Operations · APIs · automation
Seven disconnected systems became one quiet machine
Anonymized · representative engagement
CRM, invoicing, intake forms, calendars, a legacy database, Slack, and a heroic spreadsheet — every job moved between seven systems by hand, and every handoff was a chance to drop it. We replaced the copy-paste (and a tangle of brittle Zapier automations) with direct API integrations and one dashboard the whole team trusts.
7 → 1
systems into one dashboard
31 hrs
of manual entry eliminated monthly
14
brittle zaps retired for real APIs
0
dropped handoffs since launch
The operations log
Week 1
Mapped the real workflow
Timberwright engineerSat with the team and traced one job through all seven systems. Found 11 manual re-entry points and 3 places jobs silently died.
Week 2
APIs first, glue second
Timberwright engineerDirect integrations with the CRM and invoicing APIs; webhook listeners for intake forms; the legacy database wrapped in a clean read layer. Zapier kept only where it genuinely earned its place.
Week 3
One dashboard, live
Timberwright engineerEvery job, its stage, its owner, and its money — one screen, updating in real time. New intake auto-creates the CRM record, the folder, the Slack thread, and the draft invoice.
Week 4
The spreadsheet retired
ClientThe team's beloved-but-terrifying master spreadsheet was archived, read-only, with honors.
Ongoing
Integrations watched nightly
Autonomous agentEvery API connection health-checked and every webhook verified on the nightly sweep — integration failures are found by us at 3 AM, not by the team at 9.
✓ 31 hrs/mo returned to the team
Automation isn't about replacing people — it's about ending the retyping so people can do the work only they can do. Details anonymized; this engagement is representative of our integration work.