Chatbots That Actually Work With Your Systems
We spent years dealing with chatbots that couldn't talk to existing software. That frustration turned into our specialty—building conversational AI that connects seamlessly with the tools your team already uses. No workarounds, no manual transfers, just smooth integration.
See What We Build
Where We Connect Your Chatbots
Most companies already have the right systems. They just need a chatbot that can work with them. Here's where we typically build those bridges.
CRM Platforms
Your chatbot pulls customer history, updates records, and creates tasks directly in Salesforce, HubSpot, or whatever CRM runs your business. Conversations become data without anyone copying and pasting.
Booking Systems
When someone wants an appointment, the bot checks availability in your actual calendar, books the slot, and sends confirmations through your existing workflow. Works with everything from simple schedulers to complex booking engines.
Payment Gateways
The chatbot handles transactions through your current payment processor—Stripe, PayPal, or regional providers. Customers pay while chatting, receipts go out automatically, and accounting stays in sync.
Inventory Management
Real-time stock checks mean customers get accurate answers about product availability. When someone orders through the bot, inventory updates across all your channels simultaneously.
Support Ticketing
Issues that need human attention become tickets in Zendesk, Freshdesk, or your help desk software. The bot captures context so your team doesn't start from scratch. Escalations happen smoothly.
Custom APIs
Built something in-house? We connect to proprietary systems too. As long as it has an API or database we can access securely, the chatbot can work with it. Most of our interesting projects involve custom integrations.
How We Actually Build This
THE FIVE STAGES EVERY PROJECT GOES THROUGH
System Audit
We map out your current software ecosystem. Which systems need to talk to the chatbot? What data flows where? This usually takes a week and prevents headaches later. We document APIs, access levels, and data formats before writing any code.
Conversation Design
How should the bot talk to your customers? We build conversation flows based on actual customer interactions you've had. The goal is sounding helpful, not robotic. This involves a lot of back-and-forth to get the tone right.
Integration Development
Here's where we connect everything. We build secure bridges between the chatbot and your systems, test data flow, handle edge cases. Most projects spend about half their timeline in this phase because integration is where things get technical.
Testing Cycles
We run scenarios—hundreds of them. What happens when inventory is low? When payment fails? When someone asks something unexpected? The bot needs to handle reality, which is messy. This phase finds and fixes those gaps.
Launch and Refinement
We go live with monitoring in place. Real users always find things testing missed. The first month involves quick adjustments based on actual conversations. After that, we review analytics monthly and refine based on patterns we see.
The Property Management Integration
The Challenge
A property management company was losing rental inquiries because staff couldn't respond fast enough to after-hours questions. They had a booking system and tenant database but no way to connect them to automated responses.
What We Built
We created a chatbot that checks unit availability in their property management software, answers common questions about locations and amenities, schedules viewings through their calendar system, and collects tenant applications that feed directly into their workflow.
The Result
They went from missing most evening inquiries to capturing them automatically. Viewing appointments increased by 60% because people could book immediately instead of waiting for office hours. The team now spends time on qualified leads instead of answering the same basic questions repeatedly.
Why Integration Matters More Than Intelligence
A smart chatbot that can't access your systems is just an expensive FAQ page. Here's what changes when your bot actually connects to your business tools.
No More Data Entry
Information flows automatically from conversations into your CRM, ticketing system, or database. Your team stops copying details from chat transcripts into other software. What customers tell the bot becomes usable business data immediately.
Real-Time Information
The chatbot pulls current data—actual inventory levels, real appointment slots, up-to-date pricing. Customers get accurate answers because the bot checks your systems live instead of relying on information someone updated last Tuesday.
Consistent Experience
Whether someone talks to the bot, calls your team, or uses your website, they work with the same systems and data. No confusion from different platforms showing different information. Everything stays synchronized.
Better Handoffs
When the bot escalates to a human, all the context transfers. Your team sees the conversation history, knows what systems the bot already checked, and can pick up exactly where the automation left off. No "let me ask you those questions again" moments.
Scalable Operations
As conversation volume grows, your systems handle it without proportionally growing your team. The integration layer processes more interactions using the same software infrastructure you already maintain.
Actionable Analytics
Because the bot works with your actual business systems, you see which products people ask about, which features cause confusion, where the sales process stalls. The data is in context, not just conversation transcripts.
The Technical Foundation
We work with modern AI platforms but focus more on solid integration architecture. Here's what typically powers these systems:
- Natural language processing through established AI services—we're platform agnostic and pick what fits your needs
- Secure API connections with proper authentication, rate limiting, and error handling
- Webhook implementations for real-time updates between your systems and the chatbot
- Database synchronization that respects your existing data structure and business logic
- Fallback protocols so the bot fails gracefully when systems are down
- Monitoring tools that alert us to integration issues before they affect customers