AURA
Aura Business Intelligence
Integrations
We connect what you already use: POS, calendar, spreadsheet, warehouse, booking system. Instead of replacing with new.
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IntegrationsWhat AURA does in this area

Integrations

We connect what you already use: POS, calendar, spreadsheet, warehouse, booking system. Instead of replacing with new.

  • before the startAPI check
  • individuallyScope
  • AI and automationArea

Who this is for

Companies with multiple systems and manual data transfers.

Problem

Each system works fine on its own, but they don't communicate. Someone re-enters orders from one panel to another once a day, someone else exports a spreadsheet and emails it. Copy-paste work is invisible in costs because no one invoices it, but it eats hours and generates errors that only surface with the client.

What we do

We connect the systems you already use and make sure the connection doesn't quietly break.

  • We check what the systems even expose — sometimes the answer is "nothing", and it's better to know upfront
  • We determine which data is the source of truth and which is just a copy
  • We add error handling and logs so failures are visible immediately, not after a week

What's included

From simple data transfer to building a tool that doesn't exist yet.

  • Basic integration: API or connector setup, testing, error handling
  • CRM integration: data mapping, lead and status synchronization, testing
  • API integration: documentation analysis, authentication, data flows, event logging, testing
  • Custom development: requirements, build, testing, deployment, documentation

Timeline

We calculate timelines individually and give you a quote before we start. It depends on the same factors as price: number of systems being connected, what they expose, and documentation quality on the other end — which we can't control. Simple integration of two systems is shortest, connecting CRM with website, telephony and ads takes longer, and custom tool development is planned in stages. The order is fixed though: check what the other side exposes, define the source of truth, deploy, handle errors and logs.

Cost

The cost comes out of what the other side actually exposes — which is why we name a figure after the check, not before it. Passing data between two systems, wiring the CRM to the site and the phone, working on somebody else's API and building a tool that does not exist yet are four different levels of complexity, not four items in a basket. If an integration requires a paid account on the provider's side, we say so before the start — that is their bill, not ours.

What you get

The work nobody wanted to do disappears, along with the errors it caused. Data is in one place so reports don't require assembling three files. And you don't have to replace a proven system just because the new one has a prettier panel.

How to calculate the cost of manually copying data between systems

Before asking for an integration quote, calculate what its absence already costs. Formula: monthly_cost = manual_operations × time_per_operation × hourly_rate + cost_of_copy_errors.

  • manual_operations — how many times a month someone manually moves data from one system to another
  • time_per_operation — how many minutes one such transfer actually takes, not in the best case
  • hourly_rate — the cost of one hour of work for the person who does this
  • cost_of_copy_errors — complaints, order mistakes, duplicated entries that later need fixing

At 40 operations a month of 10 minutes each, counting nothing but your team's hourly rate, you get a concrete sum of manual work — before a single error is added to it. That number is worth having at hand before the question of whether connecting systems pays off comes up — because this, and not nothing, is what the cost of a one-off job is compared against.

Three ways to connect systems: manual export, a ready-made no-code connector, a custom integration

Each path has a different cost in time and a different durability.

  • Manual export: zero implementation cost, but any change in one system needs a manual fix on the other side
  • A ready-made no-code connector from the market: a quick start with simple, popular systems, but limited to whatever the connector's maker built in
  • A custom integration (Aura): tailored to your systems and business rules, with error handling and logs, but it requires analysing the other side's documentation

A ready-made connector wins for simple, standard pairings. Where the business logic is non-standard or a system has no off-the-shelf support, a custom integration remains the option.

When an integration does not pay off

Four situations where it is better not to build one — at least not yet:

  • The connection is needed only once, for example to migrate data at launch — a manual export is cheaper than a permanent connection
  • One of the systems is being replaced in the coming months — the integration would be built for a system that will soon be gone
  • The vendor offers no API or data export at all — there is nothing to connect to, regardless of budget
  • The data volume is so small that a manual transfer takes a few minutes a month — building and maintaining the integration costs more than it saves

In each of these cases the honest answer is: not now, or not at all — not: let's build it and see.

What we need from your side for the integration to work

An integration is only as good as the access and documentation we are given.

  • Access credentials for both systems — an API key or an account with the right permissions, not a personal login password
  • Technical documentation for the other system, if it exists — and if it does not, a direct heads-up before the quote begins
  • A decision on which system is the source of truth for data that exists in both places at once
  • Someone who will confirm the field mapping and test the first cases on real data

Missing documentation does not stop the work — it stretches it out, because part of the time goes into checking what the system vendor should have documented in the first place.

How to check the effect after a month, without our report

Four things are visible directly in both systems, without asking us anything.

  • The number of manual data transfers that still happen — should drop to zero or close to it
  • The number of discrepancies between the systems, for example a different status for the same order in two places
  • The time between an event in one system and its reflection in the other — seconds or minutes, not hours
  • Entries in the integration's error log — whether they exist, how often, and whether anyone reads them

A growing error log that nobody reads is a sign that the integration works technically, but nobody is managing it.

What an integration does not do

An integration moves data between systems — it does not improve the quality of data that is already wrong at the source, and it does not fix a system that is broken on its own.

We also cannot guarantee the system on the other side will work the same way a year from now — that depends on its vendor, not on us. And we do not build a new system to replace the one you already use — we connect what is there instead of swapping it out.

The most common mistake in integrations

Missing error handling. An integration works perfectly in tests, because tests always send correct data — production sooner or later sends something nobody planned for: an empty email address, a duplicate order, a request limit that gets exceeded.

Without logs and an error alert, an integration like this goes quiet without anyone noticing. Data stops syncing, and the first person to spot it is a customer who paid for a product that does not exist in the other system. That is why error handling and logs are part of the integration scope, not an add-on for extra pay.

Whose accounts and data these are, and what happens when the other side's API changes

The accounts in the systems we connect, and the data flowing through them, are yours the whole time — we get access for the integration, not ownership of anything.

  • API keys and login credentials stay on your own accounts; we do not copy them into our own systems unless there is a real need
  • When we part ways we switch off the integration and delete the access we had — the connection simply stops working, the data in both systems stays right where it was
  • If the vendor on the other side changes its API without notice — which happens, and we have no control over it — the integration may stop working until it is fixed; log monitoring exists to notice this fast, not to prevent it

This limitation applies to any integration with someone else's system, not just our work — the more systems in the chain, the more places something can change without warning.

What you get

  • Data map and ownership of every integrated system
  • API integration with authentication, validation and error handling
  • Logs, monitoring and technical flow documentation

When the problem lies elsewhere

If your problem sounds different, neighbouring areas of the same system stand right next to it — AURA connects them to each other rather than selling them separately:

  • Automatic messages — Confirmations, reminders and thank-yous go out on their own — by SMS, email or through WhatsApp.
  • AI reception and telephony — Answers the phone when no one can. Takes notes, schedules, qualifies and passes the case along with the full context.
  • AI Chatbot — Site assistant that answers questions after hours, collects data and schedules contact. From the first sentence it says it's AI.
  • Request automation — Form goes to CRM, notification to the right person, and task to the calendar. No manual retyping.

About this on the blog

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Tell us how this process looks at your company today: how many enquiries come in, who answers them and where they get lost. We will tell you what can be taken off a person, what is not worth touching, and how this area fits into the rest of the system.

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marketing@auraglobal-merchants.com · +48 793 536 034

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