Zero Manual Re-Keying from Deal to Project

For a global engineering and construction services company, every closed-won deal had to be rebuilt by hand before delivery and billing could begin. Client details, scope, value and timelines were re-keyed into downstream systems, delaying kickoffs and leaving room for errors that surfaced only once projects were underway. Aziro was asked to automate the handoff from closed-won Salesforce deals to active projects, connecting Salesforce with ProjectWise, Kaleidoscope and Oracle Finance. Aziro replaced manual handoffs with a fully automated, rules-driven Opportunity-to-Project (O2P) workflow, built on Salesforce Flow and Apex with validation before creation and an orchestrated, synced lifecycle. The result is zero manual re-keying between closed-won deals and project records, with won business turning into billable delivery work faster. 

Every won deal had to be rebuilt by hand in downstream systems before delivery and billing could begin.

Manual Project Setup Teams re-keyed client details, scope, value and timelines into project systems by hand. Each won deal added manual work that delayed kickoffs, finance setup and billing.

Silent Data Failures With no upfront validation, missing or incorrect data slipped through unnoticed. Errors surfaced only once teams were deep into execution, when they were hardest to fix.

Deals and Projects Out of Sync Post-close changes to scope, value or dates had to be updated manually across systems, leaving sales and project records misaligned.

"By automating the journey from closed-won deal to active project, Aziro helped turn won business into billable delivery work faster, with no manual re-keying." 

Aziro replaced manual handoffs with a fully automated, rules-driven Opportunity-to-Project (O2P) workflow that carries every deal cleanly from Salesforce into delivery and finance.

Automated Mapping Layer Salesforce Flow and Apex automation instantly turn closed-won opportunities into accurate project records in ProjectWise, removing manual data entry from the handoff.

Validation Before Creation Configurable rules check completeness upfront and return clear errors. Incomplete requests are caught at the start, so they never become broken projects.

Orchestrated, Synced Lifecycle Downstream setup, including the Oracle Finance handoff, runs as one flow. Post-close changes sync automatically, keeping sales and project records aligned. 

Closed-won opportunities in Salesforce trigger the O2P workflow, where Salesforce Flow and Apex automation validate the data and map it into project records. The orchestrated flow then completes downstream setup across ProjectWise, Kaleidoscope and Oracle Finance, with post-close changes synced back automatically.

[Architecture diagram to be created: Salesforce closed-won opportunity → validation rules → Flow and Apex mapping layer → ProjectWise, Kaleidoscope and Oracle Finance, with post-close sync]

Opportunity-to-Project workflow architecture, from closed-won deal through validation and mapping to project and finance systems.

CRM & Automation

• Salesforce
• Salesforce Flow
• Apex

Project Systems

• ProjectWise
• Kaleidoscope

Finance

• Oracle Finance

Workflow Controls

• Configurable Validation Rules
• Post-Close Change Sync 

Won business now turns into active, billable delivery work faster, with a clean system-to-system audit trail.

Zero manual re-keying between closed-won deals and project records.

100% automated billing, revenue recognition and cost tracking triggered in Oracle Finance.

Instant error detection at project creation, replacing silent downstream failures.

Real-Time sync of post-close changes between Salesforce and project systems.

By replacing manual handoffs with an automated O2P workflow, Aziro closed the gap between sales and delivery, so every won deal moves straight into billable work.

Aziro builds Salesforce automation and enterprise integrations that connect sales, delivery and finance systems into one seamless workflow.

For organizations looking to remove manual handoffs between closed deals and project delivery, Aziro can design and deliver an automated workflow tailored to your CRM, project systems and finance processes. Reach out to explore how a similar approach could speed up your sales-to-delivery cycle.