Where to find IT support that integrates with existing software tools?
If you run a UK business with 10–200 staff, the last thing you want is an IT partner who treats your software estate like a fresh canvas. You’ve already got accounting packages, HR systems, a CRM, perhaps a specialist industry tool — and lots of people who expect them to keep working together. So the real question isn’t just where to find IT support, it’s where to find IT support that understands your current tools and keeps them talking.
Why integration should be the first question
Integrations are where projects stall, budgets balloon and staff get grumpy. An IT supplier who insists on ripping out systems or shoehorning everything into a new platform will cost you time, money and credibility. A good provider preserves workflows, minimises disruption and focuses on outcomes — fewer duplicate data entries, faster reporting, and less time chasing people for the same information.
Five places to look (and what to expect)
1. Local IT consultancies with integration experience
Smaller consultancies that serve towns and cities across the UK often have practical experience gluing systems together. They’re used to showing up, looking at what’s actually being used (not the shiny plan you wrote last year), and proposing pragmatic fixes. Expect clear budgets, on-site visits when needed, and a good feel for regulatory issues like GDPR.
2. Managed Service Providers (MSPs) that offer integration services
Managed providers can be useful if you want ongoing support plus integration work. Good MSPs will have standard processes for onboarding systems, monitoring cross-system health and handling backups. Ask how they maintain integration scripts, who owns the API keys, and how they test changes before rolling them out.
3. Niche systems integrators for specific software
If you use an industry-specific package (construction estimating, legal case management, niche manufacturing software), look for integrators who have done similar projects. They won’t be the cheapest, but they’ll understand the quirks and compliance requirements. Make sure they can explain how they’ll connect to your other tools without creating single points of failure.
4. Freelance engineers and integration specialists
For short, well-scoped jobs a skilled freelancer can be cost-effective. The trade-off is that reliability and long-term support vary. If you take this route, get clear documentation, handover plans, and an agreement about who owns the code or automation they deliver.
5. Vendor partners and app ecosystems
Many software vendors have certified partners or app marketplaces. These can be handy because the integrations are often pre-built and supported by the vendor. The downside is you can become dependent on that vendor’s roadmap — check the exit plan and how easy it is to migrate or replace components.
How to vet potential IT support for integration work
Don’t let technical-sounding slides distract you. Focus on the business questions and insist on plain answers:
- Ask about past integrations: Not company names, but the type of systems, scale, and the practical problems solved.
- Request a short discovery phase: A paid half-day or two often reveals most integration risks and gives you a firm quote.
- Check ownership and documentation: Who will maintain any scripts or middleware? Will you get clear documentation and credentials handed over?
- Test plans and rollback: How will changes be tested? What’s the rollback plan if something breaks?
- SLAs and support model: Response times matter. Do they offer on-call support outside office hours if payroll or billing is impacted?
- Compliance and security: Make sure they understand GDPR, data residency concerns and any sector-specific rules.
Red flags to watch for
A few behaviours have often preceded costly problems:
- Vague answers about APIs and “integration capability” — real providers can describe how they’d connect systems in plain terms.
- Pressure to replace systems without a clear reason beyond the supplier’s preference.
- No clear ownership of custom code or automation — you don’t want to be locked in to a single person or supplier.
- Contracts that bury support limits or don’t cover integrations in scope.
Practical steps to hire the right provider
Make the process simple and outcome-focused:
- Start with a short discovery brief describing your core systems, one or two painful workflows, and your busiest times of month.
- Invite two or three providers to quote for a defined deliverable — for example, “automate sales orders from CRM to accounting and provide error reporting.”
- Ask each to include a test plan and a maintenance proposal for ongoing monitoring.
- Choose the provider who explains risks plainly, offers a staged approach, and shows how the change will save staff time or reduce errors.
Cost expectations (without numbers)
Costs vary wildly depending on complexity. What matters more is the structure: fixed-price work for well-defined tasks, and time-and-materials for exploratory projects. Insist on milestones tied to testing and sign-off, so you don’t pay for partial, unstable integrations.
Local considerations in the UK
UK businesses benefit from suppliers who know local accounting practises, payroll cycles, and the nuances of UK employment law — these things affect integrations more than you might think. Look for providers who can work in your time zone, attend in-person meetings when needed, and understand UK regulatory expectations.
FAQ
How do I know if an IT supplier can actually integrate my systems?
Ask for a short discovery, examples of similar technical work (describe rather than name-drop), and a clear test plan. If they can’t describe the steps to move data safely and rollback if needed, they’re probably not the right fit.
Should I replace legacy systems to make integrations easier?
Not necessarily. Replacing systems is often expensive and disruptive. A more pragmatic approach is to look for targeted integrations that preserve existing workflows and buy you time to plan any long-term migration.
Can a freelancer handle complex integrations?
Yes, for well-scoped work. For ongoing support or where business-critical processes are involved, prefer a small firm or MSP with documented processes and redundancy in case the individual is unavailable.
What about security and GDPR when integrating tools?
Any supplier should explain how data moves, who can access it, and how it’s protected. Make sure processors and sub-processors are documented and that your contracts reflect GDPR responsibilities.
How long does a typical integration take?
That depends on complexity. A simple automated data transfer might be a few days; connecting multiple systems with business rules could take weeks. A short discovery phase will give you a realistic timeline.
Final thoughts
Finding IT support that integrates with existing software tools is less about hunting for one perfect vendor and more about choosing a partner who understands your workflows, communicates plainly, and focuses on measurable outcomes. In practice that means local knowledge, a short paid discovery, clear ownership of code and credentials, and sensible SLAs.
If you want calmer operations, fewer manual tasks and less month-end drama, start with a brief that describes the problem in terms of time and cost saved — then ask potential suppliers how they’ll deliver those specific outcomes. The right partner will talk about saved hours and clearer data more than APIs and platforms.
Need to reduce downtime, tighten up reporting, or simply stop people from retyping the same information into three systems? Find a partner who values those outcomes and you’ll save time, money and a lot of headaches.
