Your Systems Each Know
Part of the Story.
Sales lives in the CRM, orders in the store, jobs in scheduling software, money in accounting and customer questions in the help desk. None of them agree, so people check two screens and copy between them. We connect them with clear rules about which system owns each piece of information, so they stay in step and tell you when something fails.
Signs Your Systems Are Disconnected
Which one is right?
A customer’s details, an order status or a price differs between two systems, and people have to guess which to trust.
Exports and imports
Someone downloads a file from one system and uploads it to another on a schedule.
A connector that fails quietly
An existing integration sometimes stops working, and nobody notices until a customer does.
Duplicates everywhere
The same customer or product exists several times across systems with slightly different details.
No single view of a customer
Answering a simple customer question means opening four different tools.
Every new tool makes it worse
Each new piece of software adds another island of data instead of fitting in.
What It Actually Costs
The copying is small per record and large per year. The mistakes that disconnected systems cause, wrong prices, missed orders, customers asked twice, are harder to count. This illustration counts only the copying.
- 3 people
- doing the work
- 6 minutes
- each time
- 100 times a week
- across everyone
- $40 an hour
- loaded cost per person
About 10 hours a week, or $18,400 to $20,800 a year
How We Integrate Systems
An integration that works on the first day is easy. One that keeps working when a system is slow, down or changed is what you are paying for.
Decide who owns what
For each kind of information, one system is the source of truth. We write down those rules, including what happens when both sides change the same record.
Connect through supported routes
We use each system’s API, webhooks or supported exports rather than fragile shortcuts, and check each vendor’s limits before relying on them.
Make failures safe
Syncs are retried in a way that never creates duplicates, and anything that still fails is set aside for review instead of being lost.
Make failures visible
A failed sync raises an alert to a named person, and a log shows what moved, when and why.
Before and After
An illustration of a common workflow, not a client project.
A fitness studio sells memberships online, books classes in a scheduling app, bills in accounting software and tracks leads in a CRM. Front desk staff update each system by hand when a member upgrades or cancels.
A membership change in the online store updates scheduling access, billing and the CRM record automatically. If the scheduling app is unavailable, the change waits and retries, and the front desk is alerted only if it still has not gone through.
Is Integration the Right Answer?
Integration makes sense
- Two or more systems must agree about the same records
- Updates happen daily or more often
- The systems offer APIs, webhooks or reliable exports
- Mismatches cause customer-facing mistakes
Consider something else first
- One system could replace several of the others
- The data changes a few times a year
- A well-supported connector already does exactly this
- A system forbids automated access in its terms
Typical Starting Points
Work is priced by scope, not by the hour. You get a written scope with a fixed price before anything starts, and larger builds are split into milestones. The ranges below show where engagements typically start.
See Starting Prices
| Engagement | When it fits | Investment |
|---|---|---|
| Automation Opportunity Review | You know the workflow hurts, but not yet what, if anything, to build: one workflow reviewed, with the smallest worthwhile fix in a written action plan. | $495 fixed fee |
| Quick Win Automation | One tightly bounded problem with a clear finish line. | From $1,500 |
| Core Automation or Integration Build | Workflows and system connections the business runs on, priced in a written scope. | From $5,000 |
| Operations Automation Partnership | After a build: monitoring, maintenance, vendor and API changes, and small improvements. | From $750 / month |
Hosting, domains, licenses, subscriptions, and processing fees stay in accounts you own and are billed to you directly by each vendor whenever practical. Where we must place an approved charge on your behalf, that amount is collected before we incur it.
After the Build
Every build ends with documentation and a handoff, so your team can run it. If you would rather not, a monthly partnership covers monitoring, vendor and API changes, and small improvements under its own written agreement.
See Partnership LevelsBefore You Ask
- How is this different from a ready-made connector?
- Ready-made connectors work well for common, simple cases, and we will recommend one when it fits. Custom integration is for ownership rules, error handling or combinations of systems those connectors do not support.
- What happens when one system is down?
- Changes wait and are retried safely once it is back. Nothing is silently dropped, and a person is alerted if a change cannot complete.
- What if a vendor changes its API?
- Vendors do change their APIs. The integration is documented so your team can update it, or a monthly partnership covers vendor and API changes.
- Should we consolidate into fewer systems instead?
- Sometimes, and the review considers it. Replacing several tools with one can be better than connecting them, but it also means retraining and migration.
- Is QuickBooks integration covered?
- Yes, and it has its own page because it comes up often. Accounting systems follow the same principles with a few extra rules about who may post what.
Figures on this page are illustrations based on the stated inputs, not client results, and are not a promise of savings. We do not guarantee any particular business, time-saving or technical outcome. This page is a summary for convenience; our Terms of Service govern.
Full terms: Terms of Service
Which Systems Should Be Talking to Each Other?
List the systems, what information moves between them today and what goes wrong. We will tell you what connecting them would take.