AI OCR for gas station operations
- 20K+
- transactions processed in a single day
Business Systems Integration Services
Business systems integration that connects your stack, so data flows without anyone re-keying it.
Every business reaches a point where the software stack stops working together. CRM data isn't in the ERP. Helpdesk tickets don't trigger actions in the project management tool. Finance can't see the customer data they need to reconcile invoices. Data is being re-entered by hand between systems that should be connected.
We build the integration layer that connects your systems, APIs, data pipelines, event streams, and middleware, so information flows where it needs to go without manual intervention.
CRM, ERP, helpdesk, finance, and operational systems connected without manual data entry
Real-time event-driven integrations and scheduled batch synchronisation
Integration monitoring with alerts when a sync fails or data diverges
Fixed project cost, scoped before development starts
20,000+ in a single day Systems integration200+ customers migrated, zero disruption Carrier API integration
The problem
Sound familiar?
Staff re-entering the same data in three different systems because they don't talk to each other?
Reports that take a day to compile because the data lives in systems that don't connect?
Short answer
RaftLabs builds business systems integration connecting CRM, ERP, helpdesk, and finance platforms for clients in the US, UK, Europe, Canada, the UAE, and Southeast Asia. A focused two-system integration costs $8,000-$25,000; multi-system builds with custom middleware run $30,000-$80,000. Every project is fixed price, scoped before development starts.
Key takeaways
- A focused two-system integration typically costs $8,000-$25,000 and takes 3-6 weeks.
- Multi-system integrations with custom middleware typically cost $30,000-$80,000 and take 10-20 weeks.
- All projects are fixed price, scoped before development starts.
- Integrations include real-time event-driven sync, scheduled batch synchronisation, and error monitoring with alerts.
- RaftLabs integrated FedEx, DHL, UPS, Aramex, and Shippo APIs for a logistics SaaS and migrated 200+ customers without service disruption.
- AI invoice processing integration automated 20,000+ supplier transactions for a 40+ site gas station operator.
Trusted by
The same customer, typed into three systems by hand.
A closed-won deal lands in the CRM. A rep copies it into the order system. Finance keys it again to raise the invoice. Support asks the customer for details the CRM already holds. Same data, three keyboards, every day.
Now a closed deal creates the ERP order within seconds. The invoice books itself. Support opens one screen and sees the whole account. Nobody re-types anything.
The integration layer is the least visible part of your stack. That layer also decides whether your tools work together or just sit next to each other.
The hidden cost of disconnected systems
The cost rarely shows up as a single line item. It hides in dozens of small manual steps. A sales rep copies a closed deal from the CRM into the order system. A finance analyst spends Tuesday morning pulling data from three tools into a spreadsheet. A support agent asks the customer for details the CRM already holds.
- 28%
- of enterprise apps are connected to each other
- MuleSoft Connectivity Benchmark Report, 2025
- 95%
- of IT leaders say integration gaps slow their AI adoption
- MuleSoft Connectivity Benchmark Report, 2025
A stack that does not talk to itself is rarely a technology gap. The disconnection is a compounding operational drag that slows every downstream initiative. Add it up across a team of 20 over a year and the drag usually costs more than the integration would. Nobody owns the inefficiency, so it hides in plain sight, spread across everyone who touches the systems each day.
Integration projects pay for themselves quickly. The question is usually not whether to build them but in what order. RaftLabs has shipped production software since 2015, rated 4.9/5 by clients on Clutch, trusted by enterprise clients including Vodafone, T-Mobile, Aldi, Nike, Cisco, and Lockheed Martin. For UrShipper, we built integrations with five major carrier APIs, including FedEx, DHL, UPS, Aramex, and Shippo, and migrated 200+ customers from a legacy system without service disruption. For a petrol station operator with 40+ sites, we built an AI invoice processing integration that automated 20,000+ supplier transactions. Work that once meant manual data entry across several systems now runs without anyone touching it.
