API Integration Guide

What Is an API?

API stands for Application Programming Interface. Think of it as a contract between two software systems that defines how they can talk to each other. When your accounting software automatically pulls data from your CRM, that's an API at work.

Why API Integration Matters

Eliminate Manual Data Entry

Stop copying data between systems. Let software do it automatically, accurately, and instantly.

Single Source of Truth

When systems share data automatically, everyone works from the same information.

Real-Time Operations

Get inventory updates, order status, and financial data when it happens, not hours or days later.

Automate Workflows

Trigger actions in one system based on events in another. Order placed? Create shipment automatically.

Types of Integrations

Point-to-Point

Direct connection between two systems.

• Best for: Simple integrations, few systems
• Challenge: Gets complex with many systems

Hub and Spoke

Central integration platform connects all systems.

• Best for: Multiple systems, complex data flows
• Challenge: Additional infrastructure to maintain

Event-Driven

Systems publish events, others subscribe and react.

• Best for: Real-time updates, scalable systems
• Challenge: More complex to design and debug

Common Integration Scenarios

ERP + E-Commerce

• Orders flow from website to ERP
• Inventory syncs from ERP to website
• Pricing updates automatically

CRM + Marketing

• New leads flow to CRM
• Sales activity triggers email campaigns
• Marketing attribution tracked in CRM

Accounting + Operations

• Invoices created automatically from orders
• Payments update customer records
• Financial data flows to reporting

Integration Considerations

Data Mapping

How do fields in System A map to fields in System B? What happens when formats differ?

Frequency

Real-time, batch (hourly/daily), or on-demand? More frequent = more complex and expensive.

Error Handling

What happens when an integration fails? How do you know? How do you recover?

Security

How is data protected in transit? How are API credentials managed?

Volume

How much data? How many transactions? APIs often have rate limits.

Maintenance

APIs change over time. Who monitors and updates integrations?

Questions to Ask Vendors

1. Do you have an API? Is it documented?
2. What can I read and write through the API?
3. Are there rate limits or transaction fees?
4. How do you handle API versioning and deprecation?
5. What authentication methods are supported?
6. Do you have pre-built integrations with [specific system]?

Integration Platforms

For complex integration needs, consider platforms like:

• Zapier/Make: Simple, no-code integrations
• MuleSoft/Dell Boomi: Enterprise integration platforms
• Custom middleware: Purpose-built integration layer