Featured Third Party Integration / Real Estate

Follow-Up Boss x HighLevel

Valley Wide Agency — Bi-directional CRM Sync via 5 Make Automations

Valley Wide Agency's agents strongly prefer Follow-Up Boss over HighLevel. Rather than force a migration, we built 5 Make (Integromat) automations creating seamless bi-directional sync — appointments, calls, SMS conversations, contact creation, and pipeline stages all flowing between both CRMs in real time. Phone number serves as the universal identifier across both platforms.

// Automation 1 — HL Appointments to FUB Notes

// Trigger & Lookup

Webhook triggers on HL appointment booking

Phone number reformatted — remove "+" prefix (FUB doesn't accept it)

GET request to FUB API — find person by phone number

// Contact Handling

Contact exists in FUB — proceed to create note

Contact missing — auto-create in FUB first, then add note

// Note Content

Calendar name — which calendar the appointment was booked on

Start time, end time, and date of appointment

// Automation 2 — HL Calls to FUB Notes

// Call Data Captured

Same webhook + phone lookup flow as appointments

Call direction: inbound or outbound

5 call statuses: confirmed, canceled, voicemail, no-answer, busy

// Note Details

Note includes: direction, status, time, date, contact name, email

Phone number remains the universal identifier for contact matching

// Auto-Create

If contact doesn't exist in FUB — auto-created before note is added

// Automation 3 — HL SMS to FUB Notes

// SMS Parsing Flow

Get phone from HL, find conversation ID

Parse JSON — fix "gibberish" formatting from HL API response

Get full message history for the contact, fix formatting again

// Note Creation

Get FUB person ID by phone, create note with SMS body and last message

Full conversation context preserved in the FUB note

// Error Handling

Error handler for missing phone number — routes to incomplete executions

Phone number is non-negotiable on both platforms — no missed contacts so far

// Automation 4 — FUB New Contact to HL Sync

// Watch & Create

Watch for new contacts in FUB (from listings, website forms, etc.)

Get person ID from FUB, fix HTTP formatting

Create contact in HL, skip if already exists

// Tags & Custom Fields Bug

Separate update step for tags and custom fields — can't do it in create step

Create step "hallucinates" tags/custom fields — they don't actually save

Workaround: create contact first, then update with tags/fields in a second step

// Dedup Logic

If contact already exists in HL — skipped, no duplicate creation

// Automation 5 — FUB Pipeline Stage to HL Sync

// Stage Sync

FUB pipeline stage change triggers sync to HL opportunities/deals tab

5 pipeline stages synced between platforms

Phone number as universal identifier across both platforms

// Architecture

5 Make automations total — all production-deployed

Phone number is the non-negotiable universal key

Agents work in FUB — all HL data appears as FUB notes and contacts

// Error Safety

Error handlers for missing contacts route to incomplete executions

No data loss — every failed sync is logged for manual review

Follow-Up BossGoHighLevelMake (Integromat)Real EstateCRM SyncAPI IntegrationWebhooksPipeline SyncError Handling