Integration pays off when the same data keeps getting re-keyed.
Everything on the left should already be true for your operation. Even one thing on the right, and a manual export or a single platform is the smarter first step.
A fit
01
Multiple business systems (CRM, ERP, helpdesk, finance) that don't share data, so staff re-key the same records by hand.
02
Systems that expose APIs or structured exports, and budget for a fixed-price build from $8,000.
03
A data flow that runs often enough that manual re-entry is a real, recurring cost.
Not a fit
- A single system that does everything, with no second platform to connect it to.
- A one-off data move you'll never repeat, better handled by a manual export.
- Systems with no API and no way to export structured data.
Integration, automation, or something else?
"Integration" and "automation" get used interchangeably by agencies, and picking the wrong one wastes budget solving the wrong problem.
- Integration
- Systems exchange data reliably, a closed deal in the CRM creates the ERP order, a payment in Stripe books itself in QuickBooks. This page.
- Automation
- Software performs or coordinates a repeated, multi-step process across people and systems, not just moving data between two of them. See workflow automation.
- AI automation
- AI handles the steps in a workflow that involve unstructured data or a judgment call a fixed rule can't make, an invoice in an unfamiliar format, an email that needs routing by intent, with human review on the exceptions. See AI workflow automation.
- Custom software
- A new application, not a connection between two existing ones, for when no combination of integration or automation can safely or reliably support what the business needs. See custom software development.
Most requests that arrive asking for "integration" turn out to need workflow automation once you look at what's actually manual: the data already flows, but nobody has automated what happens with it next. And requests for "automation" are often an integration problem in disguise, once two systems talk to each other reliably, a lot of the manual work disappears without any orchestration logic on top. We scope which one you actually need before quoting, not after.
What we build
What we integrate
- 01CRM and ERP integrationWe connect Salesforce, HubSpot, NetSuite, and SAP so CRM and ERP records stay in sync without manual re-entry. Real-time triggers create the ERP order within seconds of a closed-won deal, field mappings live in configuration rather than code, change data capture keeps records current, and conflict resolution is set per field.
- 02E-commerce and fulfilmentWe connect Shopify, WooCommerce, and Magento storefronts to your warehouse, 3PL, and carrier systems. A new order reaches the WMS within seconds, standard in-stock orders run pick, pack, label, and tracking write-back with no human touch, EDI over SFTP handles partners without a modern API, and inventory updates flow back to prevent oversells.
- 03Finance and payment integrationWe connect Stripe to QuickBooks Online and Xero so every payment, refund, and chargeback books automatically. Each event maps to double-entry accounting records split by product line, multi-currency transactions convert at the daily reference rate, and failed payments trigger the dunning sequence without anyone monitoring Stripe by hand.
- 04Helpdesk and operational systemsWe connect Zendesk, ServiceNow, Freshdesk, and Jira Service Management to your CRM, ERP, and billing systems. A Customer 360 sidebar shows agents subscription tier, open orders, and recent activity without switching apps, escalations create Jira issues automatically, and SLA alerts fire before a ticket breaches.
- 05Data warehouse and analyticsWe build ELT pipelines that load raw data from your CRM, billing, and product systems into a cloud warehouse (Snowflake, BigQuery, or Redshift), then transform it with dbt into analytics-ready marts so every team works from identical metric definitions. Data quality checks block bad loads before they reach a dashboard, and BI tools like Looker, Tableau, and Power BI connect straight to the mart layer.
- 06Custom API and webhook integrationsWe build custom integrations for any system with an API, and for plenty without one. Authentication covers OAuth 2.0, key rotation, SAML, and legacy session logins with proactive token refresh. Rate limits are tracked with queuing and backoff. Systems with no API integrate via browser automation (Playwright), file exchange over SFTP, or EDI validated against expected schemas. If the legacy system itself is the bottleneck, not just its lack of an API, see legacy modernization instead of a workaround integration. If the goal is exposing an integration to an AI assistant rather than another system, that's MCP server development , a different, narrower interface built for AI clients specifically.
