03
Development
Workflow Automation & Business Systems
Automate the re-keying, chasing and copying that eats your team's week, with clear rules, a queue for the exceptions and a log of every step.
From$2,800
Software Development · Service 04
API & Systems Integration
Connect your CRM, ERP, accounting, store and payment systems so data moves on its own, mapped in writing, retried safely and monitored.
Starting from
$2,500
- Discipline
- Software Development
- Shortest timeline
- 2 to 4 weeks
- Clients
- Businesses, organizations & founders
- Delivery
- Remote, worldwide
What this service is
Your business runs on several systems that each hold part of the picture. When they don't talk to each other, your people become the integration: exporting, re-keying and reconciling by hand.
Systems integration gets separate applications sharing data reliably: orders flowing from your store into your ERP, won deals in your CRM becoming invoices in accounting, new hires in your HR platform getting accounts everywhere else. It sounds simple until the details arrive. Fields mean different things in each system, records change in two places at once, APIs enforce rate limits, and the other end occasionally goes down.
We handle those details explicitly. Every field mapping is agreed in writing before we build. Every connection retries safely, so a timeout doesn't turn into a duplicate order or a double charge. Every sync is monitored, and reconciliation reports show the systems agree. When you need an API of your own, for partners, customers or a mobile app, we design it, document it with OpenAPI and run it like a product.
Problems we solve
The situations that bring people to us
Integration problems tend to stay hidden until month-end. These are the usual warning signs.
The situation todayWhat changes
Someone exports a CSV from one system every morning and imports it into another
Automatic sync on a schedule or in real time, with no files passed around by hand
Customer and product records disagree depending on which system you check
A named system of record for every field, with changes flowing in one agreed direction
A connector failed weeks ago, and nobody noticed until the numbers were wrong
Health checks and alerts on every connection, so failures are caught while they're still small
Retries and timeouts create duplicate orders, invoices or payments
Idempotent processing that recognizes a repeated message and safely ignores it
Finance spends days matching payments against orders and invoices
Scheduled reconciliation reports that list every mismatch for review
Partners want to connect to your product, but you have no proper API to offer
A documented, versioned API with an OpenAPI specification and keys for each partner
What you get
Deliverables
Not every engagement includes every item. Your proposal lists exactly what's in scope, and what isn't.
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01
Integration inventory and data flow map
Every system involved, the data each one owns, how it's accessed today and where it needs to go, drawn as one diagram you can keep current.
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02
Field mapping specification
A written, field-by-field mapping between systems (formats, required values, transformations and defaults) agreed with your team before any code is written.
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03
Connectors and sync services
Services that move data through REST or GraphQL APIs, webhooks, file transfers or direct database access, on a schedule or in real time.
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04
Retries, idempotency and error handling
Retries with backoff, duplicate detection, a dead-letter queue for messages that keep failing, and respect for each vendor's rate limits.
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05
Authentication and credentials
OAuth, API keys and service accounts with the least access each connection needs, stored in a secrets manager and rotated on a schedule.
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06
Monitoring and alerting
A dashboard showing each connection's health and volume, with alerts to email, Slack or Teams when something fails or slows down.
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07
Reconciliation reports
Scheduled checks that compare record counts and totals across systems and list every mismatch, so it can be fixed at the source.
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08
API design and OpenAPI documentation
For APIs you publish: resource design, versioning, authentication, rate limits, an OpenAPI specification and a developer guide with working examples.
Visual model
How an integration layer connects your systems
How the pieces typically fit together on this kind of engagement.
CRMSalesforce, HubSpot
E-commerceShopify, WooCommerce
PaymentsStripe, PayPal
HR platformBambooHR, Workday
Integration layerMapping, retries and idempotency
ERPNetSuite, Dynamics
AccountingXero, QuickBooks
Your own appsIn-house databases
Partner APIKeys and rate limits
Monitoring and alertsHealth checks on every connection
Reconciliation reportsMismatches flagged for review
Common use cases
Where this work usually applies
Practical patterns rather than industry labels. The shape of the problem matters more than the sector.
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Use case 01
Online store to ERP and accounting
Orders, customers, stock levels and refunds flowing between Shopify or WooCommerce, your ERP and Xero or QuickBooks, with no exported files.
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Use case 02
CRM to finance handoff
Won deals in Salesforce or HubSpot create customers, contracts and invoices in your finance system, with payment status flowing back to sales.
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Use case 03
Payment reconciliation
Stripe or PayPal payouts, fees and refunds matched against orders and invoices automatically, with anything unmatched listed for finance.
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Use case 04
HR and account provisioning
New hires in your HR platform get accounts and access in every system they need, and lose them on their last day.
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Use case 05
Shipping and fulfillment
Orders sent to your warehouse, 3PL or shipping platform, with tracking numbers and delivery status written back to the customer record.
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Use case 06
Public and partner APIs
A documented API that lets customers and partners connect their own systems to your product, with keys, scopes, rate limits and a sandbox.
Our approach
How we handle this kind of work
The parts of our method that matter most for api & integration.
- 01
Agree every field in writing
Before we build, you sign off a mapping that says which system owns each field, how values translate and what happens when data is missing. Disagreements are cheapest to settle on paper.
