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01.04 / Build

Integrations and automation.

We connect your PMS, CRM, ERP, booking engine, email and payment systems, then remove the manual work around them with scheduled jobs, webhooks and data pipelines that run server side and log every call.

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modules delivered in Phase 1Elite Smart Build
11
days from diagnosis to the new backend runningConcert Music Festival
4
An accounting firm's screen late in the evening: supplier invoices read from the mailbox, matched against purchase orders and turned into proposed journal entries, with the mismatches flagged.

In detail

What you should know.

A hand on a mouse at a front desk with two monitors, an older reservations grid on one and a dark list of records on the other, a receipt printer beside

For example: 11 modules delivered in Phase 1. Elite Smart Build

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What it is

Integrations and automation is the work that makes the systems you already run behave like one system. Most mid-market companies do not need another tool. They need the PMS, the CRM, the ERP, the booking engine, the email platform and the payment provider to share the same data, so nobody retypes a reservation into a spreadsheet or copies a guest list by hand. Polargate builds those connections, then removes the manual steps around them: scheduled jobs, webhooks, data pipelines and internal automations that quietly do what a person was doing every morning.

How we do it

We start with the data, not with the tool. In the Discovery Sprint we map what each system holds, who owns it, which field wins when two disagree, and where the process breaks today. Then we build server side, in code, against the real APIs.

Every integration follows the same rules. Credentials live in a vault, never in the browser. Jobs are idempotent, so a retry cannot duplicate an order or a guest. Calls are logged, so you can see what ran, what changed and what failed. A sync fails closed rather than writing bad data, and we put guardrails on the dangerous cases: a mass checkout, a duplicate charge, a supplier feed that returns an empty page. Where possible the integration copies what it needs into your own database, so your site or app keeps working when the other system is down.

Polargate already runs a five minute Oracle Opera Cloud guest sync across hotels, a resumable Microsoft Graph directory sync for a large corporate group, a WordPress content pipeline that refreshes a festival app every 30 minutes with no runtime dependency on WordPress, booking engine integrations on hotel websites, GA4 and Search Console pulled into a client portal by OAuth, and email that turns into tickets and goes back out as email.

What you get

What you take away.

Everything is written down before we start, and everything stays in accounts your company owns.

01Deliverables

  1. 01

    An integration map of your current systems: what data each one holds, who owns it, which one wins in a conflict and where the process breaks today

  2. 02

    Connectors to your PMS, CRM, ERP, booking engine, email platform and payment provider, written in code against their real APIs

  3. 03

    Scheduled jobs and webhooks with idempotency keys, retries and replay protection, so a repeated call never duplicates data

  4. 04

    An auditable log of every sync: what ran, what changed, what failed, readable by your team and not only by us

  5. 05

    Alerts when an integration goes quiet, a credential expires or a provider changes an endpoint, before your staff notices

  6. 06

    Internal automations that remove recurring manual work: business-day report emails, document and photo handling, status alerts per department

  7. 07

    Credentials kept in a secrets vault with least-privilege access per system, never in the front end or in a spreadsheet

  8. 08

    A short runbook plus full ownership: repository, database and provider accounts in your company's name from day one

02How it runs

  1. 01 · Week 1 to 2

    Discovery Sprint

    Interviews with the people who will use the thing, an audit of the systems you already run, a data model, an architecture decision and a scope written in plain language. It ends with a fixed price and a delivery plan, and the document is yours whether or not you continue.

  2. 02 · Week 2 to 4

    Foundations

    Design direction, database schema with row level security from the first migration, environments, continuous integration and the first screens in a place you can open. Nothing is built on a platform you cannot leave: the repository, the backend and the hosting are created in your accounts.

  3. 03 · Week 4 to 8

    Build to the first shipped iteration

    Weekly deployments, a short written update with each one and a running list of decisions. The goal of this stage is a version in production with real data where someone can finish an actual task, not a demo. Scope changes are priced before they are built.

  4. 04 · Week 8 onwards

    Audit, launch and handover

    Several review passes over correctness, architecture, accessibility, performance and security, with every finding checked by a second reviewer before it counts as real. Then the launch, the handover pack and, if you want it, a move to the CARE retainer for maintenance and evolution.

For example: 4 days from diagnosis to the new backend running. Concert Music Festival

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Who it is for

We don't take every project.

We would rather tell you now than halfway through. If you recognise yourself on the left, let's talk.

