How Our Integration Works

The Process

Every integration project follows the same five stages. Here’s what happens at each one, how long it takes, and what we need from you.

Stage 1: Discovery

Duration: 1–2 weeks

1. We schedule a call to walk through your current tools and pain points
2. We ask you to complete the onboarding checklist if you haven’t already
3. We review your systems, check API availability, and identify any limitations (plan restrictions, missing features, rate limits)
4. We map out data flows — what moves from where to where, and what triggers it

What we need from you: Your completed checklist, 30–60 minutes for a discovery call, and access to at least one admin account so we can look around.

Stage 2: Proposal

Duration: 3–5 business days after discovery

1. We write a plain-language proposal that describes exactly what we’ll build
2. The proposal includes a data flow diagram showing every connection
3. We list what’s in scope, what’s not, and any assumptions
4. We provide a fixed price for the build phase and a monthly price for ongoing management

What we need from you: Review the proposal, ask questions, tell us if we missed anything or got a priority wrong.

Stage 3: Build and Test

Duration: 2–6 weeks depending on complexity

1. We set up the integration in a staging or test environment where possible
2. We build each connection one at a time, testing as we go
3. We send you test results — “we created a contact in System A, here’s what appeared in System B”
4. You verify the results look correct and match your expectations
5. We handle edge cases: what happens when a field is blank, when a record already exists, when a system is temporarily unavailable

What we need from you: Timely feedback on test results. The biggest cause of project delays is waiting weeks for a client to confirm that test data looks right. A 10-minute review keeps everything moving.

Stage 4: Go Live

Duration: 1–2 days

1. We switch from test mode to production
2. We monitor the first batch of real data flowing through
3. We verify nothing breaks and no data is duplicated or lost
4. We walk you through what’s running, where to see it, and who to contact if something looks wrong

What we need from you: Someone available to check their systems and confirm real data is flowing correctly. We’ll coordinate a go-live time that works for your team.

Stage 5: Managed Service

Ongoing

1. We monitor your integration for errors, failures, and API changes
2. When a vendor updates their API or changes their authentication, we handle it before it breaks
3. You get a monthly summary of what ran, what we fixed, and any recommendations
4. When you need changes — new fields, new triggers, new systems — we scope and build them

What we need from you: Let us know when your business processes change. If you add a new pipeline in your CRM or start using a new tool, tell us so we can adjust the integration.

How Long Does the Whole Thing Take?

For a straightforward two-system integration (say, HubSpot to Xero), expect 3–4 weeks from discovery to go-live. More complex projects with multiple systems, custom logic, or data migration take 6–10 weeks.

The most common delay is waiting for credentials and access. Complete the onboarding checklist early and things move quickly.

Next Steps

If you’re starting a new project, begin with What We Need From You. If you want to understand more about the technology behind integrations, read What Is an API? or What Is a Webhook?. Or visit How We Work for pricing and service details.