PIPELINEGuide
Connecting process automation with existing systems
Does everything need to be replaced for this? Usually not. What can be connected to an existing system landscape, where the limits are, and which part typically takes the longest.
For process automation, in most cases nothing existing needs to be replaced: inventory management, CRM, calendar, accounting, or phone systems are connected via interfaces. What matters is whether the respective system has a documented interface — and the time-critical part is almost never the technology, but obtaining the access credentials.
01 — Integration
Connection with existing systems
The most common false assumption is that everything has to be new. In most cases, the existing system landscape remains in place, and process automation builds on top of it — through interfaces, not through replacement.
What gets connected in practice: ERP, CRM, calendar, accounting, phone system, newsletter system, website. What matters is whether the respective system has a documented interface. Where none exists, there's usually a workaround — but that costs effort and needs to be clarified up front, not discovered later.
The time-critical part is almost never the technical integration, but obtaining access credentials. Starting early here noticeably shortens the project timeline.
02 — Requirements
What you need for process automation
- A clearly defined trigger. Not “we should do something with AI,” but a process that demonstrably costs time or orders today.
- Existing content or data. Process automation works with what's already there. The more complete the starting point, the shorter the setup.
- Access to the systems involved. Whoever manages the credentials needs to be involved from the start — this is, in our experience, the most common cause of delays.
- One decision-making contact person. One, not three.
- Willingness to refine after launch. The first weeks in real operation show what was missing in the concept. That's normal and accounted for.
03 — Bottlenecks
What typically causes delays
- Content and deliveries. By far the most common cause of delay. Text, images, price lists, access credentials — what's missing blocks progress.
- Decisions. When it's unclear who approves, the project waits. A named contact person with decision-making authority noticeably shortens the timeline.
- Access to third-party systems. Getting access to inventory management, phone systems, or CRM regularly takes longer than the integration itself.
- Endless review rounds. Two correction rounds are normal, five are a sign that the goal wasn't clear at the start.
04 — Questions
Frequently asked questions
Are there subsidies for this?
For digitalization projects in Austria, there are several funding programs, such as KMU.DIGITAL or the aws digitalization funding (kmudigital.at, aws.at). Whether and to what extent this currently fits your situation, we check together — important: The application must be approved before the contract is awarded. Plan lead time for this.
Do we have to buy new software for this?
Usually not. Most of it runs on the systems you already have, plus an automation layer. We only suggest new software if there's a real gap.
Do we lose control over our processes?
On the contrary: An automated process is fully documented and logged for the first time. You see every run. Before, only the person who always did it knew.
How do we know what's worth automating?
Rule of thumb: A process is worth it if it occurs at least weekly, has clear rules and is manual work today. In the current-state analysis, we calculate every candidate — frequency times duration times cost — and you decide based on numbers.
How quickly does it pay off?
For the processes we typically start with, payback is between four and ten months. We calculate that before the quote, not after.
What if our processes change?
Then the workflows are adjusted. We build them so that the variable parts — text blocks, recipients, thresholds — are in a table that you maintain yourself, without needing us.
What happens to the people who used to do this?
In practice, a position rarely disappears — the part of the work that nobody liked disappears. The time goes into things there was never time for before.
05 — Next
Related pages
- Process automation — Overview
- Process automation — requirements
- Process automation — ongoing operation
- Process automation — Checklist
- Process Automation — DIY
- Process Automation — Implementation
- Process automation — alternatives
- Process Automation — Common Mistakes
- AI automation
- CRM integration
- Automate Quote Creation
- All guides
Process automation by region
Next step
Let's talk briefly about whether this makes sense for you.
A twenty-minute conversation is usually enough to clarify whether a project makes sense. If not, we'll say so — that's cheaper for both sides than an offer nobody needs.