Your team should not have to replace every system to use AI. The aim is to connect one useful workflow to the records you already trust, with clear permissions and a way to recover when something goes wrong.
Identify the authoritative records
Where does the customer record live? Which system owns an order? Who can change its status? These may sound like ordinary questions, but they decide whether a new AI feature becomes helpful or creates another version of the truth.
Map the identifiers, required fields and update responsibilities. If a spreadsheet currently joins two systems, include it in the discussion. The real workflow matters more than the ideal architecture diagram.
Integrate one business action
A first integration might find a customer, draft a service note or prepare an order update. Define the information it needs, the result it returns and the checks it must pass.
Then inspect what the existing platform actually supports: APIs, webhooks, approved exports or another interface. Vendor access and test accounts can shape the plan. A short technical investigation is often the fastest way to turn uncertainty into a workable scope.
Handle errors, retries and duplicate actions
A request may time out after the connected system has already acted. If the app retries blindly, it could create a duplicate. Microsoft’s Retry guidance highlights the need to consider whether repeated actions are safe. A unique request identifier or duplicate check can help with writes.
Permissions matter just as much. OWASP recommends checking authorisation on requests and granting only the access needed. The application must enforce those rules; a model should not be able to award itself extra access.
Define operational ownership
We would usually begin with reading data or preparing drafts where that can prove the value. Test writes in a suitable environment, compare the result with the original system and include missing records and conflicting edits.
Give the operating team a clear view of failures and an owner for each connector. The goal is a feature people can rely on during an ordinary busy day—not just a successful call in a demo.
Before you start
- Identify the owner and identifier for each record type.
- Confirm supported interfaces and test access.
- Document write validation, approval and duplicate handling.
- Agree reconciliation, monitoring and connector ownership.
Related engineering work
MaidInHK’s delivered scope includes role-based access, memberships and connected recruitment workflows. It illustrates the need to join product functions coherently; it is not presented as a CRM or ERP deployment.
View the project case