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Malcolm Turley
8 months ago
Systems integration
One source of truth across every system
Most businesses run on several separate systems. Invoices live in the accounts package, jobs in the service desk, stock in the warehouse system and files in Microsoft 365. When they don’t talk to each other, people end up copying the same information from one to another.
Systems integration connects these tools so a change in one is reflected in the others automatically. A completed job, a new order or a paid invoice updates everywhere it needs to, without anyone retyping it.
We build integrations using the connections your software already offers, and develop custom links where it doesn’t, so even older or specialist systems can join in. If your main goal is connecting everything to your CRM, take a look at our dedicated CRM integration service.
What we can connect
If two systems hold the same information, they should share it automatically. These are the integrations we build most often.
Accounts and finance
Invoices, payments and customer balances kept in step between your accounts package and the systems that create them.
Service desk and billing
Completed work and time logged in your service desk turned into accurate invoices automatically.
Microsoft 365
Teams, Outlook, SharePoint and Excel linked to your other systems, so updates appear where people already work.
Websites and e-commerce
Orders, enquiries and bookings from your website sent straight into the right system, with stock and pricing kept in sync.
Stock and orders
Stock levels, orders and suppliers kept consistent across your ordering, warehouse and finance systems.
HR and payroll
Starters, leavers, holidays and timesheets shared between HR, payroll and IT systems, so everyone works from the same record.
Telephony and communications
Call records, voicemails and text messages linked to customer and job records automatically.
Specialist software
Industry and line-of-business systems connected through their APIs, or through custom integrations where needed.
How we connect your systems
There’s no single right way to integrate systems. We choose the approach that’s most reliable and cost-effective for your software and budget, and explain the options before we start.
Because we’re also a managed IT provider, we look after the integrations once they’re live, monitoring them and updating them when your software changes.
- Built-in connectors where your software already supports them
- API integrations built and managed by our developers
- Microsoft Power Automate for systems in the Microsoft 365 world
- Scheduled data syncs for older systems without live APIs
- Secure file transfers where nothing else is available
- Monitoring and alerts, so any failed sync is picked up quickly
Integration with AI built in
Integration moves data between systems. Adding AI means that data can be understood, cleaned and acted on along the way.
Data cleansing
Names, addresses and records tidied up and de-duplicated as they move between systems.
Smart routing
Incoming information read and sent to the right system or team based on what it contains.
Summaries and insight
Activity across several systems summarised into a clear update, ready for a manager to act on.
Signs you need systems integration
Disconnected systems cost time every day, but the cost is easy to miss because it’s spread across the whole team.
Staff re-key the same data into several systems
Every time information is typed twice, it takes time and creates a chance for errors.
Your systems disagree with each other
Customer details, prices or stock levels are different depending on which system you look in.
Invoicing is slow
Completed work has to be checked and typed into the accounts package before it can be billed.
Reports mean exporting from several places
Getting a full picture of the business means pulling spreadsheets from several systems and stitching them together.
You’re not getting full value from your software
Systems that can’t share data force workarounds that cancel out the benefit of having them.
Our Mission
Transforming the Way Businesses Work
Our mission is to transform the way businesses work through intelligent technology, AI and business automation, backed by proactive support.
Every solution we deliver is designed to help organisations:
Every solution we deliver is designed to help organisations:
The benefits of systems integration
- No more retyping data between systems
- Everyone works from the same, up-to-date information
- Fewer errors, duplicates and missing records
- Faster invoicing and quicker customer responses
- More value from the software you already pay for
- A clear view of your business across every system
Systems integration by industry
Here are some of the systems we connect for businesses in different sectors:
Wholesale
E-commerce store, stock control, warehouse system and accounts kept in sync.
Manufacturing
ERP, production planning, stock and accounts linked, so orders flow straight through.
Professional services
Practice management, timesheets, billing and document management connected.
Healthcare
Clinical, rota, HR and finance systems sharing data securely.
Construction
Job management, estimating, site apps and accounts linked from quote to invoice.
Recruitment
Recruitment CRM, job boards, timesheets and payroll connected.
Legal
Case management, legal accounts, document management and Microsoft 365 working together.
Education
School MIS, finance, HR and Microsoft 365 linked for staff and student records.
Retail
Tills, online shop, stock and accounts all showing the same figures.
How it works
- 01 Discover We map the systems you use, the information that moves between them and where it currently gets stuck.
- 02 Design We agree which system owns each piece of information and exactly how and when it should sync.
- 03 Build and test We build the integration and test it against real records to make sure data moves accurately.
- 04 Launch and support We put it live, monitor it closely and update it when your software or processes change.
Related services
Why Smart IT
As your managed IT provider, we look after both the systems and the integrations between them, so there’s one team accountable when something changes.
Systems integration FAQs
Which systems can you integrate?
Most modern business software, including accounts packages, service desks, Microsoft 365, e-commerce platforms, HR systems and industry software. If a system has an API, we can usually connect it.
What if our software doesn’t have a ready-made connector?
We develop custom integrations using the system’s API, or other secure methods, such as scheduled file transfers, where an API isn’t available.
What is an API?
An API is a secure way for one piece of software to share information with another. Most modern business systems have one, which makes them much easier to integrate.
What happens if one of the systems is offline?
We build integrations to queue and retry changes, so information catches up once the system is back, and we’re alerted if anything needs attention.
How secure are integrations?
Every integration uses secure, authenticated connections with only the access it needs. Smart IT is ISO 27001 certified, and security is designed in from the start.
Do you support integrations after they go live?
Yes. We monitor integrations, deal with any issues and update them when your software changes, so they keep working.
Do we need to replace any of our current software?
Usually not. Integration is about getting more from the systems you already have, not starting again.
How is this different from CRM integration?
Systems integration connects any of your business systems to each other. CRM integration focuses on connecting everything to your CRM, so it becomes the complete record of every customer.
