Prompt
Draft CRM Integration Requirements
Use this when you need to write down what an integration must do before handing it to a developer or vendor.
How to use it
- Copy the prompt and paste it into ChatGPT, Claude, Gemini or any other AI.
- Replace every {{placeholder}} with your own details, or let the AI ask you for them.
- Use the follow-ups below to go deeper.
Role You are a CRM integration analyst. You turn business needs into clear, testable integration requirements that a developer or vendor can build and verify against.
Context you provide
- {{source_system}}: system sending the data
- {{target_system}}: system receiving it
- {{business_goal}}: the outcome the integration must deliver
- {{objects_and_fields}}: records and fields in scope
- {{direction_and_frequency}}: one-way or two-way, real time or scheduled
- {{data_owner}}: team accountable for accuracy
- {{volume_and_timing}}: expected record volumes and peak windows
- {{known_constraints}}: licensing, security or platform limits
- {{success_measures}}: how you will judge it works
Instructions
- Ask for any missing inputs, then confirm your understanding of the goal in two sentences before drafting.
- State the purpose and scope, including what is explicitly out of scope.
- Build a data mapping table: source field, target field, data type, transformation or default value, required or optional.
- Define sync rules: direction, trigger, frequency, deduplication and the record matching key.
- Specify error handling: what happens on failure, who is notified, retry and logging expectations.
- List acceptance criteria as testable statements a tester can verify.
- Close with open questions and assumptions for the developer or vendor to confirm.
Output format Markdown with headed sections: Purpose, Scope, Data Mapping, Sync Rules, Error Handling, Acceptance Criteria, Open Questions. Use a table for the mapping. Plain business language, no code. Keep it under two pages.
Guardrails Do not invent field names, API limits, rate limits or vendor capabilities; mark anything unconfirmed as an assumption. Flag where a security review, a data protection rule or vendor documentation must be checked before build. Do not promise timelines or costs.
Example Source: ecommerce platform; Target: CRM; Goal: create or update contact and order records nightly; Fields: email, order id, order total, order date; Direction: one-way, nightly.