- 02
Assume the other end will fail
APIs time out, rate limits kick in and vendors have outages. Every connection retries with backoff, queues what it can't deliver and never processes the same message twice.
- 03
Make every failure visible
When a sync stops or a record is rejected, the right person hears about it from an alert, not from a customer or the month-end numbers.
- 04
Prove the systems agree
Reconciliation reports compare counts and totals on a schedule, so you have evidence the integration works, not just an absence of complaints.
- 05
Treat your API as a product
Versioned, documented and backward compatible. Partners can build on it with confidence, and breaking changes come with notice and a migration path.
Project stages
From first conversation to delivery
Each stage has a defined output and a review point, so you always know where the work stands.
How our process works-
01
Survey
An inventory of every system involved, its API, limits and data quality, plus a data flow map and a fixed quote.
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02
Map
Field-by-field mappings, ownership rules and error-handling decisions, written up and signed off by your team.
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03
Connect
Connectors built and tested against sandbox accounts, including timeouts, duplicates and malformed data.
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04
Backfill
Historical records loaded and reconciled, so both sides start from the same verified baseline.
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05
Go live
Live traffic switched on in stages, with monitoring, alerts and reconciliation reports running from the first day.
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06
Monitor
Alert handling, vendor API changes and version upgrades, covered by a support plan that matches how critical each connection is.
Capabilities
What we bring to this work
Only the capabilities that matter for this service, and nothing we wouldn't actually recommend.
Integration
- REST and GraphQL APIs
- Webhooks and event streams
- Scheduled and real-time sync
- CSV, EDI and SFTP file exchange
- Message queues and dead-letter handling
- Idempotency and duplicate detection
Systems
- Salesforce, HubSpot and other CRMs
- NetSuite, Dynamics 365 and other ERPs
- Xero, QuickBooks and Sage
- Shopify, WooCommerce and marketplaces
- Stripe, PayPal and other payment providers
- HR, identity and in-house systems
API design
- OpenAPI specifications
- Versioning and deprecation policies
- OAuth 2.0 and API key authentication
- Rate limits and usage quotas
- Developer guides and sandboxes
- Request logging and audit trails
Delivery and engagement
Typical timelines
Timelines depend on the quality and limits of each system's API, access to sandbox accounts, the volume of historical data to backfill, and how quickly vendors and your team respond. Every proposal includes a dated schedule.
Single connection between two systems2 to 4 weeks
Multi-system integration with reconciliation6 to 12 weeks
Public API for your own product2 to 4 months, including documentation and a sandbox
Who it's for
Typical clients for this work
We work with companies, organizations and individuals. The requirement matters more than the size of the buyer.
Businesses
- Online retailers connecting a store, payments, inventory and accounting
- Companies whose CRM and finance system disagree about the same customer
- Growing firms adding systems faster than anyone can connect them
- Finance teams matching payments to invoices by hand
Organizations
- Nonprofits joining up donor, finance and membership systems
- Multi-site organizations running a different system in each location
- Agencies and public bodies exchanging data with partners
Software companies
- Product teams that need a public API customers can build on
- SaaS providers asked to integrate with the tools their customers already use
Related services
Often commissioned alongside this
09
Consulting
Software Architecture & Technical Consulting
Independent architecture and code reviews, technical due diligence and design advice, so big technical decisions rest on evidence, not habit.
From$2,200
06
Development
Legacy Software Modernization
Make aging software safe to change again: an honest assessment, tests around what works, then upgrades or staged replacement with no big-bang cutover.
From$2,900
Service FAQ
Questions about api & integration
Wouldn't a ready-made connector or integration platform be cheaper?
Sometimes, yes. If a supported connector or a platform such as Zapier, Make or Workato covers your systems and volumes, use it, and we'll tell you so. Custom integration earns its cost when the mapping is complex, the data is sensitive, volumes are high, or a failure would mean lost orders or double charges.
What happens when one of the systems goes down?
The integration waits rather than losing data. Messages that can't be delivered are queued and retried with growing gaps between attempts. Anything that keeps failing moves to a review queue, and someone is alerted. Because every operation is idempotent, retries don't create duplicates.
What access do you need to our systems?
The narrowest access each connection needs, ideally through a dedicated service account per system and never a person's own login. Credentials live in a secrets manager in your cloud account, every call is logged, and you can revoke access at any time.
Can you build an API for our own product?
Yes. We design resources and permissions around how customers will actually use them, publish an OpenAPI specification, and add authentication, rate limits, versioning and a sandbox. Clear documentation is part of the build, because developers won't adopt an API they can't understand.
What does the $2,500 starting price cover?
A single connection between two systems with usable APIs: a written field mapping, one sync direction, retries with duplicate protection, and failure alerts. Two-way sync, more systems, large historical backfills, reconciliation reporting and public API work add to the scope. You'll get a fixed quote against a written scope before you commit.
Starting from
$2,500
Final pricing depends on the number of systems, the quality of their APIs, sync direction and frequency, historical data volumes and reporting needs. You'll receive a fixed quote against a written scope before any commitment.
Have a project in mind?
Tell us what you're trying to achieve. We'll come back with a clear view of the scope, the approach and the cost, and if we're not the right fit, we'll say so quickly.