ISN & Spectora: WolfPack CRM Integrations

The Short Version

When your CRM connection is upgraded, two big things change:

Contacts sync in real time — the moment an inspection is scheduled, not after it's completed.
One deal per inspection — every inspection gets its own dedicated deal, so nothing gets overwritten and your full client history is preserved.

The rest of this article walks through what gets synced, how the sync works, and what to expect.

Supported CRMs: ActiveCampaign and HubSpot.

Supported inspection software: Spectora and ISN.

What's Improving

Contacts sync in real time — not just at completion

With the previous connection, contacts only entered your CRM after an inspection was completed and the report was published. That meant clients and agents weren't visible in your pipeline until the job was already done. Once upgraded, contacts are created as soon as an inspection is scheduled, so automations, follow-ups, and communication can start as soon as the inspection is on the books.

Full inspection history — nothing gets overwritten

Previously, each contact profile only held the details of their most recent inspection. When a client or agent returned for another inspection, that new data overwrote the old, making it impossible to track history over time.

With the new API connection, every inspection gets its own dedicated Deal in your CRM. A client who's had five inspections will have five deals — each with its own date, fee, services, property address, and status — all tied back to the same contact record.

A complete picture of every client relationship

Because inspection history is preserved at the deal level, you can see the full lifetime value of a client or agent relationship at a glance — how many inspections they've been involved in, what services were performed, and how that relationship has grown over time.

What Gets Synced

Contacts

Up to three contacts are created or updated per inspection:

The client
The buyer's agent
The listing agent

If any of those aren't present on the inspection (for example, a FSBO listing with no listing agent), that contact type is simply skipped — no blank or placeholder records are created.

Contacts without an email address are skipped entirely. Email is required because it's how the integration identifies and updates the right contact across inspections.

How are contacts matched? The integration matches contacts by email address. If a contact with the same email already exists in your CRM, the existing record is updated rather than a duplicate being created.

Heads up on duplicates: Matching is based on email only. If the same person uses different emails across inspections (e.g., personal vs. work), they'll appear as separate contacts. We recommend keeping email addresses consistent in your inspection software when possible.

Lifecycle Stage (ActiveCampaign only)

For ActiveCampaign customers, the integration automatically sets a contact's lifecycle stage:

Lead — when a contact is first created and their deal is still open.
Customer — automatically updated when their deal is marked Won.

This stage is stored on a custom field that the integration creates for you on first sync. HubSpot customers retain full control over lifecycle stage and can manage it through their own automations.

Deals (Inspections)

Each inspection becomes a Deal in your CRM pipeline. Each deal includes:

Inspection date, fee, and services performed
Property address
Inspection status
Payment status and report publication status
Any custom fields you've mapped from your inspection software

Deals move through your pipeline stages automatically as the inspection status changes in your inspection software.

What's NOT Synced

To set expectations:

Inspection report PDFs and attachments are not pushed into the CRM.
Inspector internal notes and private comments are not synced.
Anything not explicitly mapped during setup stays in your inspection software.

If you'd like additional fields included, talk to your WolfPack team — most fields can be added to the mapping.

How the Sync Works

The new integration is real-time only, driven by webhooks from your inspection software. There is no nightly polling — when an inspection is created, updated, or completed, the corresponding event is sent to your WolfPack CRM integration and the data is updated in your CRM within seconds.

This covers:

New inspections
Status changes (Scheduled → Confirmed, etc.)
Reschedules and fee changes
Cancellations
Report publication
Payment status

Note on Spectora: Spectora's API webhooks do not include an order-updated event. This means deals for Spectora inspections are only updated in your CRM when a status change occurs (e.g., Scheduled → Confirmed) or another supported webhook is triggered — not on every field edit. ISN customers do have an order-updated webhook, so ISN deals update whenever any order details change.

Reschedules: When an inspection is rescheduled, the existing deal is updated with the new date and details — a new deal is not created.

Understanding Your Deal Pipeline

Pipeline Stages

Your CRM pipeline is built to mirror the lifecycle of an inspection in your specific inspection software. The stages match your platform's status list directly:

Spectora pipeline stages:

Scheduled
Confirmed
Published
Cancelled
Archived
Deleted

ISN pipeline stages:

New
Scheduled
Confirmed
In Progress
Completed
Report Published
On Hold
Cancelled

Customizing your pipeline: Stage names can be customized during setup. To rename your pipeline or adjust stages later, contact your WolfPack team.

