/6) Відправлено
Arrived at branch (7/101) Очікує отримання
Received + paid (9) Отримано — очікуємо післяплату
Funds transferred (10/11) Завершено
Cancelled (102–106) Скасовано

Each transition is recorded as a CRM comment and deduplicated via SQLite — no double moves, no matter how many times the same status is polled.

2. Fiscal Receipt Generation (Checkbox ПРРО)

Receipts are issued with the correct Ukrainian payment type for each payment method:

Payment Trigger Checkbox type
COD / NovaPay NP status 9 (parcel received) CASHLESS · “Платіж через інтегратора NovaPay”
WayForPay Immediately on order arrival in CRM CASHLESS · “Платіж через інтегратора WayForPay”
Cash / bank transfer — Handled manually

Key insight for WayForPay: the existing architecture only tracked deliveries (TTN-based). WayForPay orders are paid online before a TTN exists, so they were invisible to the service. The solution: a parallel scan of all CRM agreements using GET /agreements, filtering by prom_payment_type, and fiscalizing immediately — no TTN required. Dedup key: agreement:<id>.

After each receipt, the daemon polls Checkbox until DPS assigns a fiscal_code (async, up to 60 s), then posts the receipt link as a CRM comment.

3. SMS Notifications (TurboSMS)

  • SMS #1 — on TTN creation: tracking number + Nova Poshta link
  • SMS #2 — on arrival at branch: pickup reminder
  • SMS #3 — after fiscalization: link to the public fiscal receipt

All SMS events are deduplicated; cancelled TTNs are skipped; phone numbers normalized to +380 format.

Architecture

Prom.ua ──────────────────► KeepinCRM
Nova Poshta API ──────────►       │
                                  │ GET /deliveries
                                  │ GET /agreements
                                  ▼
                    ┌─────────────────────────┐
                    │   keepincrm-auto        │
                    │   Go daemon · systemd   │
                    │                         │
                    │  Delivery Processor     │
                    │  Agreement Scanner WFP  │
                    │  SQLite dedup           │
                    └──────┬──────────┬───────┘
                           │          │
                    Checkbox ПРРО   TurboSMS
                           │          │
                           └────┬─────┘
                                ▼
                             Клієнт
                     (fiscal receipt link + SMS)

Technical Highlights

  • Language: Go 1.24+
  • State: SQLite with UNIQUE (ttn, event_type) constraint — idempotent by design
  • DPS async polling: after POST /receipts/sell, polls GET /receipts/{id} up to 12 × 5 s until fiscal_code is populated
  • Checkbox payment type: CASHLESS + label (confirmed against real Prom.ua mono receipt — same pattern)
  • Deployment: systemd unit on client’s existing VPS (Ubuntu 20.04, CyberPanel); deploy script via rsync + remote go build
  • Observability: structured logging (log/slog), daily SQLite backup cron, watchdog cron that auto-restarts if service is down

Results

  • 14 backlogged WayForPay receipts issued in the first cycle after deployment
  • 97% SMS delivery rate (72 sent, 2 unreachable numbers)
  • Every new order processed within 5 minutes, fully automatically
  • Zero duplicate receipts or duplicate SMS confirmed after weeks in production

#golang #systemd #sqlite #rest_api #keepincrm #nova_poshta #checkbox #turbosms #wayforpay #e_commerce #crm_automation #fiscalization #prro