System sync — Enter it once, and every system that needs it gets the update
System sync connects the software a business already runs, so a record entered in one place shows up in the others. A new customer in the CRM appears in accounting, a finished job becomes an invoice draft, and a payment updates the job. It suits teams that copy the same details between systems every day.
By Julia Ja, Owner
Move-out synced · Unit 4B
From the property system| System | Change | Status |
|---|---|---|
| Maintenance | Turnover work order | Created |
| Contacts | Tenant removed | Done |
| Owner report | Unit shows vacant | Done |
| Lease file | Different date | Conflict |
The lease file lists a different move-out date, so it goes to the manager to pick the right one.
Why it matters
The problem it solves
Most small businesses run several systems that don't talk to each other. The same customer is typed into the CRM, the field app and the accounting software, often by different people.
Each copy is a chance for a typo, a missed update or a duplicate. Over time the systems disagree, and nobody is sure which one to trust when a phone number or an invoice is wrong.
Example · illustrative
A property management office at month-end
- A tenant moves out of unit 4B on the last day of the month, and the manager marks the move-out in the property system.
- The maintenance tool gets a turnover work order for 4B.
- The tenant leaves the active contact list, and the next owner report shows the unit as vacant.
- The lease file lists a different move-out date, so the conflict lands on the manager's list to settle.
How it works
How system sync works
- Starts whenA record is created or changed in one system
- 1Step 1Catch the changeA webhook or a scheduled check picks up a new customer, a job status change or a recorded payment.
- 2Step 2Map the fieldsThe details are translated into the other system's fields and formats, such as customer codes, item names and tax settings.
- 3Step 3Check for duplicatesBefore creating anything, it looks for an existing match by email, phone or account number.
- 4Step 4Write and logThe other system is updated, and every change is logged so it can be traced.
- A person decidesResolve conflictsWhen two systems disagree on a value, a person picks the right one.
Before · by hand
- The same customer is typed into the CRM and the accounting software.
- Job status in the office doesn't match the field app.
- Small typos create duplicate records.
With system sync
- Each record is entered once and copied where it's needed.
- Status changes show up in every connected system.
- Conflicts are flagged instead of quietly overwritten.
What we build
The parts of system sync
Your systems
- HubSpot
- Salesforce
- QuickBooks Online
- ServiceTitan
- Shopify
- Airtable
What we build
1Change capture
Webhooks or scheduled checks that notice new and changed records in each connected system.
2Field map
A written map of how each field translates between systems, such as customer codes, item names, units and tax settings.
3Matching and duplicate checks
Looks for an existing record by email, phone or account number before creating a new one, and sends unsure matches to a person.
4Source-of-truth rules
Decides per field which system wins, so prices can come from accounting and phone numbers from the CRM.
5Queue and retries
Holds changes when a system is down or rate-limited, and sends them in order once it's back.
6Change log and conflict list
Records every write with the old and new values, and lists conflicts for a person to resolve.
Your team decides
- A person resolves conflicts when two systems disagree.
- The owner decides which system is the source of truth for each kind of record.
Industries it fits
What system sync looks like in each industry
Glass processing & fabrication
An order's job file goes to the cutting table, and the actual cut result is read back into the order. Remakes and breakage are recorded against the original order, so it shows what was really produced.
Everything for glass processing & fabricationYour industry isn’t listed, or works differently? Describe it and get an answer in a minute.
Getting started
What you need first
We go through these with you in the audit, before anything is built.
Before we start
5 things to have ready- Admin or API access to each system, on a plan level that allows integrations.
- A decision on which system is the source of truth for each kind of record and field.
- Someone who knows how records are used in each system and can answer field questions.
- A person who resolves conflicts and checks the failure list now and then.
- Agreement on how existing duplicates are handled before the sync starts.
How a rollout runs
- 1Map the recordsWe list which records move between which systems, field by field, and who creates or edits each one.
- 2Clean the starting pointWe find existing duplicates and mismatches, so the sync doesn't copy them into every system.
- 3Build against test accountsWe connect sandbox or test accounts where the vendors offer them, and run creates, edits and deletions through each path.
- 4Go live one flow at a timeWe start with one direction, such as CRM to accounting, check the change log, then switch on the next flow.
