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Start with the workflow, not the integration name

An integration is valuable when it removes a repeated handoff without creating two competing versions of the same record. Before connecting a tool, define the event, data, owner, and expected outcome. For example: “A website enquiry creates a lead with source and contact details, then the intake owner receives a follow-up task.” This is clearer and safer than “connect the website to VisaFlo.”

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Choose the system of record

For each workflow, decide which system owns the durable record:
  • VisaFlo should own client, lead, case, questionnaire, task, and case-document context when the work is being delivered in VisaFlo.
  • An external storage, accounting, calendar, or communication system may own its specialized record.
  • An integration should copy or reference the minimum data needed to coordinate the two systems, not mirror every field indefinitely.

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Common connection patterns

Third-party Integrations with disconnected email, calendar, Meta lead ads, scheduling, payments, and storage providers.

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Connect AI assistants deliberately

Open Settings > Connected apps to review compatible assistant connections and start authorization. API Settings with the empty API key management state and Generate API Key action. The Connected apps empty state with the MCP setup action. Connect only assistants and accounts your firm trusts with the records they will be allowed to query. Review the requested access before authorizing, disconnect an app that no longer has a business purpose, and do not put credentials or unreviewed sensitive case data into an external prompt merely because a connection exists.

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Build an integration in stages

  1. Start with one trigger and one outcome.
  2. Map the smallest useful field set.
  3. Test with a synthetic or non-production record.
  4. Decide how errors are surfaced and who corrects them.
  5. Add a review step before the integration creates sensitive or high-consequence records.
  6. Measure whether the automation actually removes a manual handoff.

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Information to bring to support

When you need help planning an integration, provide the external tool, trigger, desired VisaFlo record, field mapping, expected frequency, and whether the flow can create or change data. This lets the team distinguish a simple setup from a custom integration or API requirement.