Sonic Union: Building System Integrations to Unify Sales, Production, & Finance
About Sonic Union.
Sonic Union is a premier audio post-production studio based in New York City, renowned for its expertise in sound design, mixing, original music composition, podcast production, and voiceover casting. Their services cater to a diverse clientele, including advertising agencies, filmmakers, and content creators seeking high-quality audio solutions.
Industry: Media
At a Glance
Sonic Union uses three key softwares to run its media operations:
Each system plays a critical role in running the business; however, these systems were siloed off from each other. This caused data inconsistencies and increased manual workload. Sonic Union needed these systems to speak to each other to enhance efficiency and accuracy – so they approached GraVoc.
In this case study, we explore how our team leveraged custom development and existing integration tools to connect Xytech, Pipedrive, and QuickBooks – helping Sonic Union synchronize data across all three platforms, save time, and eliminate redundancies.
At a Glance
Sonic Union uses three key softwares to run its media operations:
- Xytech: A media operation platform to manage projects, work orders, resources, and scheduling.
- Pipedrive: A CRM platform to manage leads, track communications, and automate repetitive tasks.
- QuickBooks Online: A cloud-based accounting platform to manage invoicing, bookkeeping, and taxes.
Each system plays a critical role in running the business; however, these systems were siloed off from each other. This caused data inconsistencies and increased manual workload. Sonic Union needed these systems to speak to each other to enhance efficiency and accuracy – so they approached GraVoc.
In this case study, we explore how our team leveraged custom development and existing integration tools to connect Xytech, Pipedrive, and QuickBooks – helping Sonic Union synchronize data across all three platforms, save time, and eliminate redundancies.
The Challenge: Disconnected Systems & Data Silos.
Running an audio post-production company is more than just a creative endeavor – it’s a complex logistical operation. There are many behind-the-scenes processes that rely on a core network of connected systems. But when these systems don’t talk to each other, that creates problems.
This was the challenge facing Sonic Union. They were using Pipedrive to manage client relationships and leads, Xytech for scheduling and resource management, and QuickBooks for financial management. In simple terms, a client project would start in Pipedrive, get scheduled in Xytech, and billed in QuickBooks. Each platform was key to running their day-to-day operations smoothly. However, these systems were not in sync.
It was evident long ago that there was not one perfect system that excelled in all of the above areas. Rather, they were well-built for their intended purpose only while allowing for REST API integration.
Because these systems were operating in silos, Sonic Union’s sales, production, and finance teams had to manually check and re-enter the same client and project data in different places – leaving room for error, delays, and inaccuracies. For instance, there could be inconsistent ‘sources of truth’ leading to recursive cross-checking and hesitancy to run otherwise useful reports.
As their business grew, Sonic Union realized they needed to fix the gaps in their workflow by integrating their software. It was essential that information flowed across all departments to eliminate bottlenecks, maintain accurate data, and reduce the burden of manual data entry on their teams. It was also important to use industry standard tools that are constantly improving, rather than build and upgrade their own hosted solution from scratch.
The Solution: Connecting Xytech, Pipedrive, & QuickBooks.
We kicked off this project by conducting multiple discovery sessions with Sonic Union to understand their pain points. Our team even spent time on-site at the Sonic Union office in New York to get a close look at their operations and understand how these three core systems fit in their workflow. This gave us a clear roadmap for developing an integration that would be tailored to Sonic Union’s requirements.
Our team leveraged solutions like Zapier and tapped into API endpoints to build a connection between Xytech, Pipedrive, and QuickBooks. When we ran into limitations with existing tools, our team wrote custom code to bridge the gaps and ensure an automated flow of information between all three systems.
Throughout the development process, we ran unit tests for every step to catch issues before they could cause problems and anticipated future needs along the way. As a result, Sonic Union’s core systems are now in sync, allowing their sales, production, and finance teams to access and work from the same data.
The Outcome:
Smart Integration Unlocks Efficiency & Accuracy.
By integrating Pipedrive, Xytech, and QuickBooks, our team turned three disparate systems into a cohesive, connected workflow. This has helped enhance data visibility and accuracy across departments. Now, once a project kicks off in Pipedrive, all the relevant information flows automatically to Xytech for scheduling and resource allocation, even billing and then straight to QuickBooks to enter directly into the ledgers with one simple step.
This new streamlined workflow has helped Sonic Union save hours of tedious manual work and improve operational efficiency.
With their core systems intelligently in sync, Sonic Union now has tremendous insight into its business and can focus on what they do best: delivering robust creative work to their clients.
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