AI business system integration
Most businesses already have the systems. A CRM nobody fully trusts. An ERP that takes four clicks to find one number. A shared drive full of PDFs, and a website that collects enquiries then waits for someone to read them.
Want to talk about how Fifteen can help you?
AI business system integration is how we make those systems pull their weight. Our AI consultants connect AI directly into the software you already run, whether it lives online or on a server in your office, so the routine work gets done without anyone copying and pasting between tabs.
We’re Fifteen. For over 20 years we’ve built websites, CRMs and integrations for more than 580 UK businesses. Now we’re putting that experience to work wiring AI into the systems that run your business, with your data kept where it belongs.
What is AI business system integration?
AI business system integration means plugging AI into the software your business already depends on, so it can read, write and act on real data inside your normal way of working.
It isn’t the same as giving your team a ChatGPT login. A chat window sits off to the side, and someone has to feed it information and copy the answer back. An integrated system sits in the middle of the work, with access to the right records and the right permissions.
Here’s a simple example. An enquiry comes in through your website. Today, someone reads it, types it into the CRM, checks availability, writes a reply and sets a reminder to follow up. With AI connected to those systems, the enquiry is read and logged against the right contact, the right person gets a nudge, and a draft reply is waiting with your current pricing already pulled in. Your team still makes the call. They just start at step five instead of step one.
Online systems and local systems
Some of your systems live in the cloud: HubSpot, Shopify, Xero, Microsoft 365. Others live on a server in the comms cupboard or a PC in the warehouse: an older ERP, a stock database, a job management tool somebody built ten years ago.
Plenty of AI integration companies only talk about the first group. We work with both. Where your data can’t leave the building, we can run AI models privately on your own hardware, so nothing is sent to an outside provider.
The business systems we connect AI to
If your software has an API, we can usually connect AI to it. If it doesn’t, we can often work at database level or build a secure connector. These are the systems we’re asked about most.
CRM and sales systems
HubSpot, Salesforce, Zoho, Pipedrive and Microsoft Dynamics. AI logs calls and emails against the right record, scores new leads, drafts follow-ups in your tone of voice and flags deals that have gone quiet. If you’re on HubSpot, our HubSpot development team already knows your setup inside out.
Websites and ecommerce
WordPress, Shopify, WooCommerce and bespoke builds. Think chat assistants that answer from your own product and service information rather than the open internet, product descriptions written from supplier data, smarter site search and enquiries routed to the right person first time.
Finance, stock and operations
Xero, Sage, QuickBooks, Microsoft Dynamics NAV and Business Central, and other ERP systems. AI reads supplier invoices and receipts, matches them to purchase orders, spots stock running low and turns month-end figures into a plain English summary.
Inboxes and customer service
Microsoft 365, Outlook, Gmail, Zendesk and Freshdesk. Incoming messages are sorted by urgency and topic, long threads are summarised, and draft replies are prepared for your team to check and send.
Documents and internal knowledge
SharePoint, Google Drive and shared network drives. We build private assistants that answer staff questions from your own policies, price lists, specs and manuals, and link back to the document the answer came from.
Local and legacy systems
On-premise databases, older ERPs and in-house software that nobody wants to replace. We connect AI without ripping anything out, and where it makes sense we run the AI model on your own server so sensitive data never leaves your network.
Already need systems talking to each other before AI comes into it? Our CRM and API integration work is often the first step.
How our AI consultants work with you
We don’t start with the technology. We start with where your team’s time goes, then find the jobs AI can take off their plate safely.
1. Discovery
We sit down with the people who do the work, not just the people who manage it, and map the tasks that eat up the week.
2. AI integration audit
We look at your systems, how they connect, the state of your data and any security or compliance limits. You get a shortlist of opportunities ranked by time saved and ease of delivery.
3. Pilot
We pick one workflow, connect AI to it using your real data and measure it against how things run today. If it doesn’t earn its place, we tell you.
4. Build and connect
Once the pilot proves itself, we build the full integration with proper permissions, logging and a human sign-off step wherever a mistake would matter.