It fits if

  • You need a website, a portal or an app that does not exist yet, or one that has run out of road
  • You want the code, the data and the hosting in accounts your company owns
  • You prefer a fixed price before work starts to an open hourly bill
  • Someone on your side can decide and give the project a few hours a week
  • You care that Google and AI assistants can read it from day one

It is not for you if

  • You are after a cheap template or a site put together over a weekend
  • You want it to live on a platform you cannot leave later
  • Nobody on your side can review screens or make decisions
  • You need people to bill hours without a clear goal

For example: 23 Postgres tables with row-level security forced. Elite Smart Build

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Timing and budget

How we quote.

No price list and no hourly billing during a build. After a short call you get a written quote for your project.

Timeline
Discovery Sprint of two weeks, then the first integration in production usually 2 to 6 weeks later. The variable is rarely our side, it is how fast the other vendor supplies credentials and a test environment.
Team
Integrations are built by our team, which knows the systems on both ends and writes the connectors. Pedro Ciordia, CTO, sets the architecture and reviews the integration code before it touches production. You talk to the people building it.
How the price is set
Fixed price for each integration and automation build, closed after a Discovery Sprint. Running and evolving it afterwards goes under Care. Ask for a private quote.
The stack
TypeScriptSupabasePostgreSQLDenoVercelGitHub ActionsResendStripeMicrosoft 365Microsoft Entra IDGA4Search ConsoleFirebasePythonWordPressMCP

For example: 62 user accounts migrated with their IDs preserved. Concert Music Festival

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Work

Where we did it.

Real projects. Open each one to see what we built and the figures we measured.

For example: ~1 month from development start to first testable version in production. Elite Smart Build

Book a callTell us about your projectAll work

Same line

Other services in Build.

Each service has its own page with what it includes, the usual timeline and the projects where we did it.

For example: 37 shows synced from the website in the 2026 season. Concert Music Festival

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FAQ

What people ask us.

How much does it cost to connect our PMS to our website?
It is quoted at a fixed price once the scope is clear. What moves the number is the other system: a documented REST API with a sandbox is a small job, a legacy PMS with a nightly file export is a bigger one. Polargate closes the figure after the Discovery Sprint, so you see a fixed price in writing before committing. Tell us which PMS you run and we come back with a first read.
How long does an integration project take?
Two to six weeks for the first integration in production, counted from the end of the Discovery Sprint. The bottleneck is rarely our side: it is how long the other vendor takes to give you credentials, a test environment and answers about their API. We request that access on day one and build against a sandbox or a recorded sample while it arrives, so the wait does not stack onto the build.
What if our system does not have an API?
Then we look for another way in: a read-only database replica, a scheduled file export, a webhook the vendor can send, or a small plugin on their side. For a festival client Polargate wrote a WordPress plugin because the standard API did not expose the event dates the app needed. If no reliable route exists, we say so instead of building something fragile that breaks in six months.
Do you use Zapier or Make, or do you write the code?
We write the code. No-code platforms are fine for a two step notification, but they charge per run, keep the logic out of version control, hold your credentials and are hard to debug at three in the morning. Polargate builds integrations as server-side functions inside your own Supabase project and repository, so they are testable, auditable, portable and cost nothing per execution.
Who owns the integration code and the accounts?
You do. The repository, the database, the provider accounts and the API credentials are in your company's name from day one, and we work inside them. If you stop working with Polargate, nothing has to be rebuilt or migrated: you change the access and everything keeps running. We have moved several clients off platforms that did not allow that, and it is slow and expensive work.

For example: 10 role-based accounts live on the client's own domain. Elite Smart Build

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Get started

Tell us what you want to build.

Websites, apps, custom systems and AI for companies that need them in production in weeks. Fill in the form or book a 30 minute call: a senior engineer answers within 48 business hours with a first take on scope, timeline and price.

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What do you need?
Budget
When

At least ten characters.

Answer in writing within 48 business hours. No newsletter, no automatic sequence.

Rather answer the full brief?

First step

Discovery Sprint

Two weeks to close scope, architecture and price before anything is built.

No price list. You get a private quote, in writing, after a short call.

Then, to build, always at a fixed price

Ask for your quoteHow we quote

Not ready yet?

AI-native digital studio for mid-market companies

POLARGATE, S.L. · CIF B24895005
Calle Electrónica 6, 28027 Madrid, Spain