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03Service

Getting your systems talking

Most of the waste is in the handovers.

Your systems are probably fine on their own. The cost is in the gaps between them: typing the same thing twice, chasing, two versions of the truth, the job that stalls because nobody owned the next step. This is the work that closes those gaps.

What you get

  • CRM setup
  • Systems joined up
  • Chasing done for you
Talk about this All four services

01The same enquiry, twice

One enquiry, two businesses.

Same firm, same enquiry, same six steps. The only difference is whether anybody joined the software up on purpose.

01Arrives

Inbox, phone and web form. Three front doors and no shared list.

One place it lands. Where it came from, what they want and when, recorded with it.

02Recorded

Somebody re-types it into the CRM, when they get round to it.

Typed once, into the system that owns that record. Nothing is typed twice.

03Qualified

By whoever picked it up, against their own idea of a good job.

Against rules you agreed, with the odd ones flagged rather than quietly dropped.

04Assigned

Verbally, or in a message that has scrolled out of view by Thursday.

To a named person, with a deadline the system can see and chase.

05Answered

From a personal inbox. The business cannot see what was promised.

From the business, saved against the record, visible to whoever picks it up next.

06Closed

Marked done somewhere. The monthly figures get rebuilt by hand.

The outcome updates the record and the figures in one go.

02Who owns what

Every field has exactly one home.

Most of the pain here is an argument about ownership in disguise. We settle it first and in writing: which system holds the truth for each thing, and which ones are only ever allowed to read it.

CRMThe customer, the enquiry, how far it has got.Invoice status or delivery dates.
Accounts softwareInvoices, payments, who owes what.The master copy of contact details.
DiaryCapacity, appointments, who is where and when.Where the sale has got to, or the price.
Phone and messagingWhat was sent and received, and when.The record of what was agreed.
WebsiteWhat the customer sees and submits.A private store of customer data nothing else can read.
ReportingThe definitions — what “a live job” actually means.Its own edited copy of the numbers.

Yours will not look exactly like this. Agreeing your version is the first thing this work produces, and it is usually the meeting that changes the most.

03When it breaks

Designed for the day it breaks.

Anything automatic earns its trust by failing well. Everything we build comes with these five, and we will not switch one on without them.

  • Retry, then stopA failed step is tried again on a set schedule and then held. Nothing disappears quietly.
  • One place to lookEvery failure lands in one list, with the job, the reason and the time it happened.
  • A way to do it by handEverything automatic has a manual version your team can run without ringing us.
  • A check that they still agreeA check you can run whenever you like that proves two systems still match, and lists the rows where they do not.
  • An off switchYou can turn any of it off yourself. It is written down, and it is tested before handover.

04How the work runs

Nothing is switched over until the way back is written down.

This kind of work goes wrong in public and at the worst possible moment. The order below exists so that every stage has somewhere to fall back to.

  1. 01

    Map

    Software, fields, owners, and the workarounds people have quietly invented to keep things moving.

    If it goes wrong

    Nothing is connected yet. The map is the only thing that changes hands.

  2. 02

    Agree

    Where each record lives, what happens when two systems disagree, and who decides.

    If it goes wrong

    Signed off in writing before a single connection is built.

  3. 03

    Connect

    Built against test copies, never against your live data.

    If it goes wrong

    Throw the test copy away. Nothing real has been touched.

  4. 04

    Run both together

    Old way and new way running side by side, with the differences reported rather than assumed.

    If it goes wrong

    Stop the new one. The old one never stopped running.

  5. 05

    Switch over

    Switch deliberately, with the way back written down and the owner on the end of a phone.

    If it goes wrong

    Written down, rehearsed, and reversible inside the window we agreed.

  6. 06

    Hand over

    The written instructions, the access and the ownership move to your team.

    If it goes wrong

    You can run, pause and change it without us. That is the test of done.

05The fine print

What we need from you, and what we will not do.

This work touches software other people depend on. It only works with real access and a real owner on your side.

What you bring

Four things, and none of them are optional.

  • Admin access, or somebody who has itNot a read-only export. This needs the same access your own IT people would need.
  • A named owner for every systemOne person per system who can answer “what is this field for” and approve a change to it.
  • A decision on which system winsWhen two disagree, one has to be right. We will bring a recommendation; somebody in the business has to sign it.
  • Willingness to change how something is doneSome of the pain is the process, not the software. Automating it as it stands only makes it faster.

Not part of this

Where this work stops.

  • Buying licences and haggling with suppliersWe say what is needed and help you judge the options. We do not sit on your side of a commercial call.
  • Accounting, payroll and your financial controlsWe connect the accounts software. We do not design how your money is controlled or advise on it.
  • Ongoing data entry or back-office staffWhere a job still needs a person, we build their tools. We do not supply the person.
  • Work a supplier's terms forbidIf a closed product cannot legitimately be extended, we will say so rather than build something that breaks at their next update.

Before any of this pays off, the enquiry has to arrive as a record rather than an email. That is the websites work, and the two are usually done together.

06How it fits

Where this one meets the other three.

Each of the four can be bought on its own. When they run together, this is what actually passes between them.

Service 01

Working out what to fix first

Hands over
How much change the business can actually take, and by when.
Gets back
Which processes get rebuilt, and in what order.

Service 02

Websites built to bring in work

Hands over
Live information the site can show: availability, price, job status.
Gets back
Enquiries arriving as records, not emails.

Service 04

AI assistants that know their limits

Hands over
What the assistant may read, what it may change, and where the truth lives.
Gets back
Drafts, sorting and summaries for a person to approve.

07Next step

Tell us the problem, not the brief.

The most useful first conversation is a plain description of what is going wrong and roughly what it is costing you. If this is not the one that fixes it, we will tell you which one is.

hello@remedium.digital