Business Systems Not Talking to Each Other?
Staff copy information from one system to another, and reports don't match. We connect your systems so data is entered once and every report shows the same numbers.
- 20+ years connecting business systems
- Works with Xero, MYOB and the systems you already use
- Fixed quote after a free chat
Systems That Don't Talk
Your business runs on software. A CRM for sales, Xero or MYOB for the accounts, a job or project system for operations, and a few more besides. The trouble is, none of them talk to each other. Information gets stuck in one place, and staff spend their days copying it from one system to the next.
We connect them, so information entered in one system flows to the others automatically. It's checked on the way, and if anything needs attention, a named person gets an alert. Your staff get their time back, there are fewer mistakes, and reports show the same numbers whoever runs them.
Sound Familiar?
Everyday signs that your systems aren't connected. If you recognise three or more, it's worth fixing.
Checking several systems to answer one customer question
Copying and pasting between systems every day
Different systems showing different numbers for the same thing
No one set of numbers everyone trusts for customers, stock or finance
Emailing spreadsheets around because systems can’t share data
Matching records between the CRM and the accounts by hand
Staff keeping their own spreadsheets because the main systems are missing things
New staff taking a long time to learn which system holds what
The same customer set up more than once in different systems
Friday afternoons spent pulling figures from several systems for a weekly report
Orders slipping through the gap between sales and dispatch
No way to see a customer’s full history without logging into several systems
What Disconnected Systems Cost You
Information Stuck in Separate Systems
Customers are in one system, orders in another and the accounts in a third, so nobody sees the whole picture.
What it costs you: Decisions made on half the picture, missed opportunities, no full view of each customer
Copying by Hand
Retyping invoices from the CRM into the accounts, emailing spreadsheets between teams
What it costs you: Paid hours spent retyping, higher wage costs, fed-up staff
Numbers That Don’t Match
Sales quotes one revenue figure and finance another, or the warehouse and the website show different stock counts.
What it costs you: Nobody trusts the reports, compliance worries, mistakes customers notice
Reports Running Late
Month-end drags on, and management reports are out of date when they arrive
What it costs you: Problems spotted late and dealt with slowly
Ways to Connect Your Systems, From Quick Fixes to Bigger Changes
Direct Connections
Your systems pass information to each other automatically, as it happens.
- CRM to the accounts
- Online store to stock
- Rostering to payroll
- Point-of-sale to the accounts
Best for: Online systems that allow other systems to connect
Ready-Made Connector Tools
Tools like Zapier, Make or Power Automate link popular apps without custom building.
- Steps across several systems
- Automatic alerts
- Reformatting data on the way
- Sending work to the right person
Best for: Simpler links between popular apps, set up quickly
Custom-Built Connections
A connection built around your exact process, including older systems.
- Older systems
- Complicated business rules
- Large volumes of data
- Industry-specific steps
Best for: Unusual processes, or older systems with no standard way to connect
Replacing Some Systems
Swapping several separate tools for one system that does more of the job.
- One view from start to finish
- One set of data
- Reports in one place
- Fewer steps
Best for: Businesses ready to settle on fewer systems
The cost depends on how many systems are involved and how much needs to be built, so we look at your setup first and give you a fixed quote after a free initial chat. Replacing a system is usually a much bigger job than connecting it.
What It Looks Like in Different Industries
Construction
- Project management (Procore, Buildertrend)
- Accounting (MYOB, Xero)
- Estimating (Buildsoft, CostX)
- Timesheets (paper or separate app)
- Job costs not known until well after the job ends
- Estimators and accounts working from different numbers
- Subcontractor invoices typed into the accounts by hand
- No up-to-date view of whether a job is making money
Job costs in one view, progress claims done automatically, margins tracked as the job runs
Retail
- Point-of-sale (Lightspeed, Vend)
- Stock (separate system or spreadsheets)
- Accounting (Xero, MYOB)
- Online store (Shopify, WooCommerce)
- Store and online stock out of step
- Daily sales typed into the accounts by hand
- Running out because systems show different quantities
- No full purchase history for each customer
One stock count across store and online, sales matched in the accounts automatically, full customer history
Professional Services
- CRM (Salesforce, HubSpot)
- Billing and invoicing (Xero, QuickBooks)
- Project management (Monday, Asana)
- Time tracking (Harvest, Toggl)
- Won deals in the CRM don’t set up projects
- Timesheets don’t flow into invoices
- Project profit not known until month-end
- Client emails and notes spread across several tools
Won deals become projects and then invoices, up-to-date view of billable time, full client history in one place
Do You Have a Disconnected Systems Problem?
If you answer yes to three or more, disconnected systems are costing your business real time and money.
Do you copy data by hand between two or more systems?
Every copy-and-paste job is work a connection could do instead. Even 15 minutes a day adds up to about 65 hours a year for one person.
Do different teams report different numbers for the same thing?
If the numbers don’t match, nobody can trust the reports, and every decision gets harder.
Does a management report take days to put together?
Slow reports usually mean the systems aren’t connected. Once they are, a dashboard can keep itself up to date.
Do staff keep their own spreadsheets alongside the main systems?
Private spreadsheets are the clearest sign the main systems don’t give people what they need.
Have you lost data or made mistakes from copying by hand?
Every manual step is a chance for error. One wrong digit can cause bigger problems later.
Do new staff take a long time to learn all your systems?
The more separate systems there are, the longer it takes new people to get up to speed.
Related Pages
More on how we connect business systems, and why it keeps getting harder: software sprawl
All Your Numbers in One Dashboard
See figures from all your systems in one up-to-date dashboard.
Learn moreReady to Connect Your Business Systems?
Tell us which systems you use and where information gets copied by hand. We'll tell you how they could be connected, and give you a fixed quote.
Free initial chat • No obligation