Does Yes AI work with the systems our SME already runs?

Almost certainly yes. We regularly connect the systems Australian SMEs run, including accounting and ERP such as Odoo, NetSuite, MYOB, Xero, Dynamics 365 Business Central and SAP Business One, inventory such as Cin7 and Unleashed, field service such as ServiceM8, simPRO and AroFlo, workforce tools such as Deputy, Tanda and Employment Hero, CRMs such as Pipedrive and HubSpot, ecommerce and POS such as Shopify, BigCommerce, Lightspeed and Square, and practice systems such as Cliniko, Halaxy and Splose. If a system has an API or a reliable export, we can almost always work with it. In the discovery workshop we confirm exactly what is possible for your specific stack.

What can actually be automated?

The repetitive work that moves data between systems or generates paperwork off a trigger. Common examples: pushing online orders into accounting, keeping stock levels in sync across sales channels, raising invoices when a job is completed, flowing approved timesheets into payroll, turning a won deal into a customer and project, sending reminders and statements, reconciling payments, and building the weekly and end of month reports. If your team does it the same way every time by copying data or chasing paperwork, it is a candidate for automation.

How long does it take?

A first integration is usually mapped, built, tested and live within two to six weeks, depending on how many systems are involved and how clean the data is. We deliberately start with one high value flow, prove it in a parallel run, then expand across more systems from there rather than trying to boil the ocean on day one.

Is our data safe, and does this meet the Privacy Act?

Yes. We build with the Privacy Act and the Australian Privacy Principles in mind wherever personal data flows, whether that is customers, staff or patients. Credentials are stored securely, connections use least privilege access, and we agree what data moves where before we build. For health and finance clients we handle consent, retention and data residency carefully from the first workshop. We are an Australian consultancy and your data stays governed by Australian rules.

We work in fixed scope engagements rather than open ended hourly billing, so you know the number before we start. Strategy and planning engagements run at three levels: a BASIC engagement from $1,000, a STANDARD engagement at $3,000 and a STRATEGIC engagement at $10,000, depending on the depth and the number of systems involved. The build itself is quoted as a fixed scope once discovery has confirmed exactly what is being connected. Book a call and we will give you an honest read on which level fits.

Do we need in-house IT to do this?

No. Most of the SMEs we work with have no in-house IT team, which is exactly why they need us. We handle the technical build end to end, document the new flow in plain language, and train your existing staff on what changed. You provide access to your systems and the people who understand how the business runs. We provide everything technical.

What if we also use Xero or MYOB?

That is the most common setup we see and it is well handled. Xero and MYOB both connect cleanly, so we can flow sales, invoices, bills, payments and payroll data between them and your other systems, with the right GST treatment and account coding applied automatically. Whichever accounting package you run, it becomes one connected part of the flow rather than an island your team keys into by hand.

For Australian SMEs running a stack of disconnected systems

SME Business Systems Integration: Make Your Software Talk to Each Other

Most Australian SMEs run a set of good systems that do not talk to each other: accounting in Xero or MYOB, inventory in Cin7 or Unleashed, jobs in ServiceM8, simPRO or AroFlo, rosters in Deputy or Tanda, deals in Pipedrive or HubSpot, sales through Shopify, BigCommerce, Lightspeed or Square. Staff bridge the gaps by hand, re-keying the same order, job or customer into three screens a day. Yes AI connects these systems so information is captured once and flows everywhere it belongs.

We are an Australian consultancy. We map how your business actually runs, build the integrations and automations around the software you already own, and stay on to keep them working. No rip and replace, no offshore black box, and nothing that locks you in.

Book an Integration Call (03) 9999 7398

Realistic ROI

Hours/week

Manual re-keying removed

Every order, job or customer typed once instead of into two or three systems

Fewer errors

From a single source of truth

Data flows automatically, so the typos and missed updates of manual entry disappear

Faster

Order to invoice to paid

Sales, stock and accounting stay in step without someone reconciling spreadsheets each week

2 to 6 weeks

To a live integration

Most SME integrations are mapped, built, tested and running inside a few weeks

Why Automate Around SME Business Systems With Yes AI

Connecting business systems is easy to do badly. The difference between an integration that quietly saves your team hours and one that creates duplicate records at 2am is discovery, data hygiene and someone who owns the whole build. That is what we do.

We start with your process, not a product

Before we connect anything, we sit with the people who do the work and map how an order, a job or a customer actually moves through your business today. We find where data gets re-keyed, where it goes stale, and where the real bottleneck is. The integration is designed around your process, not around whichever systems happen to have the easiest connectors.

