Systems integration that ends double entry
Systems integration for Wollongong and Illawarra businesses that are sick of typing the same customer into four tools. I put HubSpot at the centre and connect your ERP, quoting, phones, website and project tools to it, so information is entered once and flows everywhere it's needed. Fewer logins, fewer mistakes, one version of the truth.
Your tools are fine. The gaps between them are killing you.
Most businesses don't have a software problem. They have a handover problem. Every time work moves from one tool to the next, a human copies it across by hand.
Sales closes a deal in the CRM. Someone rebuilds the quote from the ERP price list. Someone else sets up the project in Asana. The order gets keyed into the ERP again. Each step is small. Together they add up to days every month, and each copy is a chance for the address, the price or the scope to be wrong.
- The same customer details typed into the CRM, the quote, the ERP and the project tool.
- Prices updated in the ERP but not in HubSpot or on the website, so quotes go out wrong.
- Website enquiries landing in an inbox instead of the CRM, and some never followed up.
- Calls made from the phone system that never show up on the customer record.
- Reports that need three exports and a spreadsheet to answer one question.
- A tangle of half-working Zaps nobody remembers building.
Integrations that follow the way work moves
I start with the journey from first enquiry to final invoice, then connect the tools along it. HubSpot is usually the hub. Zapier where a light job is all you need, APIs, webhooks and custom code where it isn't.
HubSpot as the hub
HubSpot holds the customer, the deal and the history. Everything else feeds it or reads from it. I design the objects, properties and associations first, so integrations have somewhere sensible to land. More on HubSpot integrations.
ERP products, pricing and quoting
Products and price lists flow from your ERP into the HubSpot product library. Quotes build from line items at current prices, and won deals go back to the ERP as orders. One owner for every price.
Aircall and 3CX phones
Calls logged against the right contact and deal, outcomes recorded, click-to-call from the record. Plus a fallback plan for when the phone system or the integration has a bad day.
HubSpot to Asana handover
When a deal is won, an Asana project is created from the right template with scope, contacts, dates and owners filled in. Project status can flow back to the deal so sales can see progress.
Website to CRM, both ways
Gravity Forms, Typeform or HubSpot forms land in HubSpot with source, page and campaign. Product and content data syncs with WordPress through the REST API or scheduled WP All Export feeds.
Insightly and Mailchimp
Older CRMs and email tools connected to HubSpot during a staged move, or moved across properly with history intact. See HubSpot migration.
PandaDoc quotes and contracts
Quotes and proposals built from the HubSpot deal and its line items, sent and signed in PandaDoc, with the signed document and status written back to the deal.
Zapier vs APIs and webhooks
Zapier is fine for a simple one-way hop. Two-way sync, conditional logic, volume or proper error handling needs the APIs and webhooks directly, with OAuth, retries and logging. I'll also untangle the Zaps you already have.
Scheduled scripts and Sheets
Python and PowerShell scripts on Windows Task Scheduler for nightly syncs, exports and clean-up jobs. Google Sheets and Drive connected where part of the business genuinely runs on a sheet.
AI connected with MCP
MCP (Model Context Protocol) gives an AI assistant controlled access to HubSpot and other systems, so it can look things up and draft updates for a human to approve. See AI and automation.
Forms that land clean
Gravity Forms, Typeform and other website forms mapped into HubSpot with the source, campaign and owner set on arrival, so no enquiry sits in an inbox waiting for someone to type it in.
Events and attendance
Registrations and attendance pushed into the CRM, so follow-ups go to the people who actually showed up and sales can see who attended what.
Systems integration pricing
All prices AUD. No GST is added. Software subscriptions are paid to the vendors directly.
| Service | What you get | Price |
|---|---|---|
| Problem-Solving Session | 90 minutes on your systems, a whiteboard and a clear next step | $650 |
| Systems & Marketing Audit | Full tool and process map, waste priced, ranked roadmap. 2 weeks. | $4,950 fixed |
| Single automation | One connection between two tools, built and documented | From $2,500 |
| Systems or HubSpot integration | Connected flow across HubSpot, your ERP, phones, website, Asana or a database | From $7,500 |
| HubSpot custom app | UI extensions, serverless functions and private app integrations | From $15,000 |
| Ongoing support | Monitoring, changes and new integrations on retainer | From $3,500/month |
Most projects start with the audit, so you only pay to build what actually pays back. Full rates on the pricing page.
Four steps to connected systems
Map
I trace a real job from enquiry to invoice and note every tool, every copy-paste and every place data gets stuck or changes shape.
Decide
We agree which system owns which data, what triggers each handover and where a human needs to check. This is the step most integrations skip.
Connect
I build the integrations, test them with real records and edge cases, and add alerts so a failed sync never goes unnoticed.
Document
You get a diagram, a runbook and a walkthrough. Code lives in a Git repository you own. Anyone can see what talks to what, and why.
What a systems integration project looks like
Typical scenarios, not client stories. The numbers are illustrative maths you can check against your own business.
Price list to quote without retyping
A product business keeps prices in its ERP. Sales builds quotes in HubSpot by retyping codes and prices from a PDF price list, and some go out wrong. Syncing products and pricing from the ERP into HubSpot means quotes build from line items at today's price, and the won deal goes back as an order. Save 20 minutes on each of 60 quotes a month and that's 20 hours back.