When a Deal is Marked "Won"

A deal is automatically marked Won when all three of the following are true:

The inspection has been paid for.
The inspection report has been published (delivered to the client).
All required agreements have been signed — or the inspection didn't require agreements (this is determined by your inspection software's agreement settings).

This ensures a deal is only marked Won when the inspection is truly complete from a business perspective — not just when the field work is done.

When a Deal is Marked "Lost"

A deal is automatically marked Lost when the inspection is cancelled in your inspection software.

Inspections that are archived or deleted in your inspection software are removed from the active sync but are not marked Lost — they stay in their last-known stage in your CRM.

What Happens to My Existing Data?

When you're upgraded, your existing CRM contacts and deals are not deleted or replaced:

Existing contacts stay as-is. When the integration encounters a contact that already exists (matched by email), it updates that record going forward.
New deals start fresh. Going forward, every inspection creates its own deal.
Old single-inspection data on contacts stays where it is — nothing gets overwritten or removed by the upgrade.

Backfilling Historical Inspections

If you want your full inspection history loaded into the new deal structure (rather than just going forward), the integration supports a one-time historical import for both Spectora and ISN. Ask your WolfPack team to run a backfill during or after setup.

Troubleshooting

A deal didn't appear in my CRM.

Check that the inspection exists in your inspection software and that the contact has an email address (contacts without an email are skipped).
Real-time sync usually completes within seconds. If a record is still missing after a few minutes, contact your WolfPack team — we can re-trigger the sync manually.

Data on a deal looks wrong.

First, confirm the source data in your inspection software is correct — the integration syncs what's there.
If the source is correct but the CRM is wrong, the issue is likely a field mapping. Contact your WolfPack team.

Contacts are appearing as duplicates.

Check whether the same person is using different email addresses across inspections. The integration matches on email, so different emails create different contacts.

Frequently Asked Questions

What will change when my connection is upgraded?

The two biggest changes are when contacts enter your CRM and how inspection data is stored. Previously, contacts only synced after an inspection was completed and the report was published, and each new inspection overwrote the previous data on a contact's profile. With the new API connection, contacts are created when an inspection is scheduled, and every inspection gets its own deal — so your full history is preserved and nothing gets overwritten.

How quickly will changes sync?

Within a few minutes. The integration is webhook-driven, so changes in your inspection software are pushed to your CRM in real time.

Will my existing contact records be affected?

Existing contacts won't be replaced. When the integration encounters a contact that already exists in your CRM, it updates that record with any new information. All future inspections for that contact will appear as separate deals linked to their profile.

Will it create duplicate contacts?

The integration matches contacts by email address. If a contact already exists in your CRM with the same email, it updates the existing record rather than creating a new one. The exception: if the same person uses different emails on different inspections, they'll appear as separate contacts.

Can my historical inspections be loaded in?

Yes. The integration supports a one-time historical import for both Spectora and ISN. Talk to your WolfPack team about scheduling a backfill.

What happens if an inspection is cancelled?

The corresponding deal is updated to reflect the cancellation and moved to your Lost stage.

What happens if an inspection is rescheduled?

The existing deal is updated with the new date and details. A new deal is not created.

Can I customize which fields are synced?

Yes. During setup, your WolfPack team configures exactly which fields from your inspection software map to which CRM fields, including any custom fields you've created. To change field mappings after setup, contact your WolfPack team.

Does the integration work with custom fields?

Yes. The integration discovers any custom fields you've set up in your inspection software account, and your WolfPack team will map them to fields in your CRM during setup. Standard field types (text, dropdown, date, number, checkbox) are supported.

What if I see incorrect data in my CRM?

First, confirm the source data in your inspection software is correct — the integration syncs what's there. If the source is correct but the CRM data is wrong, contact your WolfPack team and we'll investigate the field mapping.

Does the integration set lifecycle stage on contacts?

For ActiveCampaign, yes — contacts are automatically tagged as Lead while their deal is open and updated to Customer when their deal is marked Won. For HubSpot, lifecycle stage is left for you to manage through your own automations.