- 5Watch conflicts and failuresConflict and failure lists are reviewed, and mapping rules are fixed where the same problem repeats.
What to measure
How to know it's working
Weekly report · system sync
IllustrationRecords synced per day
Shows the sync is running and how many records no longer need typing twice.
Failed or queued changes
Failures that sit unresolved let the systems drift apart again.
Conflicts per week
A steady stream points to a mapping rule or a process that needs a fix.
Duplicates created by the sync
Each new duplicate shows a gap in the matching rules.
Manual corrections to synced records
Shows where people still fix data by hand, and which fields to look at.
We measure the baseline before building, so the change can be compared afterwards.
When it’s not a fit
- If two teams use the same field for different things, syncing spreads the confusion. Agree on what each field means first.
- Systems with no API and no export can't be synced reliably. We say so rather than build on screen scraping.
- Two-way sync of the same field invites loops and overwrites. Most fields should have one owning system.
- Vendors change their software and limits. Someone needs to watch the failure alerts after launch.
Tool or custom build
Do you need a custom build?
Option A · a ready-made tool
An off-the-shelf tool may be enough
Native integrations, such as the QuickBooks connectors built into many field-service tools, cover common pairs well. Zapier and Make handle simple one-way flows without code.
Option B · built around your systems
When a custom build is worth it
A custom build makes sense when records need matching rules, field-by-field ownership, conflict handling or a full change log across several systems.
Not sure which fits?
What it typically costs
Typical ranges as of October 2026. Not a quote.
Ready-made tool, set up by us
An existing platform on your own account, configured for your business.
- Setup, one timepaid to Lorryn
- $1,000–$2,000
- Tool subscriptionpaid to the provider
- $25–$100 / month
Fits when your process matches what the platform already does.
Custom build
Built around how you work, with no platform subscription. You own it.
- Build, one timebasic version to full version
- $2,000–$9,000
- Running costshosting and usage, on your accounts
- ~$5–$25 / month
Fits when your systems, rules or exceptions don't match a ready tool.
Optional Automation Care: $125 · $250 · $375 / month
1, 2 or 3 hours of support a month, with monitoring and alerts included. Without it, you run it yourself after handover.
Typically works with HubSpot, Salesforce, QuickBooks Online, ServiceTitan.
Booking into or writing to your field-service, practice or shop software adds up to $500 to the ready-made tool (often a built-in feature) and $500–$1,500 to a custom build.
Your price depends on volume, the systems involved and how many exceptions need a person. Our team confirms a fixed price before any work starts.
Proof and who stays in charge
From our results · Glass processing plantLiveAt a glass processing plant, the job file is sent to the cutting table and the actual result is read back. Invoices are exported to the accounting software.Read the case studyWho does what
The automation does the routine steps. A person makes the call.
- 1Catch the changeAutomated
- 2Map the fieldsAutomated
- 3Check for duplicatesAutomated
- 4Write and logAutomated
- 5Resolve conflictsA person
FAQ
Questions about system sync
Most business software has an API or at least an export. If yours has neither, we say so on the free call rather than build something fragile.
It checks for an existing record by email, phone or account number first. Uncertain matches go to a person.
Changes wait in a queue and are sent when the system is back. Failures are logged, and someone is alerted.
You decide per field, such as prices from accounting and phone numbers from the CRM. Anything unclear is flagged.
Yes. Existing records are matched and loaded first, and likely duplicates are reviewed by a person before anything is merged.
The field map and rules are written down, so they carry over. Only the connection to the new system has to be rebuilt.
You do. The data stays in your systems, and the field map, rules and code belong to the business.
It depends on the systems involved; we give a fixed quote after a free call.
Related use cases
Often built together
- Data & reportingData cleanup and alertsFinds duplicates, gaps and odd values in your records and alerts the person who can fix them.
- Data & reportingAutomated reportingPulls numbers from your systems into a scheduled report with a short plain-English summary.
- Inventory & operationsInventory syncKeeps stock levels matched across your point of sale, online store, marketplaces and accounting software.
Want system sync for your business?
Pick the step that suits you. Every path starts with how the work runs today, and we'll say honestly whether it's worth automating.
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