Cutting Manual Sales Admin by Connecting Medusa to Microsoft Dynamics

stp.one is a leading European legal services platform delivering intelligent software solutions across Germany, the Nordics, and beyond. With more than 30 years of expertise, the company employs over 400 people across 12 locations, supporting 8,000+ law firms and legal departments with day-to-day case and document workflows.

stp.one runs its commerce operations on Medusa, but its sales team's day-to-day tools were disconnected from it. Every order placed on the platform required manual work to create the corresponding Account, Contact, and Opportunity in Microsoft Dynamics Sales - the CRM the sales team actually works in day to day.

A new order coming in through Medusa didn't automatically become a new customer record in Dynamics. Someone had to notice it, open Dynamics, and re-key the details - the same information, entered twice, in two systems that had no way of talking to each other. The more orders came through, the more that manual step became a bottleneck rather than a formality.

stp.one's objective was direct: heavily reduce internal administration effort in the sales department to increase revenue margin. That meant closing the gap between the commerce platform and the CRM the business actually runs its sales process on - not adding another dashboard to check, but removing the re-entry step entirely.

Rigby built an integration layer connecting stp.one's Medusa marketplace to Microsoft Dynamics Sales, on top of a Medusa.js migration foundation, delivered across four work packages with a two-person Medusa Experts team.

Medusa to Dynamics Sales (CRM) Integration

Orders placed in Medusa now automatically create or match the corresponding Account in Dynamics Sales, link the matching Contact when one exists, and close a new Opportunity as Won - including conflict handling and retry logic for edge cases like existing customer records. The sales team opens Dynamics to a fully-formed record, not a blank form.

Email-First Checkout Validation

At checkout, an email-first lookup checks the order against Dynamics Sales in real time, using the customer number to disambiguate when an email matches multiple accounts. No sale is ever blocked by the check - orders that don't resolve cleanly are routed to the sales team's review queue instead of stopping the customer.

Migration Foundation

Ahead of the integration work, Rigby also handled the underlying Medusa.js migration itself - replacing the prior Shopify setup, building the custom modules the integration needed, migrating the product catalog, and connecting the new frontend.

The integration has processed 500+ orders through UAT and early production traffic, validating the sync logic - Account/Contact matching, Opportunity close, and checkout lookup - across real order volume.

The strongest signal of the outcome isn't a metric: stp.one moved directly into planning a Phase 2 scope, covering multi-vendor marketplace functionality, direct Medusa-to-Business Central writes, and automatic contract generation in the ERP. Manual re-entry between Medusa and Dynamics is gone for matched orders - they arrive in the CRM as ready-to-work records instead of data-entry tasks, while anything ambiguous routes to the sales team for a quick decision rather than blocking the customer. A client planning a scope expansion this early is a proof point that doesn't need a metrics table to make its case.