When duplicate data entry becomes an integration problem
Map re-typing, decide which system owns the data, then choose integration, process change or nothing.
Business Systems & ERP
Business system integration
When one record is keyed into several systems, errors follow and nobody knows which copy is right. We connect applications through supported APIs, middleware and events, designed for failure, with documentation your team can run.
Who this service is for
A good fit if
- Staff enter the same data into a CRM, ERP, finance system and service desk.
- Systems disagree, nobody knows which record is right, and scripts fail unnoticed.
- You are replacing a CRM, ERP or HR system, or want SSO and provisioning.
- You want an integration layer your IT team can monitor, secure and extend.
What is included
- Integration map: events, systems and the owner of each field
- Feasibility check of APIs, plan limits, authentication and residency
- A pattern per flow, with mappings, shared identifiers, duplicate handling
- Integrations built and deployed in your environment, SSO where scoped
- Retries, an exception queue, alerts to a named owner, reconciliation
- Test evidence, architecture documentation and an operations runbook
What this service is
An event in one system, such as a paid invoice, new hire or approved order, updates the others without retyping. Larger organisations connect dozens of applications:
- ERP
- CRM
- Finance
- HR and payroll
- IT service desk
- E-commerce
- Identity
- Data warehouse
The connection is often the smallest part: field ownership, conflicts, duplicates and failure alerts come first. Unsure? Read when duplicate entry becomes an integration problem and the readiness checklist.
Integration patterns we use
The simplest pattern that stays reliable at your volumes, often combined.
APIs and webhooks
REST, SOAP and GraphQL; webhooks announce changes as they happen.
Integration platforms
Power Automate, Logic Apps, Boomi or MuleSoft: one place to manage it all.
Event-driven
Service Bus, SQS, EventBridge or Kafka, so one offline system does not stop the rest.
File exchanges
Validated, monitored batch jobs, not manual uploads.
Identity and SSO
Entra ID, Okta or Google Workspace via SAML or OpenID Connect; SCIM provisioning.
API management
A gateway to secure, throttle, version and log your own APIs.
Worked example: web order to CRM to ERP
Demonstration, not a client project
Invented data, showing how we document an integration. A customer accepts a quote on a fictional distributor's website.
| Step | System | What happens | Owner of the data |
|---|---|---|---|
| 1 | Website | Customer accepts quote Q-1042 | Website (acceptance only) |
| 2 | CRM | Deal Q-1042 moves to "Won"; contact updated | CRM owns contacts and deals |
| 3 | ERP | Sales order and invoice for customer C-2291 | ERP owns orders, invoices, payments |
| 4 | CRM | Invoice number and status copied back | Read-only copy |
- Identifiers: one shared customer ID in both systems; never email alone, because people change jobs and share inboxes.
- ERP unavailable: the message waits in a queue, retries with increasing delays, and alerts the named owner after the agreed failures.
- Customer not in the ERP: held for review, not created as a possible duplicate.
- Same acceptance twice: the quote number is an idempotency key, so the copy is ignored.
- Reconciliation: each morning, won deals with no sales order are listed; the goal is an empty report, and anything listed is fixed at source.
- Limits: rate limits and features depend on each vendor's plan; HubSpot, for example, publishes different API limits for different plans.
Assistants and AI agents need the same reliable interfaces, so this work pays off twice.
Security, privacy and data residency
Integrations move personal and financial data under the Nigeria Data Protection Act 2023 (NDPA) and sector rules such as the Central Bank of Nigeria's for financial institutions, so we use encrypted connections, least-privilege accounts, managed secrets and logs that record what moved, not sensitive content. Not legal advice.
They run in your cloud tenant, on your infrastructure or on a managed platform. There is no major public cloud region in Nigeria, so components can sit in a local data centre (Lagos or Abuja) or an AWS, Azure or Google Cloud region abroad, chosen in line with the NDPA's rules on transfers outside Nigeria. Region choice alone does not keep every connected vendor's data in one place, so we review each vendor's terms with you. We connect Prometheus and ERPNext, HubSpot, Salesforce, NetSuite, Microsoft 365 and AWS (no partner status; licences come from the vendor and your plan sets the limits), then often automate workflows across them.
Delivery
How the work is delivered
One business event at a time, each flow proven before the next.
Discover and map
Inventory systems and events, then trace one priority event: who enters what, where it goes, where it breaks.
Output: Map and source-of-truth decisions.
Design
Confirm APIs, limits, authentication and hosting on your actual plans; choose each flow's pattern and monitoring.
Output: Design and feasibility note.
Build and test
Build against sandboxes; test normal records, duplicates, missing fields, expired credentials, rate limits and outages.
Output: Working integrations, test evidence.
Go live and reconcile
Switch on in a controlled way, compare records for an agreed period and fix mismatches at source.
Output: Reconciliation results, go-live sign-off.
Hand over or manage
We walk your team through the runbook, credentials and alert routing, or move to ongoing support.
Output: Runbook, session, support arrangement.
Scope at a glance
Not included unless agreed
- Licences and API tiers from vendors, bought with our advice
- Historical clean-up, and support after handover, unless agreed separately
- Accounting, tax or legal advice; unsupported changes to vendor products
What we need from you
- Admin or API access, ideally sandboxes, and your plan tiers
- A business owner who decides which system is right
- De-identified sample records; your security and change approval rules
Before handover
- Every failure path tested: bad data, duplicates, expired credentials, throttling, outages
- Credentials in a secrets store, never code; least-privilege organisation accounts
- Failed messages kept and replayable; runbook explains each alert
What affects the cost
- Systems, business events and data volumes
- Documented APIs, or file and legacy workarounds
- Data quality; batch versus near-real-time
- Security, audit, data residency, support after go-live
No package prices: estimates in naira from an agreed scope, taxes shown separately.
Questions buyers usually ask
Integration platform, middleware or custom code?
If a supported connector or platform handles your case reliably, it usually wins, because others can maintain it. Custom services suit logic specific to you, high volumes, or licensing that outweighs the benefit. We compare options using your actual plans and volumes.
What happens when one of the systems is down?
The integration detects it, keeps the message, retries with increasing delays and alerts someone if it keeps failing. Designing for failure is a large part of the work, and we test it before go-live.
Which system should be the source of truth?
Usually one system per type of information, such as the CRM for contacts, the ERP for orders and invoices and the HR system for employees. We decide field by field with you and write it down.
Who maintains the integrations afterwards?
Your team, another provider, or Promatics under a managed-service agreement. The runbook is written so that any competent team can take over.
Related
Integration readiness and scoping checklist
What an integration project must settle before it can be priced, as a team checklist.
Workflow and business process automation
Automate rule-based workflows, with human approval where it matters, an audit trail and tested fallback.
Typing the same data twice?
Describe the systems involved and where information is re-entered or goes missing. We will reply to discuss whether integration is the right fix.