Customer source
- External reference
- ORG-081
- Legal name
- Northbank Workshop Pty Ltd
- Billing email
- accounts@example.test
For Australian businesses whose CRM, job and finance records disagree
System integration for records that agree.
We connect your CRM, operations and finance tools around a clear rule for each field. Your team can see what changed, which source is authoritative and whether the destination actually accepted it.
Built in Melbourne. Connected worldwide.
A closer look +
Who it is for
When three systems hold three different answers.
For businesses copying the same customer, job or invoice details between Xero, HubSpot, ServiceM8, spreadsheets and other business software. We scope the exact API, webhook or supported connector operation in your account, including plan access and write limits.
What changes for you
01
A stable identity across different systems
02
An agreed owner for every shared field
03
A review queue for genuine disagreements
04
A receipt that confirms the intended write
Example system · Simulated business data
Two records. One explicit disagreement.
Destination record
- External reference
- ORG-081
- Legal name
- Northbank Workshop Pty Ltd
- Billing email
- billing@example.test
Expected receipt after an approved write
Source C-081 revision 4 → destination F-209 → saved email checked against the approved value. A timeout leaves the result uncertain until F-209 is read back.
Agree which system wins before connecting them
The customer name might belong to the CRM, the invoice status to finance and the delivery address to the job record. We write those rules down field by field. The newest timestamp is not automatically the best source, particularly when staff are correcting historical information.
Matching uses stable IDs wherever the tools support them. If old records have only names or email addresses, we define a cautious matching and review process. Creating another customer because a lookup returned an ambiguous result makes the next sync harder.
- A mapping of source fields to destination fields
- Required types, formats and empty-value behaviour
- Conflict rules and permitted write directions
- Reference IDs and a reconciliation report
Check the result beyond a green run
We test missing values, duplicate events, pagination, expired access and changed records. A webhook can arrive twice or out of order. The design needs to recognise an event already handled and avoid overwriting a newer accepted state with an older one.
A successful API response is a useful signal, but the business outcome still needs confirmation. We compare the intended fields with the saved destination record and capture the receipt. Periodic reconciliation can find records that never triggered a sync at all.
You own the integration accounts and access. The handover includes the mapping, known API restrictions, safe retry procedure and the person responsible for a disagreement. If the vendor changes a field or permission, that dependency has somewhere visible to land.
The example shows our design approach using simulated records. It is not a client case study or a measured performance result.
What it costs
Price the scope and the operation.
The important variables are field ownership, historical cleanup, identity matching, API access, volume and the number of directions data can travel. Two-way synchronisation needs explicit conflict rules and may cost more than a carefully bounded one-way flow.
We put the build scope, fee and payback estimate in writing using your baseline. You own the accounts, workflows and documentation. Software, hosting and AI usage are separate operating costs.
Automation builds
From $3,500 AUDOne process, rebuilt to run without you. Monitoring and documentation included.
Typical projects
$3,500 to $12,000 AUDSeveral connected processes across two or more systems, where the data needs cleaning first.
Complex AI agent systems
$12,000 to $25,000 AUDAgents that read unstructured information, decide and write back, with human review and a full audit trail.
Ongoing care plans
$750 to $2,500 AUD per monthPriced on how much you run and what your business loses the day one of them stops.
When something breaks
A clear owner. A safe next step.
A timeout after a write is an uncertain result. We query the destination using the stable reference before attempting the write again. A rejected field goes to review with the original value and the intended change, so a person can repair the right record.
We account for a failed run, an empty result and a run that never starts. Your written care scope names alert ownership, recovery responsibilities and change boundaries. Support commitments belong in that scope.
Care is month to month and can be cancelled without penalty. You keep the system and its documentation, with no lock-in.
See ongoing supportBefore you decide
Your questions, answered
Can you connect any two apps?
We need a supported way to read and write the required data. An app listing does not prove the exact operation, account plan or permission is available. We test access and payloads before including a connection in the written scope.
Do we need two-way sync?
Only where both systems genuinely need to author a field. A single authoritative source is simpler to operate. When two-way updates are necessary, we define conflict handling and loop prevention explicitly.
What happens to existing duplicates?
We separate cleanup from ongoing sync. We can prepare proposed matches for review, but do not silently merge ambiguous customer or finance records. Historical volume and cleanup rules belong in the scope.
What is an idempotent write?
It is a design where repeating the same intended operation does not create an extra business effect. Where the destination supports a request key we can use it. Otherwise we need a reference lookup and reconciliation strategy suited to that API.
Who owns the accounts and the finished system?
You do. We build in accounts you control and hand over the workflows, access map, documentation and available exports. Another capable operator can take over. Platform licences and subscriptions remain subject to their own terms.
How do you price the work and ongoing support?
Builds start from $3,500 AUD. Connected builds are $3,500 to $12,000 AUD and larger systems are $12,000 to $25,000 AUD. Care is separate at $750 to $2,500 AUD per month. We confirm the scope and fee in writing. Software, hosting and AI usage sit outside the build fee. Care is month to month and can be cancelled without penalty.
A useful first conversation
Bring the handover you need to make reliable
Show us a representative record, the tools involved and what the next person needs. We will discuss a useful first scope and the decisions it depends on.
Book a call