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Business systems integration

Connect the tools your work already depends on.

Keep useful systems in place. Define how information should move between them, which record to trust and what happens when an update cannot complete.

A connection is useful when the receiving system gets the right record and the team can see what happened. We start with one handoff and assess the access, mapping and operating responsibilities needed to make it dependable.

Discuss your systems What we check first

One workflow can connect the whole business

Your business doesn’t run in one system. Neither should your automation.

We connect the tools your business already relies on, so information can move where it needs to go without your team becoming the bridge.

One order · SO-1184Select a system to follow its handoff
Workflow orchestration

Designed and built by SystemVale

Shared references · Agreed rules · Visible exceptions

Website / Sales

Capture the order once.

A website order receives reference SO-1184. Its items, customer details and requested delivery date enter the workflow together.

Order details → customer matching

Systems, sequence and timing depend on your process and supported access. Start with one useful handoff and extend it where it helps.

Recognise your tools?

Start with a handoff your team already knows.

These combinations show the kind of workflow we can investigate with you. We confirm access, available actions, permissions and plan limits before proposing a connection.

Gmail → HubSpot → Slack

From enquiry to a sales task

Capture the enquiry, check for an existing customer, prepare a follow-up task and notify its owner.

Outlook → SharePoint → Xero

From invoice to a reviewed draft

Collect the document, check the required fields and route a proposed accounting draft for review.

Shopify → Google Sheets → Microsoft Teams

From order to an operations update

Pass an order reference into a shared operations view and flag exceptions for the team handling fulfilment.

Tell us which tools you use

Start with the systems involved

Where does the information live?

These categories describe possible scope. They are not a compatibility catalogue or a promise that every product can connect. Named platforms are assessed against their actual access and limits.

Inboxes and forms
Where requests arrive. Check access, attachments, sender context and repeated submissions.
Customer and sales records
Where customer identity and ownership live. Agree matching rules and permitted updates.
Orders and inventory
Where order lines, stock and fulfilment status live. Check availability freshness and reservation rules.
Accounting and finance tools
Where approved entries are prepared. Confirm draft, export and reconciliation options.
Documents and spreadsheets
Where teams keep working information. Agree structure, identifiers and who can edit it.
Older systems and devices
Where a supported API may be limited. Assess documented exports, interfaces and vendor constraints.

Check the route before the build

Establish what the connection can support.

Access and permissions

Is there a documented API, event feed or export? Which operations are allowed by the system owner and the account’s plan?

Record ownership

Which system owns each field? What identifies the same customer or order, and how are conflicting changes resolved?

Timing and limits

How fresh must the data be? What request limits, maintenance windows, licensing costs and volumes affect the design?

Recovery and visibility

How will an owner see a failure, correct its cause and safely reconcile or replay an update?

One connected update

Follow one record across the boundary.

The direction and rules depend on the systems involved.

Typical manual handoffs

  1. Copy a customer update from one tool
  2. Find a possible matching record
  3. Paste the changed fields
  4. Discover a failed or duplicated update later

Proposed workflow

  1. Integration

    Receive the change

    Capture the source reference, version and the fields permitted to move.

  2. Rule-based

    Validate and match

    Check the expected fields and destination identifier. Recognise a repeated event before writing.

  3. Human review

    Resolve uncertain matches

    Hold conflicting or missing identifiers for the agreed owner; do not guess which record to overwrite.

  4. Integration

    Write and verify

    Use supported access to update the destination and retain its acknowledgement and reference.

  5. Rule-based

    Reconcile the outcome

    Compare the expected update with the recorded outcome and show unresolved differences.

Choose the smallest suitable connection

Standard connector, custom code or staged exchange?

A maintained connector can be useful when it covers the required fields, actions and failure handling. Custom code may be needed for specialised rules, older interfaces or missing operations. An agreed file exchange can be a practical staged option when direct access is unavailable.

  • Check vendor-supported methods, terms and access with the system owner.
  • Scope field mappings, validation and duplicate behaviour explicitly.
  • Test permission failures, unavailable systems and partial completion.
  • Document monitoring, recovery, credentials ownership and handover.

If the required access is unavailable, discovery should surface that constraint before a build commitment.

See our delivery and handover process

Put the connection in context

Which workflow needs it?

For a closer technical look, open the existing-systems demo.

Integration questions

Start with access and ownership.

What can connect, how records stay consistent, and who handles the exceptions.

Do we have to replace our current tools?

Not necessarily. We first assess supported ways to connect the existing systems. Replacement or a staged change is considered when current access and workflow requirements make it necessary, rather than assumed at the outset.

What if our software has no API or standard connector?

We check vendor-supported alternatives such as scheduled exports, imports, or an agreed file exchange. A restricted or unsupported interface may limit the scope or require a staged approach. We confirm access with the system owner rather than promising a connection that bypasses vendor or security restrictions.

Can every update happen in real time?

Timing depends on available events, polling limits, and the receiving system. We agree how fresh each record needs to be, including acceptable delays and how those are shown. Some workflows suit event-driven updates; others are better served by scheduled synchronisation.

How do you prevent duplicates or one system overwriting the wrong record?

We agree the system that owns each field, reliable record identifiers, validation, and duplicate rules. Conflicting or uncertain matches should go to review. Testing checks repeated requests and partial updates as well as the normal path, with reconciliation to identify differences.

What happens when one system is unavailable?

We agree safe retries, visible failures, an owner, and a recovery procedure. A timeout does not always mean an update failed: uncertain outcomes need to be checked before trying again. The design should explain how queued work is recovered and when a person must intervene.

Who pays for subscriptions and maintains the connection?

Required product plans, connector licences, hosting, and usage fees are identified during scoping and distinguished from our implementation work. We agree account ownership, monitoring, and responsibility for vendor API changes. Ongoing maintenance is scoped explicitly rather than assumed to be included indefinitely.

Next step

Bring the tools and the handoff.

Tell us where the information starts, where it needs to arrive and what your team does between those two points.

Discuss your systems