5. Train your team
Short, practical sessions and written guides, so the people using it every day know what it does and when to step in.
6. Support and improve
AI models change every few months. We keep an eye on accuracy, handle updates and look at the next workflow when you’re ready. This can sit alongside your website support and hosting.
What changes when AI is built into your systems
The best AI projects are rarely the flashy ones. They’re the dull, repetitive jobs that happen fifty times a day and quietly eat into your team’s week. Here’s the kind of work AI handles well once it’s connected:
- Manufacturing and engineering: quote requests arrive as emails with PDF drawings attached. AI pulls out the specs, quantities and deadlines, then builds a draft quote in your ERP for an estimator to check.
- Professional services: meeting notes and call recordings are summarised and logged in the CRM against the right client, with actions assigned.
- Retail and ecommerce: product descriptions are written from supplier spreadsheets and pushed straight into Shopify, ready for a quick review.
- Trades and multi-site services: website and email enquiries are sorted by job type and location, then booked into the right diary.
- Finance teams: supplier invoices are read, coded and matched in Xero or Sage before anyone opens them.
What you get back
- Hours of admin handed back to your team every week
- Faster replies to customers and new enquiries
- Fewer keying errors between systems
- A CRM full of data people actually trust
- Staff doing the work you hired them for
Why choose Fifteen for AI integration?
We already build the systems
Most new AI consultancies know the models but not the plumbing. We’ve spent two decades building websites, ecommerce platforms, CRM setups and API integrations across more than 2,400 projects. Connecting systems is what we do. AI is the new layer on top.
Plain English, not hype
Our AI consultants will tell you when AI is the right tool and when a simple automation or a better process would do the job for less. You’ll always know what’s being built, what it costs to run and who to call if something looks wrong.
We pick the model to suit the job
We’re not tied to one provider. Depending on cost, accuracy and privacy, we work with OpenAI, Anthropic’s Claude, Google Gemini and Microsoft Copilot, as well as open-source models such as Llama and Mistral that can run on your own hardware.
Your data stays under your control
Every integration is designed around UK GDPR. AI only sees the records it needs, permissions mirror the ones your team already has, and every action is logged. Where data is too sensitive for the cloud, we keep it local.
Real people, real offices
We have teams in Nottingham, London and Preston, and we’re happy to sit in your office and see how things run. Our clients rate us 4.9 on Google, and our work has picked up more than 80 industry awards.
Take a look at our work.
Every project tells a story, and we’re proud of the results we’ve helped our clients achieve.
AI business system integration FAQs
How much does AI integration cost?
It depends on how many systems are involved and how much of the work AI is taking on. Connecting AI to a single inbox or CRM pipeline is a much smaller job than linking an ERP, a website and a warehouse database.
How long does it take?
A pilot on one workflow usually takes a few weeks. Bigger projects that link several systems are delivered in stages, so you see results early rather than waiting months for one big launch.
Can AI work with our existing CRM or ERP?
Almost always. Modern platforms like HubSpot, Salesforce, Xero and Business Central have APIs we can connect to. Older or bespoke systems may need a custom connector, which is the kind of integration work we’ve done for years.
Is our data safe, and will it be used to train AI models?
The business and API versions of the main AI platforms don’t use your data to train their models by default, and we check the current terms for every tool we put in place. For highly sensitive data, we can run open-source models on your own servers so nothing leaves your network.
Can AI run on our own servers rather than in the cloud?
Yes. Open-source models can run on a dedicated machine in your office or a private server. They need decent hardware, and we’ll be honest about whether a local setup is worth it for what you need.
Do we need technical staff to manage it?
No. We build it, document it, train your team and support it afterwards. You’ll need someone who knows the process well enough to tell us when the output looks wrong, and that’s usually the person doing the job now.
Will AI replace our staff?
That’s not how we approach it. AI takes on the repetitive parts of a role, and your people check, approve and handle anything that needs judgement. The aim is to let your team take on more without hiring as quickly, not to cut heads.
Do you only work with businesses near your offices?
No. We work with businesses across the UK. Discovery sessions can happen on site or over video, and most of the build is done remotely.