Compliance is scoped in week one, not retrofitted before launch. We have shipped HIPAA-compliant systems for US healthcare clients and GDPR-compliant products for European markets, and every integration is built with the encryption, access controls, and audit logging that GDPR, HIPAA, and SOC 2 require.
Three ways to connect two systems, and when each fits
No single approach is right for every stack. Three patterns cover almost every case, and picking the wrong one is expensive to unwind. We choose against your system count, data volume, and how much custom logic the mapping needs, then tell you which one we recommend and why before we quote.
Point-to-point vs iPaaS vs custom middleware
| Approach | Best fit | Strength | Where it breaks down |
|---|---|---|---|
| Point-to-point | Two systems, one or two data flows | Fast to build, low cost, direct | Every new system adds another connection to maintain; brittle past three or four systems |
| iPaaS (Make, Zapier, Boomi) | Standard connectors, moderate volume | Prebuilt connectors, quick to configure, hosted monitoring | Per-task pricing climbs with volume; limited custom logic and error control |
| Custom middleware | Four or more systems, complex mapping, high volume | Full control of retries, idempotency, and transformation from one hub | Higher upfront build; needs a clear owner |
Most stacks do not need custom middleware on day one. We often start point-to-point or on an iPaaS platform to prove one flow, then move to a middleware hub once the system count and volume justify it. That is the land-and-expand path baked into our pricing. All three approaches assume the systems you're connecting already expose an API or a structured export; if you need to build that API in the first place, see API development.
Pitfalls we plan around
Integrations do not usually fail on the happy path. They fail on the retry, the rate limit, and the field that changed upstream without warning. We design for these before writing production code, not after a bad month-end.
- Duplicate records on retry
- A retried webhook or a double-fired event creates a second order or contact. We make every write idempotent, keyed on a stable external ID, so a retry updates the record instead of duplicating it.
- Silent sync failures
- A sync stops and nobody notices until a report comes back wrong. We queue failed events, alert on persistent failures, and give your ops team a dashboard of integration health.
- Rate limits and throttling
- A bulk backfill trips a source API's rate limit and requests start failing. We throttle with queuing and exponential backoff, and run historical loads off-peak in batches.
- Schema and version drift
- A field changes in Salesforce or a vendor bumps an API version and the mapping breaks. We validate payloads against expected schemas and version the mapping logic so the change surfaces before it corrupts data.
- Divergent records on both sides
- The same customer is edited in the CRM and the ERP between syncs. We set conflict resolution per field and name a system of record for each, so the merge is deterministic rather than last-write-wins by accident.
Which systems need to talk to each other?
Tell us the data flows that are currently manual. We'll map the integration and give you a fixed cost.
How it works
From scope to shipped
Every integration project follows the same four phases. Scope is locked and price is fixed before development starts.
- Week 101
Discovery and data mapping
We map every data flow: what moves between which systems, in which direction, at what frequency, and with what transformation. You leave week 1 with a written scope document, a fixed-price quote, and a clear list of edge cases we've already accounted for. No development starts without your sign-off.
- Weeks 2-302
Architecture and error design
We design the integration architecture - API patterns, authentication, retry logic, idempotency, and conflict resolution rules - before writing a line of production code. Decisions made here cost ten times less than the same decisions made in week 8.
- Weeks 4-1003
Build, test, and monitor
Working integrations at a staging environment by the end of sprint one. QA runs in parallel with every sprint. We build monitoring dashboards so your team can see integration health without waiting for a user to notice a failure.
- Weeks 10+04
Launch and post-launch support
Production deployment with monitoring and alerting active on launch day. 8 weeks of post-launch support included in every project.
What clients say
What our clients say
Three-year average engagement. Founders and operators describing the work in their own words. No marketing varnish.
Charles E.