Tuned to how your business runs

A tradie business running ServiceM8 and Xero needs something very different from a wholesaler running Cin7, Shopify and Unleashed, or a clinic running Cliniko and Halaxy. We build the field mapping, the rules and the exceptions to match your products, your GST treatment, your job types and your naming, so the automation reflects your standards rather than a generic template.

Secure, and Australian

We are based in Australia and we build with the Privacy Act and the Australian Privacy Principles in mind wherever customer or staff data flows. Credentials are stored securely, connections are least privilege, and we agree what data moves where before we build. You deal with an Australian consultant on Australian business hours, not a ticket queue.

We own the whole build

One team scopes it, builds it, tests it and supports it. We do not hand you a half-finished connector and disappear. If a system changes an API, if a new field appears, or if you add a system later, we are the ones who keep it running. You get an integration that is maintained, not one that quietly breaks in six months.

What Connecting Your SME Systems Actually Gives You

Six concrete capabilities that come from linking your accounting, inventory, CRM, rostering, field service, ecommerce and practice systems into one flow.

Sync

Two-way sync of the records that matter

Customers, products, orders, invoices, jobs and stock levels stay in step across systems. A new customer in your CRM appears in accounting; a paid invoice in Xero or MYOB updates the deal; a stock movement in Cin7 or Unleashed reflects on Shopify or BigCommerce. You choose which system is the master for each record and we keep the rest aligned.

Documents

Automated document and notification flows

Quotes, invoices, order confirmations, job sheets, statements and reminders are generated and sent automatically off the trigger that should create them. A completed job in simPRO or AroFlo raises the invoice; a shipped order emails the customer; an overdue account gets a polite nudge. Nobody chases paperwork by hand.

One entry

The end of double entry

The single biggest win for most SMEs. An order captured in Shopify, Square or Lightspeed flows into inventory and accounting without anyone retyping it. A lead won in Pipedrive or HubSpot becomes a customer, a project and a first invoice automatically. Data is entered once, at the point it is created, and never keyed again.

Dashboards

Live dashboards across every system

Sales, stock, cash, jobs and roster costs pulled from every system into one view you can actually trust, because it reads the same data the automation keeps in sync. See today's revenue, stock about to run out, jobs behind schedule and outstanding invoices without opening five logins or rebuilding a spreadsheet.

Alerts

Exception alerts before things break

The automation watches for the things that cost money quietly: an order that failed to sync, a product that went out of stock, an invoice that did not raise, a job with no assigned staff, a payment that did not reconcile. You get a clear alert with the detail, so you fix the one exception instead of discovering a week of them at month end.

Scheduled

Scheduled jobs that run overnight

The repetitive weekly and end of month work runs on a schedule while you sleep, on Australian time. Stock reconciliations, sales summaries, timesheet exports to payroll, BAS preparation extracts and backup snapshots happen automatically and land in your inbox, ready to review rather than build.

Six Australian SME Integration Plays We Run

Task	Traditional	With Yes AI	Notes
Online retailer selling on Shopify and needing orders in accounting	Staff export orders and retype them into Xero or MYOB each day	Every Shopify order flows to accounting with the right products, GST and customer automatically	Ecommerce and accounting. Orders, refunds and payouts reconcile without manual entry, so the books match the store in real time.
Wholesaler running inventory in Cin7 or Unleashed across two sales channels	Stock counts kept in sync by hand, oversells and stockouts common	One master stock level syncs to Shopify and BigCommerce, purchase orders raise on reorder point	Inventory and ecommerce. A sale on either channel decrements one source of truth, so you stop overselling stock you do not have.
Trades and field service business on ServiceM8, simPRO or AroFlo	Completed jobs re-entered into accounting to raise invoices	Job completion triggers the invoice in Xero or MYOB and notifies the customer	Field service and accounting. The gap between finishing a job and getting paid shrinks from days to minutes with no double keying.
Hospitality or retail group rostering staff in Deputy or Tanda	Timesheets manually collated and typed into payroll each fortnight	Approved timesheets flow to payroll with award and Fair Work rules already applied	Workforce and payroll. Wage cost by site lands in a dashboard, and the fortnightly payroll scramble becomes a review rather than a rebuild.
B2B services firm running sales in Pipedrive or HubSpot	A won deal is re-created by hand as a customer, project and invoice	Closing the deal creates the customer, kicks off onboarding and raises the first invoice	CRM and operations. Sales, delivery and finance share one clean record, so nothing falls through the gap between winning work and starting it.
Allied health or clinic practice on Cliniko, Halaxy or Splose	Appointments, billing and reminders managed across separate screens	Bookings drive reminders, billing and reporting from one connected flow	Practice management. Personal health data is handled under the Privacy Act, with least privilege access and clear consent on what moves where.

