Connecting the Dots: First Steps to Integrate Your Systems

Many organizations struggle with fragmented systems:
Customer data in one platform, invoices in another, project info in a spreadsheet, and team updates in someone’s inbox.

If that sounds familiar, you’re not alone — and you’re not stuck.

You don’t need a full system overhaul to make progress.
By taking a few simple steps to connect key tools, you can reduce manual work, eliminate copy-paste errors, and finally get a clearer view of what’s happening across your business.

Step 1: Identify Two Systems Worth Connecting

Start small. The goal isn’t perfect integration — it’s quick, visible impact.

Look for two systems that:

• Are used regularly by different teams,

• Contain overlapping or related data,

• Are causing duplication, blind spots, or rework.

Examples:

• CRM ↔ Invoicing (to reduce billing delays or missed revenue)

• Support Tickets ↔ Order History (to speed up issue resolution)

• Project Management ↔ Timesheets (to get real-time insight on delivery)

Ask yourself:

“If these two systems talked to each other — even in a basic way — what would become easier for my team?”

Step 2: Choose Your Integration Path

You don’t need a custom build or an expensive platform to start linking systems. Here are three simple, progressive options:

🔹 Option A: Manual Export → Import

It’s not glamorous — but for many mid-sized businesses, a weekly export from one system and import into another can eliminate a lot of daily pain.

Example:
Export customer payment status from your accounting software, then import it into your CRM to flag clients with overdue balances.

Best for: Early-stage teams or limited tools with no APIs.

🔹 Option B: Use a Middleware Tool (No Code)

Platforms like Zapier, Make (Integromat), or Microsoft Power Automate act as bridges between popular tools — no coding required.

Example:
When a new deal closes in your CRM, auto-generate a draft invoice in your billing system and alert finance via Slack or Teams.

Best for: Common SaaS tools (e.g. HubSpot, QuickBooks, Salesforce, Trello, Outlook, etc.)

🔹 Option C: Native Integrations or Connectors

Many business platforms now offer direct integrations with each other — or connectors through platforms like Power BI, Databox, or your ERP’s ecosystem.

Example:
Connect project budgets in your ERP to Power BI for automated reporting — no need to build spreadsheets from scratch every month.

Best for: Teams ready to consolidate reporting or scale coordination.

Step 3: Keep It Light and Visible

Your first integration doesn’t need to solve everything — but it should do something useful.

Start with a small win:

• Reduce data entry by one step.

• Create a shared view across two teams.

• Automate a notification or status update that previously required a person.

Then document it:

“When X happens in System A, Y automatically updates in System B.”

This clarity builds momentum and makes it easier to scale improvements over time.

Integration Is a Journey — Not a Switch

Don’t wait for the “perfect” tech stack.
Even light connections between tools can reduce risk, free up time, and lay the groundwork for smarter decision-making.

And once your data is easier to access and act on, real transformation becomes a lot more achievable.

Want to explore how to link the systems you already have?
We help mid-sized teams make progress without major disruption — often starting with what’s already in place.