The leaky website
A trades business gets enquiries from four different WordPress forms going to two inboxes. Some get answered the same day, some never. After integration, every form creates a HubSpot contact and deal, assigns it by suburb and job type, and sends the customer an immediate confirmation.
The calls nobody logged
Reps make most of their calls from the desk phone and log maybe half of them. With the phone system connected to HubSpot, every call lands on the contact and deal with its outcome, so the manager sees real activity and the next person picks up the history.
Three versions of the customer
Customer addresses live in the CRM, the ERP and the accounting tool, and they don't match. We name one system as the owner of customer details and sync the others from it. Changes happen once. Deliveries stop going to old addresses.
Process first, code second
Anyone can connect two apps. The hard part is deciding what should happen, who owns the data and what to do when something goes wrong. That's where most integrations fall over, and it's where I spend the most time.
I've designed HubSpot around ERP pricing and quoting, CRM telephony, WordPress sites and legacy Access databases inside a multi-brand manufacturing group, so I know where these connections usually break. I'm a Wollongong-based systems and marketing consultant who also writes the integrations. You deal with one person from the whiteboard to go-live, and you get documentation good enough that you're never stuck with me.
On site across the region: Wollongong · Shellharbour · Kiama · Nowra and the Shoalhaven · Southern Highlands. More about how I work in the Illawarra.
Good fit
- Teams on HubSpot, or moving to it, whose ERP, phones, website or project tools don't talk to it
- Manufacturers and product businesses where prices live in the ERP and get retyped into quotes
- Owners preparing for AI who need clean, connected data first
- Companies with a pile of fragile automations nobody owns
Not a fit
- You want a new tool for every problem. Usually you need fewer tools.
- You need an ERP rollout or accounting system implementation. I connect to your ERP, I don't replace it.
- Nobody can explain how a job moves through the business, and nobody wants to find out
Systems integration FAQs
How much does systems integration cost?
Integration projects start from $7,500, with a fixed quote after scoping. A single connection between two tools can start from $2,500. If you don't know where to start, the Systems and Marketing Audit is $4,950 fixed and gives you a priced roadmap.
Can HubSpot connect to our ERP?
Usually, yes. The common pattern is products and prices flowing from the ERP into HubSpot, quotes built from HubSpot line items, and won deals or orders going back. How it's done depends on what the ERP offers: an API, database access or a scheduled export. I've done product, pricing and quoting integration with MAX ERP and with legacy Microsoft Access databases, and other ERPs follow the same logic.
Do you integrate Aircall or 3CX with HubSpot?
Yes. The goal is every call logged on the right contact and deal with its outcome, and click-to-call from the record, so reps stop logging calls by hand. Aircall connects to HubSpot cleanly. With 3CX there's more planning, including what happens when the integration is down.
Can HubSpot create projects in Asana automatically?
Yes. The most common setup creates an Asana project from a template when a HubSpot deal reaches closed won, with the client, scope, dates and owners filled in. It can also post project milestones back to the deal so sales and account managers see progress without asking.
Why not just use Zapier?
Sometimes that's the right answer, and I'll use it for light, one-way jobs. Zapier tends to break down when you need conditional logic, multiple object types, two-way sync, volume or proper error handling. That's when a custom integration on the APIs and webhooks, or a scheduled Python script, is cheaper over its life.
What happens when an integration fails?
Every integration I build logs what it does and alerts a named person when something fails, with enough detail to fix it. Silent failures are the real danger with integrations, so I design them out from day one.
Can AI tools connect to HubSpot and our other systems?
Yes, and MCP (Model Context Protocol) is the cleanest way to do it. It gives an AI assistant controlled access to look up records and draft updates, with a human approving anything that changes data. It only works well on connected, clean data, which is why integration usually comes first. See AI and automation.
Do you work with businesses outside Wollongong?
Yes. I'm based in Wollongong and work on site across the Illawarra, Shoalhaven and Southern Highlands, and remotely with businesses anywhere in Australia. Integration work is mostly remote, but the mapping session is best done in person.
Guides on systems and data
How to win with systems
The playbook for businesses drowning in tools, spreadsheets and double handling.
Read the guide GuideHubSpot implementation
The setup decisions that make or break HubSpot, and the mistakes I see in most portals.
Read the guide GuideThe CRM data clean-up guide
Duplicates, junk fields and dead contacts, and the rules that keep it clean.
Read the guideHubSpot: HubSpot consulting · HubSpot migration · HubSpot admin retainer · HubSpot integrations & custom apps · HubSpot health check · HubSpot training.
Related: data clean-up, custom apps and configurators, WordPress development, manufacturers. Free tool: the AI readiness checklist.
List your tools. I'll show you the gaps.
Tell me which tools you use and where the copy-pasting happens. I'll come back within one business day with what I'd connect first and a rough cost.
- Fixed quotes, scoped before work starts
- Every integration documented and owned by you
- Alerts on failure, not silent data loss
- Based in Wollongong, on site across the Illawarra
Which tools need to talk?
I read every enquiry myself and reply within one business day.
Got it. Thanks.
I'll be in touch within one business day.