Less double-entry
- • Fewer situations where the same data is typed three times.
- • Less chasing between departments to confirm details.
- • Staff time freed up for work that actually needs a human.
Systems & Integrations for small & growing teams
Make your cloud tools behave like one joined-up system.
South Coast Apps helps Sussex and Hampshire businesses get more from the tools they already pay for. We make websites, email, CRMs, job systems and accounts talk to each other, so work moves smoothly without yet another spreadsheet in the middle. Most projects start with a quick intro call followed by a paid Cloud & Systems Consultation, booked with a small 10% deposit that's credited in full if you go ahead with a project.
Based near Chichester, working mainly across Sussex and Hampshire – from Portsmouth and Chichester
to Worthing, Brighton and beyond.
Book a systems consultation
See Automation & AI
Quick intro call, then a 45-minute Cloud & Systems Consultation booked with a small 10% deposit.
If you continue with a Systems & Integrations project, that deposit is credited in full against the first phase.
Who this is for (and who it isn’t)
This isn't about tearing everything out and replacing it with one giant platform. It's about making what you already have work together more cleanly.
- • Owner-led businesses with a mix of cloud tools that have grown over time.
- • Teams who live in Microsoft 365 or Google Workspace and want more from it.
- • Organisations where data lives in multiple systems and nobody fully trusts the numbers.
- • People who want clear diagrams and documentation, not just “magic glue”.
If you mainly need reactive IT support (fixing devices, Wi-Fi and line-of-business servers), your MSP or internal IT is the better first call. We'll happily collaborate with them when it comes to systems and integrations.
Outcomes
What Systems & Integrations work usually delivers
We'll agree a small number of practical outcomes up front, then design the work around those – not the other way round.
Cleaner hand-offs
- • Clear ownership as work moves from lead → job → invoice.
- • Fewer “I thought someone else had done that” moments.
- • Simple status cues instead of trawling through email threads.
Better decisions
- • Up-to-date numbers without late-night spreadsheet sessions.
- • Visibility of bottlenecks so you can fix the right things first.
- • Reporting that lines up with how you actually run the business.
Standards
Tools we often plug together – and how we keep things sane
Common platforms
We fit around your existing stack rather than forcing you to start again.
- • Microsoft 365 or Google Workspace as the backbone.
- • CRMs and job tools like Pipedrive, HubSpot, Monday.com or ServiceM8.
- • Accounts and billing: Xero, QuickBooks, Stripe, GoCardless.
- • Collaboration: Notion, Airtable, Slack, Teams, SharePoint.
- • Glue: Zapier, Make, small custom APIs where needed.
How we keep it maintainable
- ✅ Diagrams that show how data and actions flow between systems.
- ✅ Named connections and service accounts that your team can manage later.
- ✅ Documentation that someone new can follow without a two-hour call.
- ✅ Sensible fallbacks when a third-party tool is down or misbehaving.
- ✅ Space to layer automation and AI on top once the basics are stable.
Ballpark budgets
Example Systems & Integrations project shapes
Every stack is different, but most South Coast projects fall into one of these shapes. Platform fees (e.g. Zapier, Make, CRM licences) are billed separately at cost.
Tooling & systems health check
Typically £295–£595
You’ve already got Microsoft 365 or Google Workspace plus a few cloud tools, but it all feels a bit ad-hoc.
- Map accounts, logins, data flows and key risks
- Highlight quick wins and low-hanging fruit
- Outline a simple “future state” that doesn’t require ripping everything out
Joined-up systems
Typically £995–£2,495
Enquiries, jobs and invoices live in different systems and rely on people to keep them all in sync.
- Connect website, CRM/job system and accounts or billing tools
- Reduce re-typing and manual hand-offs between teams
- Add alerts and a simple shared picture of what’s in-flight
Reporting & decision-ready data
From £1,495+
You want better reporting without another monster spreadsheet to maintain every week.
- Define the numbers that actually matter to you
- Automate the boring exports and consolidations
- Deliver light dashboards or scheduled summaries your team can trust
These are examples, not strict packages. During the consultation we'll confirm whether a one-off tidy-up, a phased integration project, or a combination with Automation & AI makes most sense.
Process
How a Systems & Integrations project typically runs
Small, well-understood changes beat huge “big bang” overhauls. We'll work in sensible steps.
- 1Cloud & Systems Consultation
45-minute call to map your current tools, logins and workflows. We'll highlight pain points, risks and quick wins, and capture what “joined up” would look like for you.
- 2Plan & first integration
You get a short plan with options and ballpark budgets. We agree a first integration or tidy-up with a fixed scope, clear outcomes and any assumptions written down.
- 3Build, test & document
We configure and test the changes with a small group first. Along the way we produce diagrams, notes and simple run-books so your team understands how things now fit together.
- 4Review & extend (if useful)
Once the first piece has bedded in, we review impact and decide whether to stop there, refine it, or extend into Automation & AI or further integrations.
FAQs
Systems & Integrations questions we're often asked
How do consultations and deposits work for systems and integrations?
Most projects start with a quick intro call, then a 45-minute Cloud & Systems Consultation booked with a small 10% deposit. In that session we walk through your existing stack – email, file storage, CRM, job tools, accounts, web forms and anything else in the mix – and identify where things are double-entered, falling through the cracks or simply harder than they need to be. After the session you'll get a short, plain-English plan with options and ballpark budgets. If you continue with a Systems & Integrations project, that deposit is usually credited in full against your first phase.
Do we have to change all our tools?
Usually not. The first choice is to make better use of what you already have – whether that’s Microsoft 365, Google Workspace, a CRM or your accounts package. Only if a tool is a genuine blocker do we suggest alternatives, and we’ll always explain the trade-offs clearly.
Are you our general IT provider?
No. We focus on systems, workflows and cloud tools – websites, email routing, CRMs, job systems, accounts, and the glue between them. Day-to-day IT support like fixing laptops, printers and office Wi-Fi is best handled by your existing IT provider or MSP. We’re happy to collaborate with them so everyone stays in their lane.
Which platforms do you work with?
Common ones include Microsoft 365, Google Workspace, Xero, QuickBooks, Stripe, GoCardless, Shopify, WooCommerce, Monday.com, Pipedrive, HubSpot, Notion, Airtable, ServiceM8, Zapier and Make. For gaps, we can add small custom APIs or scripts so the whole setup works as one system.
How do you handle access and security?
Where possible we use delegated or service accounts, least-privilege access and standard authentication flows rather than one-off workarounds. We’ll document what’s been granted, why, and how to remove or rotate access later.
What if things change later – are we locked in?
No. Part of the job is to reduce lock-in, not make it worse. We favour approaches where your data is exportable, integrations are documented, and another team could reasonably maintain or extend what we’ve built if needed.
Want your tools to feel like one system instead of five?
Book a Cloud & Systems Consultation, booked with a small 10% deposit. We'll map your current stack, highlight realistic improvements, and outline a small first project with clear outcomes and costs. If you go ahead, that deposit is credited in full against your first Systems & Integrations phase.