One source of truth, synced everywhere, automatically
Nobody sets out to run their business on four disagreeing spreadsheets. It happens one export at a time, and by the time you notice, nobody trusts the numbers.
What data drift actually costs
- Two people call the same lead because the CRM and the sheet disagree about who owns it.
- Monthly reporting takes a day and a half because the numbers have to be reconciled before they can be read.
- A record updated in one system silently overwrites a newer change in another.
- Nobody can say when a field changed or who changed it, so a disputed number cannot be settled.
A real one, building itself.
Not a diagram of an idea. This is the shape of a system we have actually shipped for this service, assembling and then running a job.
Six things, all of them yours.
Source-of-truth map
Field by field, which system owns which value. Most sync problems are really unmade decisions.
Fuzzy matching
Records matched on name, phone, domain and email together, with a review queue for near-matches.
Conflict resolution
Explicit rules for simultaneous edits, rather than last-write-wins quietly destroying data.
Historical cleanup
The existing duplicates get merged as part of the build. Syncing a messy dataset just spreads the mess.
Field-level audit
Who changed what, when, and which system it came from. Retained and queryable.
Backfill + replay
When something does go wrong, we can replay from the log rather than reconstructing by hand.
What we build this on.
Chosen per project, not per habit. If your team already runs something that works, we build on that instead.
Four steps, no surprises.
Numbers we actually see.
Typical ranges from our own builds, not industry averages. Yours will depend on your process.
Data Syncs, answered.
Real-time sync or scheduled batch?
Real-time wherever the source system offers webhooks, which most modern CRMs do. Where a tool only supports polling, we schedule as tightly as its rate limits allow and are explicit about the lag. Claiming real-time on a five-minute poll is how people end up surprised.
What happens if two systems change the same record at once?
A rule you agreed up front decides, usually by designating one system the owner of that field. Where genuinely ambiguous, the change goes to a review queue rather than one silently overwriting the other.
Will you clean up our existing duplicates?
Yes, and it is part of the build rather than an add-on. Turning on sync across a duplicated dataset propagates the problem into every connected system, so cleanup comes first.
Can this work with a CRM you have not used before?
If it has an API, yes. We have built against the mainstream ones repeatedly and against plenty of niche and regional systems. The integration pattern is the same, and the unfamiliar part is usually a day of reading their docs.
Find out what this is worth to you.
A 20-minute call where we map your process and tell you honestly what is worth automating first, and what is not worth touching.
What pairs with this.
Integrations
We connect your CRM, inbox, forms, billing and spreadsheets so data moves between them automatically, including tools with no native integration.
API Systems
We design and build REST and GraphQL APIs, and the middleware between your systems, with authentication, versioning and documentation as standard.
Workflows
We design, build and host n8n and Make workflows that run your operations end to end, with error handling and alerting built in from the start.