AI integration for the software you already use.
We connect AI to your email, accounts, CRM and job management software, so it reads, sorts and drafts where your team already works. Nothing gets replaced, and a person stays in charge.
Book a free 30-minute callWhat is AI integration?
AI integration means connecting AI to the software your business already uses, so it can read, sort and draft inside those tools instead of in a separate chat window. For a small business that usually means email, accounts, a CRM and job management software. Nothing gets replaced: the AI works on the information already there, and a person approves anything that goes to a customer.
What we connect it to.
Named as examples of software UK businesses commonly use. We’re independent, not a partner of any of these vendors.
Email and calendars
Microsoft 365 and Outlook, Google Workspace and Gmail, and shared inboxes, where most enquiries, orders and supplier paperwork arrive. Our Copilot guide covers the AI already in Microsoft 365.
Job management
Field service and job systems such as Joblogic, simPRO, BigChange and Commusoft, where jobs, engineers and paperwork live.
Accounts
Xero, Sage and QuickBooks, where quotes turn into invoices and supplier bills need matching to jobs.
CRM, forms and sheets
Your CRM, website forms and the spreadsheets the office keeps alongside everything else.
What it looks like in practice.
Illustrative examples, not client work. A Fit check finds what fits your business.
Purchase orders arriving by email
A customer emails a purchase order as a PDF. Someone in the office reads it and types the site, contact, order number and work into the job system.
With AI integrationAI reads the order and drafts the job in your job management software with the details filled in. The office checks it and books it.
Supplier invoices
Supplier bills arrive in a shared inbox and wait until someone matches each one to a job and a purchase order, then enters it in the accounts.
With AI integrationEach bill is read, matched to the job and order it belongs to, and drafted in your accounts software. Anything that doesn’t match is flagged for a person.
Engineers’ notes into reports
Engineers leave short notes and photos on the job. The office rewrites them into a report the customer can understand.
With AI integrationAI turns the notes into a first-draft report on the job record, in your wording. The office reads it, corrects it and sends it.
Enquiries in a shared inbox
New enquiries sit among everything else. Details get copied into the CRM by hand, and replies go out when someone gets round to them.
With AI integrationEnquiries are labelled, the details go into your CRM, and a reply is drafted for a person to check and send.
How it works, step by step.
1. Look at the work
We start with how the job actually runs today: who does what, in which tool, and where details get typed twice.
2. Use what’s built in
Many systems already connect to email and accounts. If better setup of what you pay for does the job, that comes first.
3. Connect the gaps
Where nothing connects, we link the tools through their own connections, an integration platform or a small piece of custom code, and add AI only to the steps that need reading or writing.
4. Test, then go live
We test on real examples from your business, run it alongside the old way where that helps, and train your team before anyone relies on it.
Data, security and permissions, in plain English.
Connecting AI to your systems means giving it access. This is how we keep that access small and visible.
What it can reach
Each connection gets only the access its task needs, through an account or connection you approve. If a step only needs to read, it can only read.
You stay in controlYou can see what’s connected, and switch any connection off.
Where your data goes
The plan sets out which AI service sees which information, where it’s processed and whether it’s kept. Where a service offers a setting that keeps your data out of model training, we use it.
You stay in controlNothing new handles your data without you knowing which service it is.
Personal data
Your business stays responsible for the personal data it holds. We keep what each task sees to what it needs, so you can show what’s used and why under UK GDPR.
You stay in controlYou decide what’s in scope. For legal advice, you’d still speak to a solicitor.
Who presses send
The AI drafts, sorts and suggests. A person approves anything that goes to a customer, and payments and decisions stay with people.
You stay in controlYour team keeps the final say on every customer-facing step.
When integration isn’t the answer.
Operations first, AI where it earns its place.
- If your software can already do it with better setup, we’ll say so.
- If a simple rule will do, we use plain automation, not AI.
- If the process itself is unclear, we sort that out before connecting anything.
- If you’re about to replace a system, we wait and build around the new one.
Who it suits.
Owner-managed UK businesses, from a handful of people to a couple of hundred, where an office keeps work moving on site, on the road or on the shop floor. For example HVAC firms, property maintenance, installers and contract manufacturers. See everyone we help.
