The average Australian business uses 5-10 different software systems. Accounting (Xero, MYOB, QuickBooks), CRM (HubSpot, Salesforce, Zoho), plus industry-specific tools, project management, and often custom systems built over the years.
Getting them to work together isn't just nice to have—it's often the key to operational efficiency.
Start with the Core Flow
Before connecting everything to everything, identify your core business flow. For most businesses, it's some version of:
- Lead or enquiry comes in (CRM)
- Work gets quoted and approved (CRM or custom)
- Work gets delivered (operations system)
- Invoice gets sent and paid (accounting)
Focus on integrating this core flow first. Other connections can wait.
Common Integration Patterns
CRM to Accounting: When a deal closes, create an invoice automatically. When payment is received, update the CRM. This eliminates double entry and ensures both systems stay in sync.
Operations to Accounting: Time tracking, job costs, inventory movements—all of this affects your finances. Connecting these systems gives you real-time visibility into profitability.
CRM to Operations: Customer details entered once shouldn't need re-entering. New jobs should flow from sales to delivery without manual handoffs.
Integration Options
Native integrations: Many systems have built-in connections. Xero connects to dozens of CRMs and apps. These are usually the simplest option.
Middleware platforms: Tools like Zapier, Make (formerly Integromat), and Tray.io connect systems that don't have native integrations. Great for simpler flows.
Custom integration: For complex logic, high volumes, or systems without APIs, custom development may be necessary. More expensive upfront, but often more reliable long-term.
What About Legacy and Custom Systems?
Older or custom-built systems are often the hardest to integrate. They may lack APIs, use outdated formats, or have undocumented quirks.
Options include building custom connectors, using database-level integration, or sometimes accepting that manual processes will remain for legacy systems until they're replaced.
Getting Started
Map your current manual handoffs. Identify where staff copy data between systems. Those are your integration opportunities, ranked by time savings and error reduction potential.
Start with one integration. Get it working reliably. Then expand systematically.
