Won deals become Deltek jobs without anyone re-keying them

01The challenge

Opening a job at Earl Kendrick meant entering the same work twice: once in Pipedrive, where enquiries are tracked as deals, and again in YourEKA, the Deltek system that runs EK's projects and finance. Client, address, job type, work stages, scope description and fee notes were copied across by hand, over 50 hours a month, and every job had to exist in YourEKA before surveyors could invoice or forecast against it.

02What we did

1. 01April 2025 — proposal: an agent that watches Pipedrive for won deals and creates the job in Deltek
2. 022025 — built on AI-driven browser automation that works YourEKA's screens as a person would, so no Deltek API access was needed
3. 03Testing — the agent's jobs compared field by field with human-reviewed versions across 16 jobs
4. 04November 2025 — live, with a login where EK can see every job the agent has created
5. 05July 2026 — a feedback session with the people using it set the next refinements, from description formatting to required classification fields

03What we built

• Triggered when a Pipedrive deal is won
• Job opened in YourEKA without Deltek API access
• Client, address, job type and work stages filled
• Scope description and fee notes carried across
• Login to monitor every job created

04The result

Since November 2025, won deals have arrived in YourEKA as jobs without anyone copying them across; EK's people check the agent's work instead of typing it. In testing, the most common difference from the human version was the product-code suffix EK adds to job names. It also gave EK the base for its next agent, which picks up each job when a project owner is assigned and fills in the invoice forecasts.