Accounting and ERP
Orders become invoices, payments mark them paid, and the books close without retyping.
System Integration
System integration that connects the software you already use.
Enter it once and it shows up everywhere. Your shop, accounting, CRM and couriers finally agree.
- No program replaced
- Every link watched on our servers
- Fixed when a program changes
How it is priced A written offer
Where it runs Our European servers
What you keep The code and the keys
Building software since 2014
What is a system integration, in plain words?
Your programs each hold a piece of the business. An integration makes them share it.
Your programs do not talk
So someone copies information from one to the other, by hand.
We connect them
Your shop, your accounting, your customer list and your calendar.
Information moves on its own
Typed once, correct everywhere, and watched by us every day.
Enter it once. It shows up everywhere.
Your programs, connected through one record. When something changes in one place, every other program hears about it, in the direction you choose.
- Your business dataentered once, kept in step
- Online shope.g. Shopify
- Accountinge.g. QuickBooks
- Paymentse.g. Stripe
- CRMe.g. HubSpot
- Courierse.g. DHL
- Calendare.g. Google Calendar
Want your own programs connected like this? Tell us which ones.
Does this sound like your business?
Each of these is a sign that two programs should be talking to each other.
Two or more? Connecting your programs is worth a conversation.
You copy customer details from one program into another.
Your shop and your accounting show different numbers.
Someone exports a spreadsheet every week to move data across.
You check three programs to answer one customer question.
The same customer is in your lists twice, spelled two ways.
Mistakes only show up when a customer complains.
List the programs that should agree.
Name them and what should pass between them. We check what each one allows before we write an offer, or start with the free Automation Audit.
What happens once your programs are connected?
Real examples of information moving on its own. Nobody types it twice.
When a customer orders in your shop
then the invoice appears in your accounting.
When someone fills in your website form
then they are added to your customer list.
When a customer books an appointment
then it lands in your calendar and they get a reminder.
When a customer pays online
then the invoice is marked paid in your books.
When something sells in your shop
then the stock count updates everywhere.
When the week ends
then a report from all your programs is in your inbox.
What is system integration?
Most programs have a secure door for other programs, called an API. System integration means we use those doors so your programs pass information to each other directly, with no person in the middle copying it over. When the door is a modern one it is usually a REST API; when a program is older, a scheduled export or a shared file often does the same job.
You keep every program you have. We decide with you which one is in charge of each piece of information, so that when two disagree, everyone knows which is right. That is what people mean by a single source of truth.
Integration is often the first step of business process automation: once the programs talk, the repeated jobs between them can run on their own.
For example: Alex runs a dental clinic
The booking system knows who is coming, the accounting program knows who has paid, and neither knows about the other. Connected, a finished appointment becomes an invoice, the payment marks it paid, and Alex sees one true list of who still owes money.
Which programs can you connect?
The programs a business runs on, by kind. The logos further down are examples of the brands we work with.
Online shops and marketplaces
Orders, customers, prices and stock kept in step with everything behind the shop.
CRM
Enquiries, customers and their full history in one place, whichever door they came through.
Couriers
Shipping labels made from the order, and tracking sent to the customer on its own.
Payments
Every payment matched to its order or invoice. See Online Payments Setup.
Calendars and bookings
Appointments in the calendar, the customer file and the invoice at the same time.
Using a program not listed? Most have a way in. Ask us.
Want the work done for you, not only the data moved?
Once programs are connected, the next step is letting them do whole jobs: invoices, reminders, reports.
Taking payments online?
Connect card payments to your shop and your books, so every payment is recorded without anyone typing it.
Why businesses choose Gradax.
Building software since 2014
A European company with a decade of building and running software for businesses. How we work.
One team for everything
The software, the cloud it runs on and its security, from the same people. Nothing falls between two suppliers.
Engineers, not salespeople
The person on your first call is the person who does the work. No account managers, no handoffs.
Built and run in Europe
Your data stays on European infrastructure we operate ourselves.
Do you need system integration?
Connecting programs is worth it when the same number lives in more than one place.
