Copy it across automatically
Good when: Both systems work fine apart from the double entry.
When a quote or customer is added in one system, it appears in the other within minutes.
Usually takes1 to 2 weeks
The same thing, typed twice
What it looks like now
Every quote typed into the customer list, then again into accounting. A week later they disagree.
What changes
Typed once. The other system updates on its own, so the two stay matched.
They drift apart in small ways, like the same customer entered twice or product names that never match.
Three ways to fix it
Start small and stop there, or go further. Each one works on its own.
Which fix suits you?
Do you already use a CRM, job or accounting system for this?
A CRM is the tool that holds your customer list, such as HubSpot. A job system is something like ServiceM8, and accounting means something like Xero or MYOB.
How many people touch this job?
Answer two questions and the route that suits you lights up.
Make one system the source of truth
Source of truth means the one system you believe when two of them disagree.
Good when: You run three or more tools that overlap.
Pick the system that owns each piece of information and connect the rest to it, so one change updates everywhere.
Usually takes2 to 3 weeks
Replace both with one app
Good when: Neither tool really fits the way you work.
One app that does the job of both, built around how you work, feeding your accounting system.
Usually takes4 to 8 weeks
Timeframes are a rough guide. You get one fixed quote before any work starts. What changes the price?
Not sure it is worth fixing? Work out what the double typing costs you in a year
For the chat, bring one real example: the same quote as it sits in each system.
Your first half hour is free. I reply within 1 business day (Monday to Friday).