Connecting finance and operational systems

A mid-sized distributor with a sales team, a finance team and a small operations group, each using the tool that suited them at the time. [Placeholder: replace with the real client context and size, with permission.]

Orders were typed into the sales tool, then retyped into invoicing, then adjusted by hand for monthly reports.

• Duplicate data entry between sales and finance
• Invoices and reports that did not always agree
• Month-end reconciliation that took days of manual checking

• Keep the existing tools in use during the project
• Agree one source of truth for each type of record
• Every transfer must be traceable and recoverable
• Staff continue normal work during rollout

An integration layer sits between the three systems. It maps fields, validates records before they move, retries or flags failures, and compares totals across systems each day.

• Data mapping agreed with record owners
• Validation rules before transfer
• Error queue with alerts for failed records
• Daily reconciliation report

What Medici Labs does

• Requirements workshops and data mapping
• Integration design and build
• Testing with realistic data and reconciliation checks
• Documentation, training and agreed support

What the client provides

• Name an owner for each data type
• Provide test access to each system
• Review and approve mappings and reports

Illustrative scenario. No measured results exist for this example. For a real project this section reports verified outcomes only.

Intended aims

• Less manual administration
• More consistent operational information
• A faster month-end close, measured against the client's own baseline

Agreeing who owns each record type early prevents most disputes later. Next steps could include connecting stock or e-commerce data.