A good fit
It is right for you when
- Orders are typed from the shop into accounting
- Your CRM and your invoices disagree at month end
- Staff check two programs to answer one question
- A new tool has to work with the ones you already run
- Partners or suppliers send you data by email or spreadsheet
It is not, and we will say so, when
- One of the programs should really be retired
- The vendor offers no interface and no export
- You want everything moved into one new system: a bigger project
Same number in three places? We check what your programs allow, before any offer.
What does copying data between programs cost you?
Put in your own numbers. It takes ten seconds.
Time spent on copying data between programs
Move the sliders to your own figures. Nothing is sent anywhere.
Every year, that is
520 hours
about 65 full working days
costing you€15,600a year
How much of that could a computer do? Tell us, and we answer in writing.
Copying by hand or connected: what changes?
The same business, the same programs. The difference is who carries the information between them.
- An order comes in
- ConnectedIt appears in accounting, the CRM and at the courier at once
- Copied by handSomeone types it into each program in turn
- Stock levels
- ConnectedOne number, everywhere
- Copied by handA different number in every program
- Month end
- ConnectedPayments already matched to invoices
- Copied by handAn afternoon of matching by hand
- Mistakes
- ConnectedUnusual cases flagged to a person
- Copied by handFound later, usually by a customer
- When a program changes
- ConnectedWe get an alert and fix the link
- Copied by handSomeone notices the numbers are off
| Day to day | Connected | Copied by hand |
|---|---|---|
| An order comes in | It appears in accounting, the CRM and at the courier at once | Someone types it into each program in turn |
| Stock levels | One number, everywhere | A different number in every program |
| Month end | Payments already matched to invoices | An afternoon of matching by hand |
| Mistakes | Unusual cases flagged to a person | Found later, usually by a customer |
| When a program changes | We get an alert and fix the link | Someone notices the numbers are off |
Enter it once and stop matching by hand.
Free Automation Audit
Not sure where to start? Start free.
Half a day online with your team, then a written list of what is worth automating, what each fix saves and what it costs.
- Free, with no obligation
- A written document you keep either way
- Run by an engineer, not a salesperson
How does a system integration project work?
Checked before it is quoted, proven in one direction, then looked after.
Map the data
Which program owns which information, written down and agreed with you.
You receive: One map both sides agree on
Check every door
Each program is tested for a real, supported way in, before there is an offer.
You receive: A clear yes or no per program
Connect and test
One direction first, on test data, checked with your team, then switched on.
You receive: A working link, watched
Run and keep working
Monitored on our cloud and fixed when one of your programs changes.
You receive: It keeps working after launch
Can your partners connect to your system?
Yes. Suppliers, resellers or large customers who want to send orders or fetch prices without emailing spreadsheets get a secure door of their own.
A secure door into your system
We build an API for your business, so partners can send and fetch what they need without emailing files.
A key for each partner
Every partner gets their own access, limited to what they need, and you can switch it off at any time.
Instructions for their developers
Clear documentation, so a partner's team can connect without a week of calls with yours.
Limits that protect you
Sensible limits on how much each partner can ask for, so one busy partner never slows your business down.
Partners asking for access to your data? We build them a secure door.
Is system integration secure?
With us, yes. Work with us and we take care of everything, including the security of every link and the servers it runs on. A link carries your customers and your money between programs, so it is protected like both.
Security
Encrypted on the way
Information between your programs travels encrypted, never as plain files in an inbox.
Keys kept in a vault
The access keys for each program are stored encrypted, never written into an email or a sheet.
Only what is needed
Each link can read and write only the information it carries, and nothing else.
A log of every record
What moved, when, and from where to where, so any question has an answer.
Infrastructure and cloud
Runs on our European servers
Your links run on infrastructure we operate, not on a computer in the office.
Monitored while it runs
If a link fails, we get an alert and deal with it before it becomes your problem.
Retries, not duplicates
If a program is briefly down, the link waits and tries again, without creating the same invoice twice.
Fixed when a program changes
Software companies change their systems. When a link breaks because of it, we repair it.
Connected, watched and fixed when a program changes.
One team for the links, the servers they run on and their security.
Not sure what to connect first?
The free Automation Audit maps your programs and shows which connection saves the most time.
Need a shop that connects from day one?
We build online stores already linked to your accounting, stock and payments.
System integration in your industry.
The programs that most need to agree, industry by industry.
- Construction & TradesQuotes, purchase orders and invoices kept in step between office and accounting.
