Custom Software Integration
Custom software integration that makes two systems finally talk.
When your CRM, your accounting, and the rest of your stack don't share data, your team keys it in twice and things fall through the gap between them. We build the connection, convert the data without losing a record, and add the reconciliation and alerts that catch a mismatch before a customer does. Fixed price, and you own it.
Start here
When a custom integration is worth it, and when a connector will do.
Here's the honest version. If Zapier or a native, built-in connector already moves your data the way you need, use it. It's cheaper and faster than anything we'd build. A custom integration earns its cost when the off-the-shelf connector can't follow your rules or clean your data.
A standard connector is enough when
- Both systems have a native integration that does what you need
- The data lines up field-for-field with no cleanup
- You're moving simple records, not money or compliance data
- A small mismatch wouldn't cost you anything
Build a custom integration when
- Your team keys the same data into two systems by hand
- One system has no API, so the data lives in exports, files, or PDFs
- The two systems quietly disagree about money, and you find out when a customer calls
- The data needs converting, cleaning, or mapping before it'll fit
- A prior attempt, manual or off-the-shelf, missed records or made a mess
Not sure which side you're on? That's exactly what the Clarity Call is for. If a connector is the right answer, we'll tell you, and we won't quote a build you don't need.
What we build
Connecting, converting, and keeping systems honest.
Integration work comes in a few shapes. Most projects are one or two of these. The thread through all of them is the same: data that used to be keyed in twice, or two systems that used to disagree, now move and match on their own.
System-to-system integrations
Make two tools you already run share data, so a record entered in one shows up in the other without anyone retyping it, and nothing falls through the gap between them.
API integrations
Connect to anything with a published API. When a system has no API, we work with its exports, files, and PDFs instead, parsing the data out and moving it where it belongs.
Data migration & conversion
Move off an old system into a new one without losing a record. Cleaned, mapped, and tested in a sandbox first, because data conversion is a specialty of ours, not a thing we do nervously.
Reconciliation & monitoring
The check that confirms two systems actually agree, with an alert when they don't. So a payment that silently failed or a record that didn't sync is something you hear from us, not from your customer.
Ongoing syncs
Keep two live systems in step on a schedule. A lead becomes a customer and lands in your accounting system on its own, at the right moment in your process, every time.
Reporting dashboards
Pull numbers from systems that don't talk into one place, so you can finally see true profitability or status across the whole operation instead of crosswalking spreadsheets by hand.
An integration is often the first piece of a bigger build, or the bridge to a new one. If the real fix is replacing the data layer, that's custom database software. If you're moving off aging software entirely, that's legacy modernization, and the integration is how you get there without losing your data.
How it works
We test it in a sandbox before it ever touches your live data.
The fastest way to ruin a business's day is to run a conversion straight into the system it depends on. So we don't. Here's the method that keeps a migration boring, which is exactly what you want it to be.
We map it and scope it
We look at both systems, the fields, the rules, and where they disagree, then write a fixed scope: what connects to what, what gets converted, and what the integration does and does not do. A fixed price and timeline are attached. You decide with the full picture in front of you.
We prove it in a sandbox
We build a test environment, run the conversion or sync on a small batch, and reconcile the result against your source of truth. Field mismatches and edge cases surface while they're harmless. Only once it's clean does anything touch production.
You own what we build
On delivery you get the source code and the documentation. No per-seat fees, no lock-in. If you want us to keep monitoring the sync and watching for mismatches, we can, but that's your call, not a string attached to the build.
The full walk-through of how we work is here: the custom software development process, start to finish.
What it costs
Straight numbers, not "it depends."
A focused integration
Often a small block of work
A single one-time data conversion, or one connection between two systems, scoped tightly and priced as a focused piece of work.
Ongoing & multi-system
$10,000 to $50,000+
A live sync with reconciliation, monitoring, and alerting, several systems wired together, or a reporting dashboard pulling from all of them.
Not sure where you land?
We'll give you one fixed number after a 30-minute call, before any money changes hands.
Get a Fixed QuoteEvery project is a fixed price, quoted after a scoping call, before any money changes hands. No hourly billing and no surprises on the invoice. The full breakdown of what moves a project up or down the range is in how much custom software costs, or you can estimate your project in a couple of minutes.
Proof
When two systems quietly stop agreeing about money.
A travel company's booking system and its payment processor had fallen out of sync. The booking system showed a batch of customer payments as collected. The processor had actually left them pending, then voided them. Nearly two hundred payments expired without a sound, and the first anyone heard of it was a customer calling to ask why their card hadn't been charged.
That is the work we do. We reconcile the two systems against each other, find the records where they disagree, and build the alert that flags the next mismatch the same day, instead of leaving it to be discovered at the counter. The goal is simple: your system should be the one that tells you something broke, not your customer.
Detail anonymized. The full named version, with permission, is available on a call.
Got two systems that won't talk?
Tell us what they are and what's falling through the gap. We'll tell you whether it's a connector, a conversion, or a custom build, and give you a straight answer on cost.
Book a Free Clarity CallA few others
More of what we've connected.
Different industries, same job: data that used to be entered twice, or two systems that used to disagree, now move and match on their own. Details anonymized.
Insurance agency
Years of records were trapped in a CRM and needed to land in the agency's management system. A prior manual effort had missed thousands. A clean, sandboxed conversion moves it over, with the option to leave a daily sync in place.
Marketing agency
Client revenue and vendor costs lived in different systems and got reconciled by hand in a spreadsheet, so true profitability was always a guess. A custom dashboard pulls both together into one honest view.
Accounting double-entry
An operations system and the accounting books were kept in step by a person retyping everything. We connected them, so a record entered once shows up in both, correctly, without the manual step.
Common questions
Questions about custom software integration.
What is custom software integration?
Custom software integration is connecting two or more systems so they share data automatically, instead of someone keying the same information into both. It covers system-to-system connections, API integrations, one-time data conversions, ongoing syncs, and the reconciliation that confirms the two systems actually agree. It's the right call when an off-the-shelf connector can't follow your rules or clean your data.
Can you connect two systems that don't have a built-in integration?
Usually, yes. If a system has a published API, we connect to it directly. When there is no API, we work with exports, files, and PDFs, parsing the data out and moving it where it needs to go. The lack of a native integration is the most common reason a business ends up keying data in twice, and it's exactly the gap a custom integration closes.
What's the difference between a one-time conversion and an ongoing sync?
A conversion moves your data from an old system into a new one once, cleaned and mapped, so you can switch over. A sync keeps two systems that both stay in use in agreement on a schedule, for example moving a lead into your accounting system the moment it becomes a customer. Some projects are one, some are both, and we scope which you need before quoting.
How do you make sure a data migration doesn't lose or corrupt data?
We never run a conversion against your live system first. We build a sandbox, run the conversion on a small test batch, and reconcile the result against your source of truth before anything touches production. Field mismatches and edge cases surface while they're harmless, not after they've corrupted your real records.
How much does an integration or data migration cost?
A focused one-time data conversion or a single integration often starts as a small block of work. Ongoing syncs with reconciliation and monitoring, or larger multi-system projects, run higher. We quote a fixed price after a scoping call, before any work begins. See how much custom software costs.
Do I own the integration?
Yes. You own the source code and the documentation outright. No per-seat fees and no dependency on us to keep it running. If you want ongoing monitoring of the sync, that's available, but it's your choice, not a requirement baked into the build.
Related
Where to go next.
Tell us what won't talk to what.
30 minutes. We'll look at the two systems, tell you whether it's a connector, a conversion, or a custom build, and give you a straight answer on cost before any money changes hands.
Book a Free Clarity Call