Integrating KeyCRM with Finmap via Apix-Drive

What is Apix-Drive

Apix-Drive is a no-code automation platform that lets you transfer data between different services without programming.

It works as an intermediary between two systems:

KeyCRM → Apix-Drive → Finmap

Apix-Drive tracks changes in KeyCRM (orders, clients, products and so on being created or updated) and automatically passes the required data to Finmap.

How the integration works

Once a new connection is created, you need to:

1. Choose the source system (KeyCRM).

2. Specify the event that will start the automation.

3. Connect your KeyCRM account.

4. Connect your Finmap account.

5. Map the fields.

6. Turn the automation on.

After that, all new events will be passed to Finmap automatically.

Step 1. Create a new connection

In your Apix-Drive account, click Create Connection.

As the source system, choose:

KeyCRM

Step 2. Choose the trigger

KeyCRM lets you start the automation after the following events:

Products

• Get PRODUCTS and STOCKS (new)

• Get PRODUCTS and STOCKS (modified)

When to use it:

• if you need to synchronize the product catalog;

• usually not used for financial accounting.

Clients

• Get CUSTOMERS (new)

• Get CUSTOMERS (modified)

When to use it:

• if counterparties need to be created automatically;

• if it is important to pass client contact details.

For most Finmap scenarios this trigger is not the main one.

Orders

• Get ORDERS (new)

• Get ORDERS (modified)

• Get ORDERS by stage (new)

These are the most useful triggers for the integration with Finmap.

It is orders that most often carry information about:

• the sale amount;

• the client;

• the currency;

• the status;

• the expected payment.

Leads

• Get LEADS (new)

• Get LEADS (modified)

• Get LEADS by stage (new)

Used when a company works through a sales funnel and wants to forecast future income.

Step 3. Connect your KeyCRM account

Once the trigger is chosen, you need to log in to KeyCRM.

Once the connection succeeds, Apix-Drive will get access to the required data.

KeyCRM API key: https://help.keycrm.app/en/process-automation-api-and-more/where-to-get-an-api-key

Step 4. Choose the destination system

As the destination system you need to choose:

Finmap

You can generate the Finmap API key here: https://my.finmap.online/settings/api

Step 5. Choose the action in Finmap

Currently three types of operations can be created through Apix-Drive:

Add RECEIPT

Creating income.

Used for:

• client payments;

• order payments;

• revenue received.

Add COST

Creating an expense.

Suitable for:

• purchases;

• logistics;

• refunds;

• marketplace fees;

• advertising costs.

Add TRANSFER

Creating a transfer between accounts.

Used when the movement of money between the company accounts needs to be recorded.

Step 6. Map the fields

At this stage you need to pass the required values to Finmap, for example:

• amount;

• currency;

• date;

• counterparty;

• comment;

• order number;

• project;

• account.

Once the mapping is done, run a test data transfer.

Step 7. Launch the integration

If the test succeeded, turn the automation on.

From now on, new events from KeyCRM will create the corresponding operations in Finmap automatically.

Recommended integration scenarios

1. New order → Income in Finmap ⭐⭐⭐⭐⭐

Trigger

Get ORDERS (new)

Action

Add RECEIPT

Suitable for companies that want sales to appear in Finmap automatically once an order is created.

2. Order moved to the "Paid" status → Income ⭐⭐⭐⭐⭐

Trigger

Get ORDERS by stage

For example:

• Paid

• Completed

• Delivered

Action

Add RECEIPT

This is one of the best scenarios, since only orders that have actually been paid for reach Finmap.

3. Order amount changed → Financial information updated ⭐⭐⭐⭐☆

Trigger

Get ORDERS (modified)

Action

Add RECEIPT

Lets you account for changes in the order value automatically before it is paid.

Important: if this scenario is used on its own, you need to think through the logic so that duplicate operations are not created on every change to the order.

4. New lead → Planned income ⭐⭐⭐⭐☆

Trigger

Get LEADS (new)

Action

Add RECEIPT

Suitable for companies that do financial planning and want to see potential future sales.

5. Lead moved to a final status → Income ⭐⭐⭐⭐☆

Trigger

Get LEADS by stage

For example:

• Won

• Success

• Closed

Action

Add RECEIPT

Lets you move successful deals into financial accounting automatically.

6. New client created → Financial operations control ⭐⭐⭐☆☆

Trigger

Get CUSTOMERS (new)

Action

Add RECEIPT or Add COST

Can be used if the business wants to create financial operations for a new counterparty automatically. In practice this is used far less often.

What to pay attention to

• We do not recommend using several triggers that create the same financial operation at once (for example, Get ORDERS (new) and Get ORDERS (modified)) without additional checking logic — this can lead to duplicate data.

• The most reliable scenario is to create income once the order moves to the «Paid» status, since that is what reflects the actual movement of money.

• If KeyCRM has separate statuses for confirmation, delivery and payment, it is the payment status that should be used as the trigger for passing data to Finmap.

• If a two-way integration is planned, we recommend using a unique order identifier (Order ID or External ID) to match records between the systems. This will help avoid duplication and make later synchronization easier.