Your systems, finally on speaking terms.
Leads in one place, jobs in another, invoices in a third, and a spreadsheet holding it all together. We connect the systems you already pay for so data moves once, correctly, without anyone re-typing it. No rip and replace.
Your most expensive integration is a person with two screens open.
Every business has someone copying details from one system to another. From the enquiry email into the CRM. From the supplier PDF into the project board. From the job sheet into the accounts. It feels like "just admin", but it is slow, it is error-prone and it hides the real numbers until it is too late to act on them.
The usual answer from software vendors is to replace everything with their platform. That is expensive, disruptive and rarely necessary. The better answer is to make what you have work together.
Signs you need integration, not new software
- Staff re-key the same data into more than one system
- Leads sit in an inbox before reaching the CRM
- Nobody trusts the CRM, so they keep their own spreadsheet
- Month-end takes days of reconciling figures
- You only know job margins after the job is finished
- Call notes and recordings live somewhere nobody looks
Sales CRMs: Salesforce, HubSpot and Zoho
Your CRM should be the single source of truth for every prospect and customer. In most businesses it is not, because getting data into it depends on people remembering. We remove the remembering.
Illustrative examples of what we connect:
- Lead lands, record created, owner assigned. A web form, comparison site lead or Meta ad enquiry creates a contact and deal instantly, de-duplicated against existing records, and assigned to the right salesperson by territory, product or round robin.
- VoiceAI call result attached. When our VoiceAI agent calls the lead, the recording, transcript, summary and qualification answers are written to the record and the deal stage moves on.
- Chat and SMS captured. Chat agent conversations on your website, WhatsApp or SMS create or update the record with the full transcript.
- Tasks that chase themselves. No activity on a hot lead after an agreed time? The owner gets a reminder, then their manager does.
- Email and calendar logged. Gmail or Outlook threads and calendar bookings sync to the right contact, so the history is complete.
Legal case management: Proclaim
Proclaim is the engine room of many UK law firms. It is also where new enquiries often wait too long. We connect intake straight into it, so the firm responds while the prospect is still deciding who to instruct.
Here is how the flow works for law firms:
- Enquiry arrives. A web enquiry or phone call creates a case in Proclaim automatically.
- VoiceAI calls immediately. The AI calls the prospect straight away, day or night, and qualifies them against the firm's criteria.
- Recording attached, events triggered. The call recording is attached to the case, and the outcome triggers the firm's own Proclaim events, such as allocating a fee earner or starting a workflow.
- Out-of-hours covered. Enquiries that come in overnight or at the weekend are answered and logged, so the firm catches every one.
- Monthly SMS re-engagement. An AI SMS campaign goes to prospects the firm never managed to reach, and replies are qualified and passed back into Proclaim.
Firms using this flow typically see full return on investment within 2 to 3 months. That is the firm's experience, not a guarantee, and it depends on enquiry volumes and conversion. Legal advice always stays with qualified staff, and we design flows with SRA rules in mind. See law firms for more.
Finance and back office: Xero, Access and QuickBooks
Finance teams spend a surprising amount of time typing numbers that already exist somewhere else. We connect operations to the ledger so the figures flow through.
- Invoice data flowing to Xero. Completed jobs or won deals generate draft invoices in Xero, Access or QuickBooks with the right customer, lines and codes.
- Supplier documents read by AI. AI reads supplier invoices and quotes in PDF, extracts the figures and routes them to the right project, cost code or approval queue.
- Payment status back to the CRM. Sales can see whether a customer has paid without asking accounts.
- Live margin dashboards. Costs and revenue combined in a real-time dashboard, so you see job margins while you can still do something about it.
Spreadsheets, Monday.com and work management
Spreadsheets are brilliant until they become the system. Then they break, get out of date and live on one person's laptop. We do one of two things:
- Replace the spreadsheet with a proper workflow in a tool you already have, such as Monday.com or your CRM, migrating the data cleanly.
- Sync the spreadsheet when it genuinely is the right tool, so it updates automatically from your other systems and pushes changes back.
On Monday.com we build boards that fill themselves: new jobs from the CRM, costs from supplier documents, status updates from email, and automated chasers when something stalls.
Email and calendars: Gmail, Outlook and diaries
The inbox is where work quietly goes missing. We parse incoming enquiry emails into CRM records, route messages to the right person, log correspondence against the right contact and let AI agents book straight into Google or Outlook calendars with confirmations and reminders.
How Tileex stopped re-typing its business.
A multi-site construction business with tenders, suppliers and projects spread across three systems that did not talk to each other.
Tileex
The problem. Tenders needed chasing by hand. Supplier quotes and invoices arrived as PDFs that someone had to read and type into Monday.com. The P&L was rebuilt manually, so it was always out of date.
What we built. The EngageAI team connected three systems with 19 automated workflows. Tender chasing runs automatically. AI reads supplier PDFs and routes the costs into the right Monday.com items. A live P&L dashboard syncs every five minutes.
