Systems Integration — Red Grey Solutions

Service Overview

Most construction companies are running four to six platforms that share zero data automatically. Procore doesn't talk to Sage. Sage doesn't talk to Autodesk. Autodesk doesn't talk to the field. Every gap gets bridged by a person re-entering data — and every re-entry is a delay, an error, or both.

Systems Integration is the workstream that closes those gaps. Not by replacing your platforms — by connecting them. We build the integrations, pipelines, and middleware that let your existing stack share data the way your workflows actually require, without manual intervention in the middle.

A Red Grey Principal Advisor owns this workstream for the term of your retainer. They staff it internally across software and data engineering. You don't manage the integration architecture. You define the workflow, approve the data map, and review the connections as they go live. The artifact — a working, documented, monitored integration layer — sits in your operation and keeps running after the Engagement closes.

Start with a Discovery Engagement Talk to Us First →

What This Delivers

Outcomes you can measure. Every month.

Every Engagement begins with a platform connectivity audit. At the end of Discovery, you have a complete map of what connects, what doesn't, and what every manual gap is costing in time and error rate. Every month after that, the outcome review measures re-entry points eliminated and data quality improvements against that baseline.

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Eliminated Re-Entry Points

Data entered once and available everywhere it's needed. No more exporting from Procore and importing to Sage. No more copying field actuals into the office cost model by hand.

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Real-Time Data Flow

Project data moving between systems on a defined schedule — hourly, daily, or on trigger — not whenever someone remembers to run the export. Office sees what the field did yesterday, not last week.

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Error Reduction at the Handoff

Manual re-entry is where data quality goes wrong. Automated integrations enforce consistency rules at the point of transfer, not after a reporting error surfaces two months later.

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Reporting Across the Stack

A reporting layer that draws from all connected systems without requiring a manual consolidation step. One source of truth for every metric that matters to your PM and your principal.

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Maintainable Architecture

Integrations documented and monitored so your team knows when something breaks and can fix it without calling us. Every connection has a runbook. Every error has an alert.

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Legacy System Connectivity

Older ERP or accounting platforms that don't have modern APIs can still be connected through extract-transform-load pipelines. Age of the platform is not a blocker.

How We Work

Common workstreams under this service.

These are the most common integrations we build under Systems Integration. The specific connections and systems depend on your stack. Discovery defines the integration map and the priority sequence.

ERP to PM Platform Integration ⚙

→ Connect your accounting and ERP system to your project management platform.
→ So cost data, contract values, and change orders flow between systems without manual export.
→ Build the field mapping, the transformation rules, and the sync schedule.
→ Deliver a documented, monitored connection.

Field Data to Office Cost Model ⚙

→ Connect field production data — daily reports, foreman logs, timecard actuals.
→ To the office cost model so cost-to-complete updates without manual re-entry.
→ Define the data mapping from field inputs to cost code structure.
→ Deliver a live cost forecast your PM can run on demand.

Document Management Integration ⚙

→ Connect your project management platform to your document management system.
→ So drawings, submittals, RFIs, and change orders live in one place and update in both directions.
→ Define the folder structure, the naming convention, and the sync rules.
→ Deliver a document workflow your field team actually uses.

Accounting System Sync ⚙

→ Connect your PM platform and field tools to your accounting system.
→ So job cost reports reflect actuals from every source without a manual consolidation step.
→ Map cost codes between systems. Build the nightly sync.
→ Deliver financial reports your accountant can run without waiting for PM input.

API Integration Build ⚙

→ For platforms with modern REST or GraphQL APIs, build direct integrations.
→ That push and pull data on a defined schedule or on trigger events.
→ Document the endpoints, the authentication, the error handling, and the retry logic.
→ Deliver a connection that your team can monitor and extend.

Integration Monitoring & Alerting ⚙

→ Every integration we build includes monitoring and alerting.
→ So you know when data stops flowing before it causes a problem downstream.
→ Define the health checks, the failure thresholds, and the notification routing.
→ Deliver a monitoring setup your team operates without technical support.

The Engagement Process

From the first call to retained delivery. Here is exactly how it works.

Every engagement follows the same sequence. No surprises. No ambiguity about what you're agreeing to before you agree to it.

Scoping Call — 30 Minutes

You describe the challenge. We ask the questions that tell us where the problem actually lives. By the end of the call we tell you which workstream addresses it, what Discovery looks like for this specific problem, and what the first 30 days produce. You leave with a verbal scope and a clear picture of what comes next. No pitch deck. No follow-up sales cycle.

Mutual Non-Disclosure Agreement

Before we review any project data, financials, or internal systems, both parties execute a Mutual NDA. This is a standard two-way confidentiality agreement — it protects your data and our methodology equally. We send it, you review it with your counsel if needed, and we execute before anything substantive is shared. Typical turnaround is one to two business days.

Master Service Agreement

The MSA governs the overall relationship — intellectual property ownership, liability, payment terms, dispute resolution, and termination provisions. It is executed once and covers every Statement of Work issued under it. We provide the standard Red Grey MSA. You review it, propose any changes, and we agree before any work begins. The MSA is the legal foundation. The SOW is the operational scope.

Discovery Engagement — 30 Days

Month one is always Discovery. For Systems Integration, Discovery is a 30-day audit of your platform stack and the data flows between systems. We document every tool in use, every manual re-entry point, and every workflow that spans more than one system. We assess the technical connectivity options for each platform pair and estimate the build complexity. At the end of 30 days, we deliver a written findings report: a complete platform connectivity map, a re-entry point inventory with time and error cost estimates, and a prioritized integration roadmap.

