Strategy
Business Systems Architecture
Business systems architecture that connects tools, eliminates silos, and supports growth.
A professional services firm with 85 employees was drowning in manual work. Their client data lived in three different CRMs - one for sales, one for project management, and one for billing - because each department had chosen their own solution years ago. Every new client required 47 manual data entry steps across seven different systems. Invoicing took three days because someone had to copy-paste data between platforms. The marketing team had no visibility into which leads became customers because the systems did not talk to each other. They were spending $180,000 annually on software subscriptions, plus the equivalent of 2.5 full-time employees doing manual data work. We conducted a full business systems audit and designed an integrated architecture. First, we mapped every business process and identified where data flowed (or should flow) between systems. Second, we evaluated their existing tools against requirements, keeping what worked and replacing what did not. Third, we selected a core platform stack with clear integration patterns: HubSpot as the single source of truth for customer data, Monday.com for project management with bidirectional sync, Stripe for billing connected to both, and a custom middleware layer handling data synchronization. Fourth, we designed automated workflows that eliminated manual steps: new client onboarding, project kickoffs, invoice generation, and status updates. Implementation took 12 weeks. The results: manual data entry reduced by 89%, invoicing time dropped from 3 days to 4 hours, marketing gained closed-loop attribution, and they eliminated $67,000 in redundant software costs. Most importantly, employees could focus on client work instead of copy-pasting data. This is what integrated business systems deliver.
How this capability is applied
Full Technology Stack Audit
Most companies accumulate software organically over time, resulting in redundant tools, data silos, and unused licenses. We audit your complete technology landscape: every SaaS subscription, custom integration, shadow IT tool, and manual workaround. We map data flows (or lack thereof), identify security risks, calculate total cost of ownership, and surface the hidden manual workarounds that employees create to compensate for broken systems. This produces a clear picture of what you have, what it costs, and what is actually working.
Integrated System Architecture Design
Disconnected systems create friction, errors, and blind spots. We design integrated architectures where data flows automatically between systems: CRM updates trigger project creation, project milestones update billing status, and customer support tickets surface in sales dashboards. We define integration patterns (native integrations, middleware platforms, custom APIs), data models (what lives where, how it syncs), and workflow automation (what happens automatically when events occur). The result is a system that runs itself rather than requiring constant human attention.
Objective Vendor Selection and Negotiation
Software vendors optimize for their metrics, not yours. We provide vendor-neutral recommendations based solely on your requirements, existing stack, and budget. We have no referral partnerships or affiliate relationships - our only goal is finding the right tool for your context. We also support negotiation: identifying must-have vs. nice-to-have features, comparing total cost of ownership (not just list price), and structuring contracts that provide flexibility as you grow. One client saved $45,000 annually just from our contract negotiation guidance.
Process Automation and Workflow Design
The best system architecture automates routine work. We design workflows that trigger based on events: when a deal closes in CRM, automatically create a project, notify the delivery team, generate a welcome email sequence, and schedule a kickoff call. When a project reaches a milestone, update the client portal, generate an invoice, and alert accounting. These automations eliminate the administrative work that bogs down high-value employees and ensures nothing falls through cracks.
Data Governance and Single Source of Truth
When every system has its own copy of customer data, you end up with conflicting information and no one knowing which version is correct. We implement data governance: defining which system owns each data type (CRM owns contact info, accounting owns billing status), establishing sync patterns (one-way vs. bidirectional), and creating data validation rules. This produces a single source of truth where employees trust the data and make decisions confidently.
Scalability and Future-Proofing
Your systems architecture needs to support not just today's operations but tomorrow's growth. We design with scale in mind: API rate limits that accommodate 10x volume, database schemas that handle increased complexity, and architecture patterns that allow adding new tools without breaking existing integrations. We also create technology roadmaps showing when to upgrade, when to replace, and when to build custom solutions as your business evolves.
How we work
01
Business Process and Systems Discovery
We interview stakeholders across every department to understand how work actually gets done - not how the process manual says it should work, but the reality of daily operations. We map current software usage, shadow IT tools employees use without IT approval, manual workarounds that compensate for system limitations, and data flows (or blockages) between systems. This produces a current-state map showing where your systems help and where they hinder.
02
Requirements Definition and Gap Analysis
Based on discovery, we define functional requirements: what must the system do, what data must it handle, what integrations are essential, what compliance requirements apply, and what growth capacity is needed. We also document user requirements: who uses the system, how technically sophisticated are they, what devices do they use, and what pain points must be addressed. This requirements document becomes the evaluation criteria for all architecture decisions.
03
Architecture Design and Tool Selection
We design the target architecture: which systems handle which functions, how data flows between them, what integrations enable automation, and what custom development might be needed. We evaluate 3-5 vendor options for each major system component, scoring against requirements, and provide recommendations with implementation cost estimates. The deliverable is a complete architecture diagram plus vendor selection rationale.
04
Integration Mapping and Workflow Design
With core systems selected, we design the connections: what data syncs where, in what direction, on what schedule, and with what conflict resolution. We map automated workflows triggered by events: new customer onboarding, project transitions, billing cycles, and status updates. We also design exception handling: what happens when syncs fail, data conflicts arise, or manual intervention is required.
05
Implementation Roadmap and Phasing
Big-bang system changes fail because they overwhelm organizations. We design phased implementation roadmaps that sequence changes by dependency and risk: quick wins that demonstrate value, foundation systems that enable everything else, integrations that connect systems, and advanced automation that leverages the integrated foundation. Each phase has clear success criteria, rollback plans, and resource requirements.
06
Change Management and Training Planning
New systems only work if people use them correctly. We develop change management plans: communication strategies, training programs, documentation requirements, and support structures. We identify change champions in each department, design role-based training (different users need different skills), and create feedback loops to identify adoption issues early. Technology changes succeed or fail based on human factors, not technical ones.
Deliverables
Every web design engagement delivers a complete, production-ready website built to modern standards. You receive all source files, documentation, and training needed to manage your site independently. Our deliverables include design assets, developed templates, integrated functionality, quality assurance documentation, and ongoing support—everything required for a successful launch, smooth handoff, and confident ongoing operation.
Complete current-state systems and process audit
Functional and technical requirements documentation
Target architecture design with system selection rationale
Integration architecture and data flow diagrams
Automated workflow specifications
Vendor evaluation matrix and recommendations
Contract negotiation guidance and cost projections
Phased implementation roadmap with risk mitigation
Change management and training plan
Data governance policies and single-source-of-truth definitions
Common questions
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