Six Integration Realities, and How We Handle Them

API rate limits and quotas

Every system caps how many requests it will accept in a window, and hitting the cap mid sync causes half-finished records. We design around each platform's limits with batching, queuing and retry with backoff, so a busy day never leaves your data in a broken state. Where a system has no usable API, we agree a scheduled export approach instead of pretending real time is possible.

Field mapping and data hygiene

Systems disagree about what a customer, a product or a tax code is, and years of messy data hide in every SME. Before go live we map every field both ways, agree the format and defaults, and clean the duplicates and gaps that would otherwise flow everywhere. Good mapping and a data tidy up are the unglamorous work that decides whether the integration is trusted or abandoned.

One source of truth to avoid sync loops

If two systems both think they own the customer record, an update in one can bounce back and forth and multiply forever. We decide, with you, which system is the master for each type of record, so updates flow in one clear direction. That single decision prevents the duplicate and looping records that plague DIY connectors.

Australian Privacy Act and the APPs

Where personal data moves, including customers, staff and patients, the Privacy Act and the Australian Privacy Principles apply. We agree what data flows where, apply least privilege access, secure the credentials, and build in retention and deletion where it is needed. For health and finance clients we are careful about consent and residency from the first workshop, not as an afterthought.

Sandbox testing and a parallel run before cutover

We never build straight into your live systems. Integrations are built and tested in a sandbox against sample data, then run in parallel with your current manual process so you can compare the two before trusting the automation. Only when the numbers match for a full cycle do we cut over, so there is never a day where the business is flying blind.

Change management and staff training

An integration that the team does not understand gets worked around and quietly dies. We involve the people who do the work from the mapping stage, document the new flow in plain language, and train staff on what changed and what to do when an alert fires. The goal is a team that trusts the automation, not one that keeps a shadow spreadsheet just in case.

How Yes AI Helps Australian SMEs

Connect the systems you already own

We link your accounting, inventory, CRM, rostering, field service, ecommerce, POS and practice systems, whether that is Xero, MYOB, Cin7, Deputy, Pipedrive, Shopify, Cliniko or the full stack. We work with what you have rather than pushing you onto new software.

Automate the repetitive workflows

We find the daily and weekly tasks that eat your team's time, the re-keying, chasing, reconciling and reporting, and automate them around your systems so they happen reliably in the background. Your people spend their day on customers and jobs, not on shuffling data.

Give you one source of truth

We agree which system owns each record and keep the rest in sync, then surface the important numbers in a dashboard you can trust. Everyone in the business finally works from the same clean, current data instead of five conflicting versions.

Build it, monitor it and support it

We do not disappear at handover. We monitor the integrations, alert on exceptions, and maintain them as your systems and your business change. You get a partner who keeps the plumbing working, not a one off project that decays.

Our 2 to 6 Week Integration Rollout

Most Australian SMEs are live on a first integration inside a few weeks, then we expand it across more systems from there.

Week 1: Discovery and mapping

We sit with your team, map how an order, job or customer moves through the business today, and pin down every point where data is re-keyed or goes stale. We list your systems, agree which owns each record, and define what a successful integration looks like in your words.

Week 1 to 2: Design the data flow

We design the integration and automation: the field mapping both ways, the triggers, the rules, the exceptions and the source of truth for each record. You sign off on a plain language flow diagram before a line of the build starts, so there are no surprises.

Week 2 to 4: Build in a sandbox

We build the connection against test data in a sandbox, never straight into your live systems. We tidy the data that needs cleaning, wire the documents, notifications and dashboards, and set up secure, least privilege credentials for each platform.

Week 3 to 5: Test and parallel run

We test every path, including the failure paths, then run the new automation in parallel with your current manual process for a full cycle. You compare the two and confirm the numbers match before anyone relies on the automation.

Week 4 to 6: Go live and monitor

We cut over, train your staff on the new flow, and switch on exception alerts and monitoring. From there we keep it running, expand to the next system when you are ready, and adapt as your business and your software change.

FAQ

Book a Call About Connecting Your Systems

Tell us the systems you run and where your team wastes time re-keying. We will map the highest value integration for your business and give you an honest read on scope, timeline and cost. No jargon, no hard sell.