Architects obsess over details because details decide outcomes. The same is true of your tech stack. The way your systems talk—or do not talk—decides whether project setup is consistent, whether data is trustworthy, whether projects are on track, and whether leaders get real-time visibility or have to wait for spreadsheets to be manually updated.
In a recent discussion with architecture and engineering leaders, we explored how firms are moving “beyond ERP” by integrating BQE CORE with other software tools they already use. Some chose no-code automation. Others built light custom scripts. A few crafted full data platforms. All reached the same goal: fewer routine clicks, time-saving automations, cleaner data, and clearer decisions.
This article distills what they did, why it worked, and how you can start implementing integrations at your firm this quarter.
Personal day by automation.
Liz Harris, COO at Kevin Harris Architect, runs a six-person studio in Baton Rouge. She is not a developer. She is a self-described “no-coder” who used Zapier to remove the repetitive work from client and project setup in BQE CORE.
Her trigger is simple: the moment a CRM stage flips to “real client,” a Zap checks whether the client already exists in CORE, creates or updates the record, assigns the next project number, adds team members, and issues a retainer invoice, all automatically. In the same flow, it creates the Basecamp project, builds the right folders on Google Drive, and logs the automation run in Notion.
What used to take about 23 minutes per project now happens automatically. Across 19 automations, Liz has calculated 3 days, 1 hour, and 5 minutes saved in the last 30 days. The bigger win is consistency. Automation forced the team to define names, phases, and capitalization rules. Creativity belongs in design reviews, not in how you onboard a client. And with the saved time Liz can work on other important tasks to keep the firm operating efficiently and profitably.
Lesson for firm leaders: Standardization is a design problem. Write the spec, then let software enforce it.
Make the computer check the work.
Max Kiley’s firm brings in hundreds of projects per year. Every job carries dozens of data points that drive billing and downstream processes. Max used Zapier to watch for a new project in CORE, wait 3–4 hours while staff complete entries, then run 30–40 validation checks on addresses, custom fields, billing rules, and payers. If anything is missing or conflicting, Zapier creates an Asana task with subtasks, assigns owners, and sets due dates.
Sometimes he extends Zapier with compact Python snippets to keep logic readable, but the pattern stands: start with no-code, add small pieces of code only when it improves clarity.
Lesson for firm leaders: Treat data validation like a building inspection. Automate the punchlist, assign responsibility, and follow up inside the tool your team already uses.
No-code gets you far. But sometimes you need something more advanced to reach your end goal. Your next step is an API connection when you need bi-directional syncs or a single source of truth across systems.
CRM in lockstep with projects.
Max’s team also implemented a direct API integration between BQE CORE and HubSpot so contacts and projects (deals in HubSpot) stay synchronized whenever information changes. They outsourced the creation of this integration but own the outcome: sales and operations now see the same facts. The small investment in hiring coders to build the integration workflow has delivered a high ROI since it saves time on every project.
Custom reporting where it matters.
At Medici Architects, Ed Buckwalter used the CORE API with a lightweight Python Flask app to provide backlog visibility and performance metrics that matched how the firm manages work. Native reports cover a lot; the API covers the rest.
Data warehouse for multi-system analytics.
Another firm layered the Azure stack on top of CORE to build a warehouse that blends project actuals with Xero financials and HR data. They serve role-based dashboards in Power BI: principals see the firm-wide data, PMs see their projects, and finance sees invoice aging, WIP by age band, write-up and write-downs, and projects that exceed contract to date.
A key practice for this is delta loading—pull only what changed since the last timestamp to reduce cost and keep refreshes snappy. They also worked with BQE's support to open a few additional fields through the API. Ask, and vendors will often help work to find a solution.
Lesson for firm leaders: Choose the smallest tool that solves the problem. Zapier for workflow. API for shared truth. Warehouse when you need blended analytics at scale.
Integrations amplify the process you already have. If that process is unclear, automation will multiply confusion. Make sure you and your team are developing standard operating procedures for all repetitive work. Before you build your automations:
Think of integrations like a phased renovation: start small, prove value, then expand. A 30–60–90 plan helps you build momentum without overwhelming your team. The first month focuses on mapping workflows and standards, the second on automating routine steps, and the third on validating data and surfacing insights. Each stage compounds, giving you measurable wins and a solid foundation for deeper integrations ahead.
Days 1–30: map and standardize
Days 31–60: automate the basics
Days 61–90: add validation and visibility
You don’t need a full overhaul to see results. Start with small, high-impact automations that eliminate repetitive tasks and create immediate visibility. These quick wins build confidence, free up time, and set the stage for deeper process improvements. Each of the examples below can be implemented in a matter of days, and together, they can transform how your firm operates.
Automation only matters if it saves time or improves decisions—but you don’t need a business analyst to prove it. Simple, consistent tracking can show the value. Focus on metrics that reflect real outcomes: hours saved, fewer errors, faster billing cycles, and greater visibility. The goal isn’t perfection; it’s evidence that your integrations are paying off in everyday operations.
If you cannot measure it, right-size the ambition and try again.
Even well-intentioned automations can backfire if built on shaky foundations. The most common mistakes stem from unclear processes, overcomplication, or pushing sensitive data where it doesn’t belong. Before you expand your integrations, pause to review the guardrails. Avoid these missteps to keep your systems stable, your data secure, and your team confident in the results.
BQE CORE was built for architecture and engineering firms to act as the system of record for projects, time, expenses, billing, and project accounting. That makes it the natural hub for integrations and automations across your tech stack.
The pattern is consistent. Use the simplest path that enforces your standards and makes the next decision easier.
Every firm works a little differently...and your software should keep up.
With BQE CORE’s open API and Zapier connections, our customers are building creative, high-impact integrations that streamline work, improve visibility, and connect CORE to the tools they already use.
In this customer panel, you’ll hear firsthand how firms are extending CORE to fit their unique workflows. From automating project tasks between CORE and Asana, to generating custom project metrics that drive decision-making, to building full data-warehousing solutions with the CORE API, this webinar will showcase the real-world power of having an ERP that plays well with others.
Integrations are not a luxury project. They are the modern equivalent of a good detail: quiet, precise, and decisive. Start small. Make the computer check the work. Sync the few fields that keep teams aligned. Then add the visibility leaders need to steer the firm.
Do this well, and your designers spend more time designing. Your PMs spend more time leading. Your finance team closes faster with fewer surprises. That is what the best details deliver.