"We have just received a response to the first tender chase, thank you!" Maeve, Office Manager, Tileex
Map. Build. Test. Monitor.
We work with your existing systems. No rip and replace, no forcing your team onto a new platform to suit us.
Map
We trace how a lead, a job and an invoice actually move through your business today, including the workarounds nobody wrote down. Then we agree which hand-offs to automate first.
Build
We connect systems through their official integrations and APIs where possible, set the field mappings, de-duplication and routing rules, and document everything.
Test
We run real records through every path, including the messy ones: duplicates, missing fields, odd formats. Your team checks the results before anything goes live.
Monitor
Integrations break when a vendor changes something. We watch for failures, alert on errors and fix them, so you are not the one who discovers a sync stopped a week ago.
Buy the boring bits. Build where your process is your edge.
Our rule is simple. If every business does it the same way, such as payroll, bookkeeping or email, buy an off-the-shelf product and connect it. Do not pay anyone to rebuild it.
If the process is what makes you better than competitors, such as how you qualify, quote, allocate or chase, that is where a tailored build earns its keep. We will tell you which is which, even when the honest answer is "you do not need us for this".
Buy and connect
Accounts, payroll, email, calendars, standard CRM functions. Proven tools, joined up properly.
Build tailored
Your qualification rules, your quoting logic, your case allocation, your reporting. The parts that make you different.
Platforms and typical automations.
Examples of common builds. Every project is scoped to your process.
| Platform | Type | Typical automations |
|---|---|---|
| Salesforce | CRM | Lead capture and assignment, VoiceAI call logging, task escalation, pipeline dashboards |
| HubSpot | CRM | Form and ad lead routing, deal stage automation, chat and SMS capture, email sequences triggered by AI outcomes |
| Zoho | CRM | Lead de-duplication, owner assignment, call recordings on records, quote follow-up |
| Proclaim | Legal case management | Case creation from enquiries, VoiceAI qualification, recording attachment, event triggers, SMS re-engagement |
| Xero | Accounting | Invoice creation from jobs or deals, supplier bill capture from PDFs, payment status to CRM |
| Access | Finance and back office | Data feeds from operational systems, reduced manual journal and invoice entry |
| QuickBooks | Accounting | Invoice and customer sync, cost capture, margin reporting |
| Monday.com | Work management | Self-filling boards, AI-read supplier costs, automated chasers, live P&L |
| Spreadsheets | Excel, Google Sheets | Replace with a proper workflow, or two-way sync with your other systems |
| Gmail and Outlook | Enquiry parsing into CRM, routing, correspondence logging | |
| Google and Outlook calendars | Scheduling | AI booking, confirmations, reminders, rescheduling |
Moving data safely is part of the job.
Integrations move personal data between systems, so they need to be designed with UK GDPR in mind from the start. Our founder's background includes security, government and financial services, and it shows in how we build.
- We map what personal data flows where, and why
- Only the fields a process needs are moved
- Access uses dedicated integration accounts with the least privilege needed
- Consent and opt-out status travel with the record
- Retention follows your policies, including call recordings
- Everything is documented, so your team can see what runs where
Integration questions, answered.
Do we have to change our CRM or accounts software?
No. We work with your existing systems. In most cases the software you have is fine; it just is not connected. We only suggest a change if a system genuinely cannot do the job, and we explain why.
Which systems can you integrate?
We regularly work with Salesforce, HubSpot, Zoho, Proclaim, Xero, Access, QuickBooks, Monday.com, Excel and Google Sheets, Gmail, Outlook and Google and Outlook calendars. If your system has an API or a standard integration route, we can usually connect it. Ask us about anything not on the list.
How does the Proclaim integration work for law firms?
A web enquiry or call creates a case in Proclaim. VoiceAI calls the prospect immediately, qualifies them, attaches the recording to the case and triggers the firm's events. A monthly AI SMS campaign re-engages prospects the firm never reached, and out-of-hours enquiries are covered too.
How long does an integration project take?
Typical delivery is 1 to 3 weeks. Tileex, with three systems and 19 workflows, went live in three weeks. A single connection, such as leads into a CRM with owner assignment, is quicker.
What does integration cost?
Custom automation projects start from £2,500 ex VAT. Where an AI agent is part of the build, managed AI agents start from £497 per month. You get a fixed written quote after the discovery call.
What happens if an integration breaks?
We monitor the integrations we build and get alerted to failures, so we can fix them quickly. Vendors change their systems from time to time, and keeping connections working is part of a managed service.
Can AI really read our supplier invoices and PDFs?
Yes, for most standard documents. AI extracts the figures that matter and routes them to the right place, as it does for Tileex with supplier PDFs going into Monday.com. Unusual documents can be flagged for a person to check.
Stop paying people to be the integration.
Book a discovery call and talk us through the systems you use. We will show you which hand-offs to automate first and what it will cost.