SME Business System Integrations

Version: 1.0
Last Updated: 2025-10-25
Owner: Technical Architecture
Status: Active

Overview

This directory documents the business system integrations that Zixly automates for SME clients. Each integration guide focuses on business outcomes and common workflows rather than technical implementation details.

Integration Approach

Security and Authentication

All integrations use OAuth 2.0 or API key authentication:

What this means for clients: You click “Connect to Xero” and log in with your Xero credentials. We never see your password, and you can revoke access anytime.

Data Flow

How automation works:

  1. Trigger: Something happens in one system (invoice paid, deal won, order placed)
  2. Workflow Executes: Our automation receives the trigger and runs the workflow steps
  3. Actions: Updates made to other systems (create invoice, update CRM, send email)
  4. Monitoring: We log everything so you can see what happened when

Where data lives: Your data stays in your business systems (Xero, HubSpot, etc.). Our automation reads from and writes to your systems but doesn’t permanently store your business data.

Error Handling

What happens if something fails:

Supported Integration Categories

Accounting Systems

CRM Platforms

E-commerce Platforms

Project Management

Communication

HR & Payroll

File Storage

Other Systems

Common Workflow Patterns

Customer Lifecycle Automation

Scenario: Lead → Customer → Project → Invoice → Payment

Systems Involved: CRM + Accounting + Project Management + Email

Workflow:

  1. Lead captured (website form, phone call) → CRM entry created
  2. Lead qualified → Follow-up sequence begins
  3. Deal won in CRM → Invoice created in accounting + Project created + Welcome email sent
  4. Project milestones reached → Progress invoices generated
  5. Payment received → Thank you email + CRM updated + Project status updated

Time Saved: 10-15 hours/week for 15-30 employee business

Financial Automation

Scenario: Time Tracking → Billing → Payment → Reporting

Systems Involved: Project Management + Accounting + CRM + Email

Workflow:

  1. Time logged in project management → Daily/weekly compilation
  2. Timesheet approved → Invoice generated in accounting
  3. Invoice sent → Automatic payment reminders (7, 14, 30 days)
  4. Payment received → Receipt sent + CRM updated + P&L updated
  5. End of month → Financial reports compiled and emailed

Time Saved: 8-12 hours/week for professional services firms

Inventory & E-commerce Automation

Scenario: Order Processing → Fulfillment → Inventory → Reordering

Systems Involved: E-commerce + Inventory Management + Accounting + Supplier Portal

Workflow:

  1. Order placed → Inventory allocated + Pick list generated
  2. Order shipped → Customer notification + Tracking link
  3. Inventory decreases → Check reorder threshold
  4. Stock low → Supplier notified + Purchase order created
  5. Stock received → Inventory updated + Xero bill created

Time Saved: 15-20 hours/week for e-commerce businesses

Project Delivery Automation

Scenario: Sales → Project Setup → Execution → Delivery → Closeout

Systems Involved: CRM + Project Management + File Storage + Accounting + Email

Workflow:

  1. Deal won → Project folder created + Team assigned + Tasks generated
  2. Project starts → Client portal access + Kickoff meeting scheduled
  3. Milestones reached → Progress invoices + Client updates
  4. Deliverables completed → Client approval workflow
  5. Project complete → Final invoice + Files archived + Feedback request

Time Saved: 6-10 hours/week per project manager

Integration Selection Guide

For Professional Services (Law, Accounting, Consulting)

Recommended Stack:

Priority Workflows:

  1. Time tracking → Invoice generation
  2. Client intake → Matter/project creation
  3. Document version control and client access
  4. Timesheet compilation and approval

For Construction & Trades

Recommended Stack:

Priority Workflows:

  1. Quote generation and tracking
  2. Job costing (allocate costs to jobs automatically)
  3. Progress billing based on milestones
  4. Supplier invoice allocation to jobs

For E-commerce & Retail

Recommended Stack:

Priority Workflows:

  1. Inventory sync across all channels
  2. Order processing automation
  3. Customer lifecycle emails
  4. Reorder automation when stock low

For Manufacturing

Recommended Stack:

Priority Workflows:

  1. Production scheduling based on orders
  2. Materials procurement automation
  3. Quality control documentation
  4. Finished goods to inventory to invoice

Implementation Process

Phase 1: Discovery

  1. Identify systems currently in use
  2. Map current workflows and pain points
  3. Prioritize integrations by ROI and ease
  4. Plan phased approach (don’t automate everything at once)

Phase 2: Connection Setup

  1. OAuth authentication for each system
  2. Permission configuration (what can automation access?)
  3. Test connections to ensure working
  4. Backup and fallback procedures documented

Phase 3: Workflow Development

  1. Build workflows one at a time
  2. Test with sample data before real data
  3. User acceptance testing with client team
  4. Adjustments based on feedback

Phase 4: Go-Live and Monitoring

  1. Go live with real data
  2. Monitor closely for first few weeks
  3. Optimize based on actual usage
  4. Add new workflows as opportunities identified

Support and Maintenance

Ongoing Monitoring

System Update Handling

When Xero/HubSpot/etc updates their API:

Adding New Systems

When client adds a new business system:

Security and Compliance

Data Security

Australian Data Residency

Compliance Considerations

Getting Help

Documentation

Each integration guide includes:

Support Channels

Integration Guides

Click through to detailed guides for specific systems:

  1. Xero Integration - Accounting automation
  2. HubSpot Integration - CRM and sales automation
  3. Shopify Integration - E-commerce automation
  4. Asana Integration - Project management automation
  5. Email Integration - Email automation and notifications

Document Version: 1.0
Last Updated: 2025-10-25
Owner: Zixly Technical Architecture
Review Cycle: Quarterly