One enquiry.Every system you run.
Six places it can arrive from. Five places it has to end up. Typed once, or typed five times — that is the whole difference.
Follow one enquiry
through the whole stack.
Sarah asks for a quote at 9:14 on a Tuesday night. Here is every system that hears about it, and when.
Website form
The submission fires a webhook the moment she presses send.
HubSpot
Contact matched or created, deal opened, source recorded.
Twilio
Reply goes out with two times, read from your real calendar.
Calendar & job tool
She picks Tuesday 8am. The slot is held and the job sheet is raised.
Xero
Invoice raised from the finished job. Paid status comes back.
What flows which way.
Not a logo wall. What each connection actually carries, in and out.
If it has an API or can send a webhook, it can be connected. If it cannot, we will say so before you pay for anything.
Which system owns
which field.
Two tools holding the same customer with different phone numbers is not an integration problem. It is a decision nobody made.
| Field | Owned by | Read by | Direction |
|---|---|---|---|
| Name, phone, email | HubSpot | Job tool, accounts, SMS | ONE WAY OUT |
| Job schedule | Job tool | HubSpot, calendar | TWO WAY |
| Quote value | Job tool | HubSpot deal | ONE WAY IN |
| Invoice & paid status | Xero | HubSpot deal | ONE WAY IN |
| Every message sent or received | HubSpot | Nothing writes back | ONE WAY IN |
| Consent and opt-out | HubSpot | Everything respects it | ONE WAY OUT |
Four methods, and
when each one earns it.
We use the simplest method that will survive. The cleverest one usually breaks first.
Native integration
The two tools already talk. Least to maintain, so it is always the first thing we check.
Webhook
One system tells the other the moment something happens, instead of both checking on a timer. This is what makes a twelve second reply possible.
API
A request out and an answer back, for anything the native option will not do. More control, more to keep an eye on.
Middleware
Zapier and its relatives, for the long tail. Quick to stand up, and the first thing we replace if a connection turns out to be load-bearing.
Integrations break.
That is the job.
A tool ships an update, a token expires, someone renames a field. What matters is whether it fails loudly or quietly.
Monitoring and fixing are covered by the monthly on Speed to Lead. On HubSpot builds you own, the runbook tells your team what to check first.
Bring a list of what you run.
Half an hour, no obligation. We will tell you what talks to what, and what does not.