USAEntrepreneur at Aggie Technologies
All of the sprints were completed on schedule and on budget. We highly recommend RaftLabs!
01 / 02
Proof
Case studies
What a business systems integration costs
We publish our pricing. Where you land depends on scope, not negotiation:
- Focused two-system integration, $8,000-$25,000
- One data flow between two systems, real-time or scheduled, with error monitoring and alerts. Scoped, built, and live in 3-6 weeks.
- Multi-system integration, $30,000-$80,000
- Four or more systems with complex data mapping and custom middleware. Built and live in 10-20 weeks.
What it costs
Business systems integration, starting at $8,000.
Real-time event-driven sync, scheduled batch synchronisation, and error monitoring with alerts, all scoped and priced before we write code.
Starts at $8,000
Most integrations scope out in a few days. Start with one data flow between two systems, then connect the rest of your stack once it's proven.
Cost depends on the number of systems, the complexity of the data mapping, and the data volume. Start with a focused two-system integration, prove the pattern, then expand to the rest of your stack when you're ready.
No hourly billing
Once we scope your first integration, that price is locked in writing. No hourly billing, no surprise invoices, and a scope change is always a priced request you approve first.
Team continuity
The team that scopes your integration ships it. No handoff after the contract is signed, and 8 weeks of post-launch support are included in every project.
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Read moreFrequently asked questions
We integrate CRM systems (Salesforce, HubSpot, Zoho), ERP systems (SAP, NetSuite, Microsoft Dynamics, Odoo), helpdesk and service management platforms (Zendesk, ServiceNow, Freshdesk, Jira), accounting systems (QuickBooks, Xero, Sage), e-commerce platforms (Shopify, WooCommerce, Magento), payment providers (Stripe, Adyen), marketing automation tools, and custom internal applications. If a system has an API or can export data in a structured format, we can build an integration with it.
We start by mapping the data flows, what information needs to move between which systems, in which direction, at what frequency, and with what transformation. We identify where data models diverge between systems and design the mapping logic. We design error handling for the cases where source data is missing, malformed, or conflicts with destination data. Only after this mapping is done do we start building the integration.
We use the approach that fits the requirement: real-time API-to-API integration for use cases where latency matters (a new customer in the CRM should appear in the ERP within seconds); event-driven webhooks for systems that publish events; scheduled batch sync for use cases where near-real-time is sufficient (nightly reconciliation); and ETL pipelines for data warehouse loading or large-volume historical data migration. We use iPaaS platforms (Make, Zapier, Boomi) where they fit the requirement and build custom middleware where they don't.
We build error handling, retry logic, and monitoring into every integration. Failed sync events are captured, logged, and queued for retry. Persistent failures trigger alerts. We build dashboards that give your operations team visibility into integration health so they know when something breaks without waiting for a user to notice. We also design integrations to be idempotent, safe to retry without creating duplicate records.
A focused two-system integration, for example, syncing CRM contacts to an ERP or connecting a helpdesk to a project management tool, typically takes 3-6 weeks. A multi-system integration involving 4+ systems with complex data mapping and custom middleware takes 10-20 weeks.
A focused two-system integration typically runs $8,000-$25,000. A multi-system integration with complex data mapping and custom middleware typically runs $30,000-$80,000. Cost depends on the number of systems, the complexity of the data mapping, the frequency and volume of data exchange, and whether we're using iPaaS tooling or building custom. We scope every project before pricing it.
Work with us
Tell us what you need. We'll tell you what it would take.
We scope Business Systems Integration in 30 minutes. You walk away with a clear cost, timeline, and approach. No commitment required.
- Scope and cost agreed before work starts. No surprises. No obligation.
- Working prototype within 3 weeks of kickoff.
- Pay by milestone. You see progress before each invoice.
- 60-day post-launch warranty. Bug fixes, UI tweaks, and deployment support. No retainer.
- All conversations are NDA-protected.