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Every system knows something.None of them knows everything.

Your website, CRM, ERP and WhatsApp each hold a different piece of the same customer. We connect them so information flows on its own, once and correctly, without anyone copying data from screen to screen.

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One customer, five versions.One customer, one version.Fictional example
FieldWebsiteCRMERPAccountingWhatsApp
NameSource: CRMEmma ClarkeEmma ClarkeClarke E.Emma Clarke-WardEmma
PhoneSource: CRM•••• 4821•••• 4821Missing•••• 4821•••• 4821
StatusSource: ERPNew orderLeadActive customerOpen balanceUnknown
AddressSource: ERP12 Park Road, LeedsLeeds10 Park Road, Leeds12 Park RoadUnknown

One order passes through four systems.

Nobody types it twice. Pick a scenario and step through it, including what happens when a system doesn’t respond.

  1. WebsiteNew order
  2. CRMCustomer record
  3. ERPOrder and stock
  4. WhatsAppCustomer confirmation
Time
10:42:10
Orders in the ERP
1
Waiting in the queue
0
Messages to the customer
1

Everything works

  1. 10:42:05A new order comes in from the websiteName, phone number, three items and a delivery address.
  2. 10:42:06The CRM recognizes an existing customerThe phone number already belongs to a customer record. The order is added to it, so no duplicate record is created.
  3. 10:42:08The order is created in the ERPStock is updated and the warehouse sees the order. Nobody types it in again.
  4. 10:42:09The customer gets a WhatsApp confirmationWith the order number from the ERP. The confirmation goes out only once the order really exists.
  5. 10:42:10The CRM is updatedThe order status and ERP number appear on the customer record. Everyone who opens it sees the same picture.

The ERP is briefly down

  1. 10:42:05A new order comes in from the websiteName, phone number, three items and a delivery address.
  2. 10:42:06The CRM recognizes an existing customerThe phone number already belongs to a customer record. The order is added to it, so no duplicate record is created.
  3. 10:42:08The ERP doesn’t respondThe order isn’t lost: it’s held in a queue, waiting for the next attempt.
  4. 10:43:08Second attempt, a minute laterStill no response. The customer gets no confirmation for an order that doesn’t exist yet.
  5. 10:48:08The owner is alertedAfter several attempts, the person responsible gets a message with the order details, so they know before the customer asks.
  6. 10:57:08The ERP is back, and the order is created onceThe queue clears. The order ID is checked, so even after several attempts no duplicate order is created.
  7. 10:57:09The customer gets a WhatsApp confirmationWith the order number from the ERP. The confirmation goes out only once the order really exists.
  8. 10:57:10The CRM is updatedThe record also shows the delay and the attempts. If someone asks what happened, the answer is already there.

A demonstration with sample data. Not any specific client’s system.

Every field has an owner.

Before connecting anything, we decide three things about every piece of data. That’s the difference between an integration that works in a demo and one that works for years.

  1. Where it comes from

    One system decides. The customer’s phone number, for example, is owned by the CRM, and every other system receives it from there.

  2. Where it flows

    One way or both ways, instantly or once a day. Based on what the business needs, not on what’s easiest to connect.

  3. What happens when it fails

    A queue, a retry and an alert to the person responsible. No record disappears silently, and no action happens twice.

No API? There are other doors.

An old or closed system isn’t the end of the road. We find a point in the process we can rely on and connect through it.

  1. API

    The direct connection. When it exists, we start there.

  2. Webhook

    The system announces it the moment something happens.

  3. Scheduled email or file

    A daily report or automatic export we can receive and parse.

  4. The database

    Direct reads, with limited permissions and plenty of care.

  5. The screen itself

    The last resort: automation that works the interface the way a person would.

From the fieldNo API, so we connected through the system’s daily email.Magical SkinClinic · Optimus, automation and WhatsAppThe system had no API. It did send a daily email, and that was enough.Read the full story From the fieldThe legacy system stayed. WhatsApp was connected to its data.ShogunBags and leather goods importer · WhatsApp and HashavshevetThe old system stayed. WhatsApp became its front end.Read the full story

Questions before we connect.

What exactly is a system integration?

A connection that moves information between systems without anyone copying it by hand. A website lead enters the CRM, an order is created in the ERP and a confirmation goes to the customer on WhatsApp. Each system keeps doing what it does best.

Our system has no API. Can it still be connected?

Usually, yes. We look for another way in: a report sent by email, an export file, the database or automation on the screen. We choose the most reliable route available, not the quickest one to set up.

What happens when one of the systems is unavailable?

The data is held in a queue and retried at intervals. If the problem continues, the person responsible gets an alert. When the system is back, the action runs exactly once.

How do you prevent duplicates?

Every record has an identifier that’s checked before anything is created. Even when the same event arrives twice, it’s handled once.

Do we need to replace systems to connect them?

Usually not. The goal is to connect what already works for you. We replace a system only when it’s genuinely holding the business back.

Which tools do you work with?

Make, n8n, custom code and the systems’ own APIs. The tool is chosen by the process, the reliability it needs and the cost of maintaining it over time.

Who maintains the integrations after launch?

You get documentation of every connection and alerts when something fails. You can continue with us through prepaid development hours or ongoing support, or your own team can maintain them.

How much does it cost?

It depends on the number of systems, the volume of data and how each system can be connected. After a short call, you’ll get a clear direction and a proper proposal.

Which of your systems still aren’t talking?

Tell us what needs connectingMessage us on WhatsApp

Contact

Let our solutions work for you.

No spec or requirements document needed. A few sentences about the problem are enough, and we’ll come back to you with a direction.

We’ll send a short verification code to this number on WhatsApp.