System integration
We connect the systems you already run so data moves between them automatically, instead of being copied by hand.
Most businesses do not have a software problem. They have a connection problem. The CRM knows one thing, the accounting tool knows another, and a person spends part of every day moving numbers between them and hoping nothing was missed.
We close those gaps. We use the proper interface for each system: a documented API where one exists, events and webhooks so changes propagate the moment they happen, and screen-level automation only where a system genuinely cannot be changed.
A person should not be the integration
When two tools cannot talk to each other, a person becomes the integration. They export a file from one system, reformat it, and paste it into the next. It works until someone is on holiday, the spreadsheet column shifts, or two people edit the same record and the totals quietly stop matching.
The cost is rarely one dramatic failure. It is the steady drag of re-keyed orders, reconciliations that take a full day, and reports nobody fully trusts because the source of truth is unclear. System integration removes the manual hop so each piece of data is entered once and stays consistent everywhere it is used.
The proper interface for each system, in order of preference
We pick the connection method per case, not by habit. The right one is almost always the one a system already supports, and we only drop down a tier when a tool leaves us no choice.
| System | Protocol | Direction | Owner |
|---|---|---|---|
| CRM | API | Two-way sync | Sales ops |
| App | Webhooks | Outbound, on change | Product |
| ERP | API | Two-way sync | Operations |
| Accounting | Webhooks | Inbound, on change | Finance |
| Warehouse | RPA, screen level | Outbound | Warehouse ops |
Each field's owner is agreed before anything is wired. A mismatch stops the sync and raises a flag, so it never reaches your ledger unnoticed.
A failed delivery heals itself
Connections fail sometimes: a timeout, a deploy on the other end, a rate limit. What matters is what happens next.
- Received
Order paid, webhook fired to the warehouse system.
- Attempt 1
502 from the endpoint. Retried after 2s.
- Attempt 2
502 again. Backing off to 8s.
- Delivered
200 OK. Recorded once.
The idempotency key meant the order was recorded exactly once, even though the endpoint failed twice before it succeeded.
Map it, agree it, build it, hand it over
Every integration follows the same four steps, so you always know which stage we are in and what comes next.
Audit
We map the systems involved, the data that moves between them, who touches it by hand today, and where each system actually allows a connection.
Design
We agree the source of truth for each piece of data, the direction it flows, and how conflicts and failures are handled, before any code is written.
Build
We build the integration against the proper interfaces, with validation, logging, and retries, and test it on real data including the awkward cases.
Hand over
We document every connection and field mapping, show your team how to monitor and operate it, and stay reachable while it settles in.
A connection you can run without us
A working integration
Live connections between your systems that move data automatically, replacing the manual export-and-paste step entirely.
A data map
A plain record of which system owns each field, where it flows, and how it is transformed along the way.
Failure handling you can see
Logging, retries, and alerts so a failed sync is visible and recoverable rather than a silent gap discovered weeks later.
Operating documentation
Clear notes your team can follow to monitor the integration, understand what each connection does, and know who to call when a vendor changes their API.
Held to the standard of our own product
Integration discipline is what our own shipped product lives or dies on. It connects to Xero and QuickBooks through their documented APIs and reconciles VAT across jurisdictions, where one mismatched field would surface as a wrong return. Pileform is the product that proves it. We hold your connections to that same production standard.
When connecting systems is one step inside a larger change, it sits naturally within our digital transformation work. When a tool genuinely cannot do the job, that becomes a custom software conversation rather than a hidden rebuild.
Connecting systems, the common worries
What if one of our systems has no API?
We check first, because many tools have an API that is not advertised. If one genuinely does not, we use screen-level automation as a fallback and tell you plainly where that is fragile, so you can decide whether it is worth it.
Will this lock us into a custom system only you can maintain?
No. We build against documented interfaces, hand over full documentation of every connection and field mapping, and your team can operate or hand the work to anyone else. We would rather you not need us than depend on us.
Do you replace our existing software?
Usually not. Integration is about making the tools you already own work together. If we find a system that genuinely cannot do the job, we will say so, and that becomes a separate custom-software conversation rather than a hidden rebuild.
How do you stop bad data from spreading between systems?
We agree a single source of truth for each field and add validation at the boundary. If something does not match, the integration flags it and stops rather than copying the error everywhere.
What happens when a vendor changes their API?
We build against documented, versioned interfaces so most changes are non-breaking, and our logging shows the failure immediately when one is not. The handover documentation covers exactly what to check and update.
How long does a typical integration take?
It depends on how many systems are involved and how cleanly they expose their data. We scope that during the audit and give you an honest estimate before any build, rather than a number we cannot stand behind.