Data typed twice
The same order, item or customer entered two or three times, in different programs.
Systems that talk
Every department has its own program, and none of them talk to each other?
Warehouse, fleet, ecommerce, logistics: each often has its own system, and data moves between them by hand. We write the custom piece that connects them, so data entered once reaches everyone.
“You stood out from over 60 candidates because you had a clear plan. You explained exactly how you would tackle the problem.” Verified client, supplier selection for a software project · translated from Italian
- What works stays
- We start from how data leaves today
- Only the exceptions reach a person
- ERP Item 10233 · 40 mm bracket 60 pcs linked
- Ecommerce SKU ST-40 · same bracket 60 pcs linked
- Logistics EAN 8001234567890 60 pcs linked
- Fleet Delivery 41 · loaded on van 2 20 pcs linked
- Supplier Code AB-4471 · not linked yet 48 pcs to match
Programs linked 4 of 5
data entered once
40 minutes a day to retype 80 lines from one program to another, 30 seconds each
160 hours a year, over 240 working days
Once the data is entered, then it reaches the other programs on its own
Reference values for a business retyping 80 lines a day between two programs.
Free check
Free check of your connections
Tell us which programs you use and where data moves by hand. We find which connection saves you the most time and where to start.
Ask for the check Free, with no commitment.
What it costs today
Put your own numbers in. See what retyping data costs.
Lines retyped every day from one program to another, times the time each takes. With the connection data is entered once and only the exceptions stay with a person.
A line is an order, an item, a customer or a delivery: anything someone types twice today.
Try it with your numbers
An estimate: set it yourself, including contributions and overheads
a year of work back to the team
Let us talk about these numbersHow the sum works
The sum: lines a day times seconds per line, over 240 days. After, about 5% stays manual, the exceptions. Retyping errors avoided are not included.
The problem
The programs work. The handoff between them is done by hand.
Each program does its job well. Time is lost when someone has to copy, compare or retype data from one to the other.
Different numbers for the same data
Each program has its own figure, and nobody is sure which one is right.
Excel as the bridge
Exports, spreadsheets and imports done by hand to move data from one system to another.
Information that arrives late
What happens in the warehouse or on the road only shows up when someone updates it by hand.
The part nobody sees
Six things to decide before connecting two programs.
The connection itself is the easy part. The real work is agreeing on who leads, on which codes and on what to do when a figure does not match.
Same item, different codes
The ERP calls it 10233, the website ST-40, the supplier AB-4471. You need a table saying they are the same thing.
For exampleWith 1,500 items and 3 programs you need 1,500 mapping rows: built once, then updated only for new items.
Who leads on which data
The ERP decides the price, the warehouse the stock, the customer the address on the website. Every piece of data has an owner, the other programs follow.
For exampleIf two programs can both change price and stock, sooner or later one overwrites the other without anyone noticing.
When two figures disagree
It is not decided at random: a rule says which one wins, and when it is unclear the line goes to a person, with the reason.
For exampleA customer with two different addresses in two programs lands in an exception queue, instead of receiving the parcel at the wrong place.
How data leaves
API, export, files in a shared folder, database, email: every program allows something. We start from what is there, without changing program.
For exampleAn ERP with no API that saves a CSV every evening is enough to update the other programs every night.
How often
Not everything has to be instant. Stock yes, the price list maybe once a day, customer records when they change.
For exampleUpdating every 5 minutes 20 fields that change once a month is wasted work for every program involved.
What stays on record
Every handoff leaves a trace: what left, what arrived, what stopped and why.
For exampleIf an order never reaches the logistics program, you find it in the log with the time and the reason, without asking three people.
A connection at work
What happens to an order moving from one program to another.
The data is entered once. The connection takes it to the other programs with the right codes, and flags only what cannot get through.
| Time | From | To | Data | Result |
|---|---|---|---|---|
| 09:12 | Ecommerce | ERP | Order 5531 · 2 × ST-40 | Arrived as item 10233 |
| 09:12 | ERP | Logistics | Order 5531 to ship | Ready for pickup |
| 09:40 | Logistics | Fleet | Delivery 41 · 18 parcels | Assigned to van 2 |
| 10:05 | Supplier | ERP | Delivery note with code AB-4471 | Code to link, sent to a person |
| 10:30 | Ecommerce | ERP | Customer with a new address | Differs from the records, to confirm |
| 11:00 | ERP | Ecommerce | Price of item 10233 | Updated on the website |
A close case: an online store received files from several suppliers, each with different codes. The connection made them the same for the catalogue and today stock updates on its own. See the real case
One single system or a connection
You don’t always need to throw everything away for a single system.
If the programs you have work, connecting them often pays off. If one no longer copes, only that one gets replaced.
Everything new, at once
- Every department changes program together
- Migration and training for everyone
- What worked gets redone as well
- One supplier for everything
The piece that connects them
- Each department keeps its program
- We start from the handoff that costs the most
- What works stays
- If a program no longer copes, only that one is replaced
Data stays in the company
The connection can work inside your own walls.
Data can move from one of your programs to another without a detour through outside services.
- Inside your networkThe connection runs where you decide and uses only the access it needs, each program its own.
- A log of every handoffWhat left, what arrived and what stopped, with time and reason.
- Programs that changeIf a program updates or changes format, the connection is adapted, not everything else.
Before you write
If you use one program for everything, you don’t need it.
It makes sense if
- You use two or more programs that should share data
- Someone retypes data from one program to another every day
- Figures don’t match from one department to another
- The programs you have do their job well
You don’t need it if
- You use one program for everything
- Data already moves on its own
- You are looking for a single ready-made system to buy
What clients say
You stood out from over 60 candidates because you had a clear plan. You explained exactly how you would approach the problem. That gave me the confidence to choose you.
Verified review, anonymised for privacy.
Frequently asked
Questions on this topic.
Do we have to change our management system?
No. We start from the ones you have. If one no longer copes with your work, we look at replacing only that one.
What if a program has no API?
An export, a file, the database or a mailbox is often enough. We start from how data leaves today.
Who decides which program has the right data?
We decide it together during analysis, one piece of data at a time: price, stock, customer records, order status. From there the connection knows who leads and who follows.
What happens when a figure does not match?
The connection does not hide it: it flags it to a person, with the reason.
What happens if a program goes down?
The data waits in a queue and restarts when the program is back. If something stays stuck too long, a person gets an alert.
Can fleet and logistics programs be connected too?
Yes, as long as data can get in or out somehow, with APIs, files or the database. We check it program by program at the start.
Can we start with a single connection?
Yes. We start from the handoff that takes the most time, and the others are added later.
Start with the problem
Tell us which programs you use and where data moves by hand.
We will tell you whether connecting them pays off and which handoff to start from.
- The first check is free and commits you to nothing
- Every message gets read, there is no call centre
- Fixed price and payment by milestone
- Italian and English, VAT invoices
- No phone call unless you want one
- If nothing should be built, we will say so
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