ERP & Systems Integration
Accounting, spend, payroll, and field/job management connected into one source of truth — manual reconciliation engineered out, not worked around.
Why five good tools still produce one bad number
The typical SMB stack is five good tools that don't talk: accounting in one place, cards in another, payroll in a third, jobs in a fourth — and the truth in a spreadsheet that one person maintains. Every gap between systems becomes a human doing transportation waste: re-keying, exporting, reconciling numbers that should have matched by construction.
We start by mapping the money path — how a dollar flows from estimate to job to invoice to cash to financial statement. Every manual handoff on that path is somewhere data gets dropped, delayed, or mistyped. Integration isn't an IT project; it's waste elimination on the money path.
Then there's the "do we need a real ERP?" trap. At SMB scale, a half-implemented ERP is usually worse than a well-connected QuickBooks stack — the expensive failure mode is buying software to fix a process problem. We fix the process, then connect the tools, and only recommend heavier platforms when the volume genuinely demands it.
What's included
- Systems audit and value-stream map of your current stack
- QuickBooks Online as the hub, with one-way feeds configured correctly — Ramp for spend, Gusto for payroll, your field-service/job platform
- Consistent master-data mapping across systems: vendors, customers, categories, jobs
- Duplicate and triple-import cleanup
- Automation rules so transactions code themselves
- Spreadsheet workarounds retired one by one
- Documentation of every integration and its owner
- Handoff training — or optional ongoing operation
How Kaizen runs it
This isn't theoretical. We run these integrations daily for our own clients — QuickBooks, Ramp, Gusto, Housecall Pro and other field-service platforms — and we build API-level automation in-house, including our own QuickBooks API platform. When a feed misbehaves at 8am on close day, we're the ones who fix it, which is why we configure it correctly the first time.
The engagement is a fixed-scope project: audit, design, connect, then verify with the data reconciling end-to-end before anything cuts over — and document every feed with a named owner. A typical build runs 2–6 weeks depending on the stack.
Pricing
Frequently asked questions
Which systems do you work with?
QuickBooks Online as the hub, plus Ramp, Gusto, and field-service/job platforms like Housecall Pro. Other tools are case-by-case — if it has an API or a clean export, it can usually join the stack.
Do we actually need an ERP?
Usually not at SMB scale. A connected QBO stack outperforms a half-implemented ERP at a fraction of the cost — and we'll tell you honestly when you've outgrown it.
What happens after the project?
You get full documentation and a trained owner. Many clients have us operate the stack monthly, but it's not required.
Will this disrupt operations during the build?
No. Feeds are built and verified in parallel with your current process, and cut over only when the numbers reconcile.
Related services
Free systems audit call
Twenty minutes, your stack on a whiteboard — we'll show you where the manual handoffs are and what connecting them would take.
Or call us directly: +1 786 789 0969