Business system integration & workflow automation
Your team wasn’t hired to connect your software.
Someone exports the spreadsheet. Someone retypes the figures. Someone checks which version is right. We connect the steps between your existing tools so a routine update doesn’t become another person’s task.
One agreed source for each fact. A checked path to the next system.
Start with one process. Keep the tools that already work.
A handoff you can trace
- Approved source record
- Validate fields + apply mapping
- Attempt destination update
- Confirm success or flag exception
Every transfer has a result. Every exception has an owner.
01 / Where work gets stuck
The gap between two systems has become somebody’s job.
Your tools may each work well. The trouble starts between them: a quote becomes a job, a spreadsheet becomes a report, a booking becomes a CRM record. Each transition brings another export, another copied value and another chance to lose context.
Small inconsistencies become expensive to untangle. A costing formula changes in one file. Two systems disagree on status. An update fails without telling anyone. Your team spends time reconciling work that should already be complete.
We begin with one important handoff. We agree which system owns each value, what makes a record valid and what should happen when something does not match. Then we build the connection around those decisions.
02 / A process your team can run
Make the next step part of the system.
Choose the source of truth
Map the current process and name the authoritative source for each field. Agree record identifiers, update direction and who can change business rules.
Check the data before moving it
Validate required fields, formats and agreed calculations. Test mappings against real examples so a missing value or changed formula becomes a visible issue.
Connect the complete handoff
Move approved information into the destination and confirm the result. Design for repeated events, duplicate records and updates that arrive out of order.
Make failures manageable
Add appropriate retries, a review queue and an owner for unresolved items. Record what happened so staff can investigate and recover without guessing.
03 / Define the work before the build
A clear scope. An owner. A way to check it.
What we scope with you
- A field map with clear data ownership and update rules
- A working integration for one agreed business workflow
- Validation of required inputs and agreed calculations
- Duplicate handling and recovery for interrupted transfers
- An exception queue, notifications and transfer history
- Documentation covering normal operation and common failures
A good fit when
- People repeatedly moving the same information between tools
- Spreadsheets that feed quotes, jobs or management reports
- Clear business rules and accessible source data
What needs a different approach
- A native integration already meets the need reliably
- Conflicting ownership or calculations nobody can yet define
- A wholesale ERP replacement or company-wide migration
Measure the work, including the checking.
We agree a baseline and targets for your process. These are the signals to compare before and after, not promised results.
- Manual touches per completed handoff
- Time between source update and destination confirmation
- Validation failures and unresolved exceptions
- Duplicate records and reconciliation effort
04 / Relevant work
The build behind the approach.
Built experience: the conversation reaches the CRM
Our missed-call recovery workflow captures job and property details, applies estimating logic, offers appointment slots and passes the resulting opportunity into GoHighLevel. It demonstrates a connected handoff through several stages, with the resulting information available in the team's existing CRM.
See what was built05 / Before you decide
Fair questions.
Do we need to replace our existing systems?
Usually the first step is to inspect what they already support. We can use available APIs, native connectors or suitable imports and exports. We recommend replacement only if an essential requirement cannot be met sensibly.
Can you connect a spreadsheet without losing our business logic?
We first identify its formulas, inputs, versions and owner. Agreed calculations become test cases. The spreadsheet may remain the authoritative source, or selected rules may move into the workflow after review.
What happens when a transfer fails?
The design distinguishes temporary errors from records needing attention. Suitable errors can be retried; unresolved items go to an owner with the context needed to fix them. We define recovery before launch.
Does every integration need AI?
No. Known rules and structured data are often better handled by conventional integration code. AI may help interpret unstructured input, but important values still need validation and uncertain cases need review.
One process is enough to start
Which information are you entering twice?
Show us where it starts, where it needs to end up and what people check along the way. That is enough to begin scoping a useful first connection.
Show us the manual handoffKnow if it is worth building.
£750 UK / $950 US
One process. Five days. About two hours of your team’s time.
The paid audit maps the process, checks the cost and gives you a clear recommendation. If a build makes sense, you get a fixed quote and expected running costs.
The report is yours. The audit fee comes off the build if you go ahead.
Read the audit detailsElsewhere in the process
Does this happen too?
Report production
Turn spreadsheets and approved source data into review-ready reports. Custom report automation for teams losing hours to recurring slides, charts and updates.
Client intake & quotes
Collect the details, documents and photos your team needs to prepare a quote or start work. Custom client intake automation with validation and clear handoffs.