Statement of Work

The SOW is issued after Discovery findings are reviewed and accepted. It defines the specific workstreams to be delivered, the success metrics for each, the systems in scope, the communication cadence, and the term. It is signed before month two begins. The SOW is not a proposal — it is the execution document built directly from the Discovery findings. If the Discovery findings don't support a particular workstream, it doesn't appear in the SOW.

Retained Term — Monthly Delivery

The retainer runs on a monthly cadence from SOW execution. Weekly working sessions move each workstream forward. Monthly outcome reviews measure what moved against the baseline established in Discovery. Every month produces a working artifact — a tool, integration, workflow, or process that exists in your operation. Your Principal Advisor signs off on every deliverable. You approve outcomes and success metrics. You do not manage the engineering work.

Scaling Engagements — Scope Change Engagement

The number of concurrent Engagements is set at contract signing and fixed for the term. If your priorities shift mid-term and you need to add or remove a workstream, that requires a Scope Change Engagement — a structured rescoping process that produces updated findings, a revised SOW, and a clear transition plan. The Scope Change Engagement is priced at your original Discovery rate and billed in addition to your current monthly retainer. Changes take effect at the start of the next engagement cycle after the Scope Change Engagement is complete. At contract renewal, your Engagement count can be adjusted with no Scope Change Engagement required.

Runbook & Adoption Handoff

Every workstream closes with a Runbook & Adoption Pack. The runbook documents how the tool or workflow operates, who owns which step, how data quality is maintained, and how to know it is being used. The adoption pack covers staff training, role-level instructions, and what a healthy versus degraded state looks like. The handoff is documented, reviewed, and signed off before the Engagement is marked complete. This is not a PDF filed away. It is the operating manual for the artifact we built.

Systems Access & Security

How we access your systems. What we touch. What we don't.

This work requires access to your systems and data. We take that access seriously. Here is exactly how it works.

What We Access

Read access to your platform APIs, data exports, and schema documentation during Discovery. We typically need credentials for your ERP, PM platform, accounting system, and field tools to assess connectivity options. Build phases require API access for the systems being connected — scoped and documented in the SOW. We do not need production data access during the assessment phase; sandbox or staging access is sufficient for integration testing.

How Access Is Granted

We request the minimum permission set required for the workstream in scope. Where possible, we use read-only credentials for data review and analysis work. Write access is requested only for the specific systems we are building into. We do not request admin or owner-level access unless the workstream explicitly requires it — and if it does, that is documented in the SOW and requires your written approval before access is granted.

Credential Management

Credentials are stored in a dedicated password manager, never in email or shared documents. Access is provisioned to the named Red Grey engineer assigned to the workstream. Access is revoked at the end of the Engagement or immediately on request. We do not retain credentials after an Engagement closes. If you prefer to provision temporary access per working session, we accommodate that without adding friction to the delivery cadence.

Data Handling

Your data does not leave your systems unless a specific integration or export is part of the workstream scope. Working files used during analysis are stored in a Red Grey client workspace, not in personal accounts or shared drives accessible outside the Engagement team. The NDA governs confidentiality. The MSA governs data ownership — your data is yours. We build on it. We do not retain it.

Communication Security

All client communication runs through a dedicated Slack workspace. Red Grey maintains its own workspace with per-client channels. Your team connects via Slack Connect — you see your channel only, not any other client's. Sensitive documents are shared via a secure link, not as email attachments. We do not use SMS for anything substantive. We do not discuss project data on open channels.

Access Offboarding

When an Engagement ends — whether at term, by mutual agreement, or by early termination — we initiate access offboarding within 24 hours of the final engagement date. All credentials are revoked, all working files are either returned to you or deleted per the offboarding checklist in the SOW, and a written confirmation is issued. You do not need to chase us for this.

Where to Start

Every engagement begins with a 30-day Discovery.

Discovery is not a consulting engagement you buy hoping it leads somewhere. It is month one of a retained workstream. It produces a written findings report. It becomes the foundation of your SOW. If the findings don't support moving forward, you have a clear picture of why and what to do about it — and you are not locked into anything.

Systems Integration — Discovery Engagement

30 days. A complete platform map and a prioritized integration roadmap.

The Discovery Engagement for Systems Integration covers three areas: platform inventory and API capability assessment, manual re-entry point mapping with time and error cost estimates, and integration architecture design for the highest-priority connections. We walk every workflow that crosses a system boundary, document what gets re-entered, and assess the technical options for automating each handoff. At the end of 30 days, you have a complete integration map and a sequenced build roadmap.

Written findings report — complete platform inventory and connectivity assessment

Re-entry point map — every manual handoff, the time it costs, and the error rate

Integration architecture diagram — what connects to what and how

API capability assessment — which platforms support native integration vs. ETL

Prioritized build roadmap — which integrations to build first and why

Baseline metrics — re-entry hours per week and error rate we'll measure against

Start a Discovery Engagement → See How Engagement Pricing is Structured →

Discovery-Only Hold Policy. If you complete a Discovery Engagement and do not immediately convert to a retainer, your findings remain valid for 90 days. If you return within that window, you convert directly to a retainer with no additional Discovery required. After 90 days, a new Discovery Engagement is required before a retained term begins.

Not sure which service to start with? The scoping call is the right place to figure that out. Tell us what you're dealing with and we'll tell you where to start.

SystemsIntegration