- Professional ServicesTime tracking, client records and invoicing connected, so hours are billed once.
- Healthcare & ClinicsBookings, patient files and invoices connected across the front desk.
- Retail & E-CommerceShop, warehouse, accounting and couriers all reading the same stock and orders.
- HospitalityReservations, the till and accounting talking to each other at the end of each day.
- Real EstateListings published to portals and enquiries returned to your CRM.
- Education & TrainingEnrolments, class lists, payments and invoices joined into one record.
- Electrical ContractorsA certificate issued in one system and an invoice raised in another is how finished jobs go unbilled.
- Veterinary PracticesLab results, practice records and reminder lists in step means nobody copies a vaccination date from one screen to another.
- Physiotherapy & RehabInsurer referrals and authorisation numbers routed into the diary stop a session being treated and never billed.
- Gyms & Fitness StudiosDoor entry, memberships and payments agreeing means a lapsed member is not training for free for three months.
- PharmaciesA repeat request that drops straight into the dispensing queue is one less note copied from an email at the counter.
- Accounting & BookkeepingPortal uploads and onboarding details feed your accounting software, so client records are never typed twice.
- Architecture PracticesTimesheets and stage fees reach your accounting package without a partner reconciling them at month end.
- Recruitment AgenciesRoles posted once reach the job boards and your tracking system, instead of being copied into each by hand.
- Insurance BrokersQuote forms and portal documents feed your broker management system, so nothing is keyed in twice.
Your industry is not here? Tell us which programs you run.
One source of truth for your business.
Tell us which programs you use. We will tell you what can be connected, and what is worth connecting first.
What happens after you contact us?
Contacting us commits you to nothing. This is exactly what happens next.
You send a short message
Or book a call. A few lines about the job that takes too long is enough.
An engineer replies
Not a salesperson, and not an automatic email: the person who would do the work.
A short call
About how the work runs today and what you want to change. No preparation needed.
A written offer
What we would build and what it costs, in writing. You decide, with no obligation.
Services that go with system integration.
Read before you decide.
Plain-language guides from our blog, for when you want to read before you talk to anyone.
The words on this page, explained.
Every technical word on this page, explained in plain language in our glossary.
Technologies and platforms we work with
Accounting, shops, CRM, couriers, payments and calendars we connect most often. If yours is not here, ask: most programs have a way in.
Brand names and logos belong to their owners. Showing one means we build with it, not that the brand endorses us.
Questions about system integration.
If yours is not here, ask us directly: an engineer answers, not a salesperson.
What is system integration?
Connecting the programs your business already uses, so information entered in one appears in the others without anyone copying it. Your shop, accounting, CRM, couriers and payments start agreeing with each other.
What is API integration?
An API is the secure door a program provides for other programs. API integration means connecting two programs through those doors, which is the most reliable way to link them.
How much does system integration cost?
It depends on the programs and what passes between them, so we do not print a price. Tell us what you use and we send a written offer once we have checked what each program allows.
Can you integrate our ERP or accounting software?
Usually, yes. Most accounting and ERP programs have an API or a reliable export. We check yours before the offer, so you know before you commit.
One of our programs is old. Can it still be connected?
Often, yes. Where a program has no proper door, a scheduled export or a shared file can carry most of what is needed. If it truly cannot be done reliably, we say so before the offer.
What happens when one of our programs changes?
The link raises an alert, and we fix it. Your links run on our infrastructure and are part of what we look after, not a one-off job.
Should we replace everything with one system instead?
Sometimes, and we will tell you if so. But moving everything into one new system is a much bigger and riskier project than connecting the ones that already work for you.
Who owns the connections?
You do. The code and the access keys are in your name, and the documentation is yours.
Can you build an API so our partners can connect to us?
Yes. We build a secure, documented door into your system, with a separate key for each partner that you can switch off at any time.
Still have a question? An engineer answers it on a short call, not a salesperson.
Talk to us the way you prefer.
Pick whichever suits you. Every route reaches the same engineers.
Ready-made services from our catalogue
Smaller pieces of the same work with a fixed scope, if you already know exactly what you need.
Make your programs agree with each other.
Name the programs and what should pass between them. We check each one and send you a written offer.