A good fit if
- The same details get typed into more than one system
- Orders, invoices or enquiries arrive by email and wait for someone to process them
- You’d rather get more from the software you pay for than switch
Probably not a fit if
- You want AI to act for customers with nobody checking it
- You only want a chatbot added to your website
- You’re in the middle of replacing your main system
How the cost works.
It depends on what’s involved, so we price it after looking. More on how the cost works.
What affects the cost
- How many tools, steps and people are involved
- Whether your software has built-in integrations or an API
- How much of it needs AI, rather than plain automation
- Any software or AI subscriptions, which you’d pay to the provider and we’d point out up front
How we work.
Three stages. You decide after each one whether to go on.
- FindA Fit checkA paid look at how your business runs, ending in a written plan with a price for anything worth building.How the Fit check works
- BuildBuilt around your toolsAssistants, automation and software that fit the way you already work.How we build
- RunOngoing supportWe monitor, fix and improve what we’ve built, and train your team.How ongoing support works
Plain answers.
About AI integration. More in the full list of questions.
What is AI integration?
AI integration means connecting AI to the software a business already uses, so it can read, sort and draft inside those tools instead of in a separate chat window. For a small business, that usually means email, accounts, a CRM and job management software.
Do we have to replace our software?
No. The point of integration is to work with the tools you already have. We only suggest something new where it would clearly help, and we’ll tell you if better setup of your current software would do the job.
Which software can AI be integrated with?
Most business software that offers built-in integrations or an API (a documented way for other software to connect), including Microsoft 365, Google Workspace, Xero, Sage, QuickBooks, CRMs and job management systems such as Joblogic, simPRO and BigChange. We check what your tools allow before recommending anything. We’re independent, not a partner or reseller of any of these vendors.
What if our software doesn’t have an API?
There are often other routes, such as email, scheduled exports or an integration platform. Sometimes the honest answer is that the connection isn’t worth building, and we’ll say so.
Is our data safe?
Each connection gets only the access it needs, and the plan sets out which AI service sees which information, where it’s processed and whether it’s kept. Where a service lets us keep your data out of model training, we do.
Is AI integration compatible with UK GDPR?
It can be, when it’s set up with care. Your business stays responsible for the personal data it holds, so we limit what each task can see to what it needs and record which services process it. We aren’t solicitors, so for legal advice you’d speak to one.
Will the AI send things to customers on its own?
No. A person approves anything that goes to a customer. The AI drafts, sorts and fills in details; your team checks and sends.
What’s the difference between AI integration and automation?
Automation moves information between tools by rules: when this happens, do that. AI integration adds the steps that need reading or writing, like pulling details out of an emailed order or drafting a report. Most good set-ups are mainly automation with AI in one or two places.
How much does AI integration cost?
It depends on how many tools and steps are involved, whether those tools connect easily, and how much is AI rather than plain automation. The 30-minute call is free. After it, we tell you what a Fit check would cover and cost, and the Fit check ends with a written plan and a price for anything worth building.
Who looks after it once it’s running?
We do, if you’d like us to. Ongoing support covers monitoring, fixing things when a connected tool changes, improvements and training. It’s agreed separately, after the build.
What we build with it.
- AI assistants and agentsAI that drafts, sorts and summarises routine work, and agents that carry a task through several steps.
- Workflow automationThe routine steps between your tools happen on their own, so details are entered once.
- Custom AI softwareDashboards, planners and internal tools built around how you work, with AI where it helps.
- Ongoing supportWe monitor, fix and improve what we’ve built, and train your team, so it keeps working.
Read further.
- AI implementationHow we take AI from an idea to something your team uses every day.
- AI strategyDeciding where AI fits in your business before building anything.
- AI consultancyIndependent advice from people who also build and run it.
- The Fit checkThe first stage: a written plan and a price, with no commitment to build.
- GuidesPlain-English guides to connecting the software you already use.
- How we workFind, Build, Run, and how the cost works.
Book a free 30-minute call.
On Google Meet, with Jacob. Tell us about one job that takes more effort than it should, or how a normal week goes.
Pick a timeOr email jacob@propelai.co.uk