Connected systems
Make the pieces work together.
Connected systems means the software your business already uses shares information properly: a website enquiry reaches the CRM, a booking reaches the calendar, the right people are notified and the numbers end up in one place. Gradual Holdings handles business systems integration for companies in Toronto, the GTA and across Canada: CRM integrations, API integrations and data flows between business tools, usually built around the tools you already have.
What we connect
- Website forms
- Forms that send each enquiry to the right place with the right fields, not just to an inbox.
- CRM integration
- Contacts, deals and notes created and updated automatically, with the source of each lead recorded.
- Confirmations, notifications and follow-ups triggered by what happens in your other systems.
- Calendars and scheduling
- Bookings that reach the right calendar, with reminders and the details the meeting needs.
- Analytics
- Website and campaign data connected to enquiries, so you can see which pages and channels produce real leads.
- Databases and spreadsheets
- Operational data kept in one reliable place instead of several copies that drift apart.
- Google Workspace and other business software
- Gmail, Calendar, Drive and Sheets, and the other tools you run the business on, connected where they need to share information.
- APIs
- Direct connections between systems, built so they are documented and can be maintained.
Work with what you already have
Replacing every tool is rarely necessary. We look at what you use, what your team is comfortable with and where information gets stuck, then connect those tools. We only recommend changing a tool when it is genuinely blocking the work, for example when it has no way to share its data.
What a well-connected setup looks like
- Information is entered once, not copied between tools.
- There is one clear source of truth for customer records.
- The right person is notified when something needs them.
- Errors show up quickly instead of being discovered weeks later.
- The connections are documented, so someone else can understand and maintain them.
How an integration project works
- 01Review the tools you use and how information currently moves between them.
- 02Design the flow: which fields move where, what triggers each step and who owns each record.
- 03Build and test with real data, including the awkward cases such as duplicates and missing details.
- 04Launch, monitor and document, so the setup stays understandable after we hand it over.
Where websites and AI fit in
The website is often where information first enters the business, which is why we connect it as part of website design and development. Once the systems are connected, business automation can take over repetitive steps, and an AI integration can read and sort information that does not arrive in a fixed format.
Questions
Common questions about connected systems
Can you work with our existing business software?
Usually, yes. Most modern tools offer an API, built-in integrations or data exports. Some limit what can be connected, so we check this early, before anything is promised.
Do we need to replace our CRM?
Rarely. If your CRM can create and update records through an API or integration, we connect to it. We only suggest a change when the current system cannot support the way you work.
What is an API integration?
An API is the way one piece of software lets another read or change its data. An API integration uses that connection to move information automatically, for example sending a new website enquiry into the CRM as a contact with the right fields filled in.
How should a website connect to a CRM?
Form fields should map to CRM fields, duplicates should be avoided, the source of each lead recorded and the right person notified. How to connect a website to a CRM walks through it.
What happens if an integration fails?
It should retry where that is safe, then stop and alert someone. We build in logs and alerts so a failed step is visible and can be fixed quickly.
Can you connect Google Workspace?
Usually, yes. Gmail, Calendar, Drive and Sheets all offer ways to connect, so enquiries, bookings and records can move between them and your other tools.
Is our data copied into new systems?
Only where a flow needs it. We move the fields each step requires, and the design records what goes where, so you know exactly which systems hold which information.
Start a project
Have something you want built?
Tell us what you’re trying to create or improve. We’ll tell you what the build actually needs.
Prefer email? welcome@gradualholdings.com