# Systems Integration Requirements Worksheet

> Editable template from Rangefront Labs: https://rangefrontlabs.com.au/resources/systems-integration-requirements-worksheet/
> Fill in what you know and flag what you don't. The gaps are as useful as the answers.

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## 1. The goal
[In one sentence: what should be true once these systems talk to each other? e.g. "A sale in the online store automatically appears in accounting and updates stock."]

## 2. Systems inventory
For each system involved:

| System | Vendor / version | What it holds | Has an API? (Yes/No/Unsure) | Owner internally |
|--------|------------------|---------------|------------------------------|------------------|
| [CRM]        | [e.g. HubSpot] | [contacts, deals]    | [ ] | [name] |
| [Accounting] | [e.g. Xero]    | [invoices, payments] | [ ] | [name] |
| [ ]          | [ ]            | [ ]                  | [ ] | [ ]    |

## 3. The data that must flow
For each piece of data moving between systems:

| Data | From -> To | Direction (one-way / two-way) | When it moves | How often (real-time / hourly / nightly) |
|------|-----------|-------------------------------|---------------|------------------------------------------|
| [Customer record] | [Store -> CRM]      | [ ] | [on new order] | [ ] |
| [Invoice]         | [CRM -> Accounting] | [ ] | [ ]            | [ ] |

## 4. The source of truth
[For each shared piece of data, which system wins if they disagree? Decide it now. e.g. "Accounting is the source of truth for payment status; the CRM never overwrites it."]

## 5. Volume and timing
[Roughly how many records move per day? Does anything need to be instant, or is nightly fine? Are there peaks (end of month, sales) that change the answer?]

## 6. Authentication and access
[How do you authenticate to each system (API key, OAuth, a username and password)? Who holds the credentials? Any licence tiers or limits that affect API access?]

## 7. When something goes wrong
[If a sync fails, what should happen: retry, queue, alert someone? Who gets told? How will you know a record DIDN'T make it across? Silent failures are the worst kind.]

## 8. Constraints and known traps
[Legacy systems with no API, rate limits, data that must stay onshore, compliance obligations, anything held together with a manual export today. Name the awkward bits here.]

## 9. Success and ownership
[How will you know it's working? Who owns the integration once it's live and watches that it keeps working?]

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*Mapped with the free worksheet at rangefrontlabs.com.au. Want it scoped and built? Book a discovery call: https://rangefrontlabs.com.au/contact/*