A registration becomes an invoice becomes a deposit, and nobody retypes a name.
Your website, your registration system, your email tool and your accounting were never introduced to each other. Right now a person on your staff is the introduction. We connect them so the handoff happens on its own, and that person gets their week back.
Diagnosis
This is the plumbing between the tools you already pay for — the part that turns a new member into a record in your member list, an invoice in your accounting, a welcome email, a calendar hold, and a note to whoever owns the relationship. Built once. Runs on its own. Keeps a record of what it did, tries again when something fails, and stops the moment you tell it to.
The people who hire us for this bought the right tools and never got the wiring. So somebody on staff — usually the person you can least afford to have doing it — is the wiring. They cannot take a week off, because the work stops when they do. Common signs:
What you get
Every tool you pay for, every handoff between them, and every point where a person is doing the connecting by hand. Drawn on one page. You will recognize patterns you did not know were patterns. You get it in the first week, whether or not you hire us for the rest.
A registration comes in and the invoice, the confirmation email, the calendar hold and the accounting entry all follow without anyone touching a keyboard. Built under logins you own, named in plain English, so your staff can read what each one does without calling us.
Sign-ups, payments, form submissions and inbound email all land in one place, get written down, then go where they belong. When you change email vendors next year, you reconnect one thing instead of nine.
A member updates their email in one system and it updates in the others. When two systems disagree, the rule for who wins is written down and approved by you before we build anything. Keeping two systems in step is the hardest item on this list. We are not going to pretend otherwise.
Before anything touches live data, it runs alongside your staff for a week doing nothing but recording what it would have done. You compare that to what your people actually did. Every piece also has a one-click stop, so a bad week is a five-second decision.
What each connection does, what to do when one stops, and who to call. Alerts that name what broke in a sentence instead of a code. Optional weekly review where we read the log together. The goal is a system your staff can run without us.
Architecture
Everything that comes in — a payment, a registration, a form, an email — arrives at one place first. That one place applies the rules you approved and then sends the work out to the tools that need it. Add a new tool in two years and you connect it to one thing, not to nine.
Being able to see it is the deliverable. Every step writes down what it did, in a log your staff can read without a translator. When something breaks, a person gets a message naming what broke and what it was trying to do. The system tells on itself before a member does.
Process
We sit with the people who are currently doing the copying. Every tool, every handoff, every retyped name gets written down. We come back with the map and the order we would fix things in.
We design how the pieces connect and write down what happens when two systems disagree. You sign off in writing before anybody builds anything.
We build it in your accounts, in separate pieces, so any one of them can be changed later without disturbing the rest. You can watch it from day one.
Everything runs against real activity but only records what it would have done. We compare that against what your staff actually did, and tune until the two match.
Live in the order that matters most — worst job first. The off switch stays one click away. We are on a short call with you every morning that week.
Optional. We watch the alerts, fix what breaks when a vendor changes something, and add new connections as you grow. Or we hand over the written instructions and get out of your way.
FAQ
Engagement
Fixed fee for the build. Eight to twenty-five connected jobs, depending on how many tools you run.
First piece live by week two. Everything live by week six.
We watch the alerts, fix what breaks when a vendor changes something, and add connections as you grow.
We don’t resell tools and we don’t mark up what you use.
The job one of your people could do in their sleep at 9am, because two systems won’t talk to each other. We’ll tell you what it would take to never do it again. If we’re not the right fit, we’ll tell you who is.