AI Integration for Existing Systems

Don't rebuild. Add intelligence.

You already paid for HubSpot, Sage, your booking system, your custom database. We layer AI on top — summaries, classification, drafting, search — without ripping anything out. Cheaper than a rebuild, faster than a SaaS migration.

No rip-and-replace

Live in 4-8 weeks

Your data, your hosting

Existing stack + AI layer

Active

AI Layer

Claude · GPT-4o · n8n

Summarise

Classify

Draft

HubSpot CRM

existing

Website

existing

Calendar

existing

Sage ERP

existing

Shared inbox

existing

SharePoint docs

existing

Existing systems untouched · AI sits beside them, not inside

Common retrofits

What we add to what you already have.

CRM intelligence

Lead scoring against your ICP, deal-stage auto-classification, next-best-action recommendations, meeting summary drop-in. Works on top of HubSpot, Salesforce, Pipedrive, Zoho.

ERP smart entry

Invoice extraction → ERP push, PO matching, supplier categorisation, anomaly detection. Sage, Xero, QuickBooks, NetSuite, custom systems.

Website assistant

Add a knowledge-grounded chat to a site you've already built. Drop-in widget — no migration needed. Works regardless of CMS.

Inbox triage

Classify, route, and draft replies for your existing shared inbox — Gmail, Outlook, Front, Help Scout. No mailbox migration.

Reporting summaries

Weekly natural-language summaries of your dashboards. Plugs into Looker, Power BI, Metabase, Google Sheets, or custom DBs.

Document search

Make your SharePoint/Drive/Confluence library searchable by meaning, not just filename. Cited results, not just links.

Honest economics

Why retrofitting beats rebuilding.

5-10× cheaper

A typical AI retrofit lands €8k-€25k. A rebuild of the same system with AI 'baked in' from scratch starts at €80k. Different conversations.

Weeks not quarters

Retrofits ship in 4-8 weeks. Rebuilds run 6-12 months and disrupt your team's productivity during transition. Sometimes a rebuild is right — usually it isn't.

Reversible

If the AI layer underperforms, unplug it. Your CRM/ERP/website still work exactly as before. Risk-bounded by design.

How we work

The 4-phase retrofit.

Week 1

Audit + integration map

Inventory your existing systems, their APIs, and the painful manual loops. Pick the 1-2 highest-ROI retrofits. No code yet.

Week 2-3

Wire the layer

Connect to your systems via API/webhook. Build the AI layer separately so it can be toggled. Pilot data flowing through.

Week 4-5

Pilot + tune

Soft launch with one team or one workflow. Measure accuracy, tune thresholds, build the human review path for low-confidence cases.

Week 6-8

Scale + handover

Open to the rest of the org. Train internal admins. Document the system. Set up monitoring dashboards. Done.

We integrate with

Your existing stack, whatever it is.

HubSpotSalesforcePipedriveZohoSageXeroQuickBooksNetSuiteWordPressShopifyWooCommerceGmail / OutlookSharePoint / DriveSlack / TeamsWebhooks / REST APIs

When to NOT retrofit

Three signs you should rebuild instead.

The base system is genuinely broken

If your CRM data is 60% duplicate and 30% wrong, adding AI on top makes the rot faster. Fix the foundation first. We'll tell you honestly when that's the case.

No API access

Some legacy systems offer no integration surface at all — and screen-scraping production systems isn't an investment. Sometimes a migration is the cheaper long-run path.

Licence costs already irrational

If you're paying €40k/year for software the team uses 10% of, a retrofit is throwing good money after bad. Right call: replace with something cheaper, then add AI to the replacement.

Frequently asked

AI integration questions.

Read-only access at first, always. We work in your test/staging environment for as long as possible. Write access (creating CRM records, sending emails) only enabled once accuracy is proven and there's a rollback path. Service accounts with minimum required scopes — never personal credentials.

Three options: (1) email/file-drop integration if it accepts those — slower but works, (2) browser automation (Playwright) for short-lived workflows, used carefully, (3) honest answer: we tell you if integration isn't viable and recommend a different path.

We audit data quality during the week 1 phase. If there are blockers (duplicates, stale records, inconsistent fields), we flag them with effort estimates. Sometimes a 2-week cleanup pays back the whole retrofit. We don't paper over data problems.

No — and we'd push back on framing it that way. Retrofits make people more effective at the work they're already doing. The right outcome is 'this team can now handle 2× the volume without burnout', not headcount reduction.

You do. All code is committed to your repository, all configurations live in your accounts, all data stays in your systems. We provide knowledge transfer at handover. You can take it in-house or move to another vendor without re-platforming.

€8,000–€25,000 for a focused retrofit on one workflow. €25,000–€60,000 for cross-system retrofits touching 3-5 tools. Ongoing: €100–€600/mo depending on volume. Always scoped fixed-price after the week 1 audit.

Related services

Works alongside

API Integrations

Plumbing without the AI layer

AI Workflow Automation

Smart automations on top

AI Readiness & Strategy

Start with an audit

What's the most painful tool you can't replace?

Tell us what's stuck and what it costs you in hours. We'll come back with a retrofit scope, an honest timeline, and a flat-fee quote.