Most companies use many tools: a shop, an ERP, accounting software, a CRM, email marketing, shipping services. When they don't talk to each other, people copy data by hand. APIs are how systems exchange data automatically.

What an API is

An Application Programming Interface is a defined way for one system to request or send data to another. For example, your shop can tell your ERP "a new order arrived" and receive "stock updated" in return – without anyone typing.

Common integration patterns

  • REST APIs: the most common style, using standard web requests.
  • Webhooks: a system notifies another immediately when something happens (new order, payment received).
  • File exchange: CSV or XML files transferred on a schedule – old-fashioned but still common, for example with banks or EDI partners.
  • Middleware / integration platforms: a central hub that connects many systems, transforms data and handles errors (for example SAP Integration Suite or n8n).

Typical integrations

  • Shop ↔ ERP: orders, stock, prices, customers
  • CRM ↔ email marketing: contacts and campaigns
  • ERP ↔ accounting (for example DATEV exports)
  • Website forms ↔ CRM: leads directly in the sales pipeline
  • Shipping services: labels and tracking numbers
  • Payment providers: payment status and refunds

Planning an integration

  1. Define the data flow: which data, in which direction, how often?
  2. Choose the master system for each data type (for example the ERP owns stock).
  3. Check the APIs of both systems: documentation, limits, authentication.
  4. Map the fields and decide how to handle differences.
  5. Design error handling: what happens if one system is down?
  6. Test with real data and monitor after go-live.

Pitfalls

  • No clear ownership of data, leading to conflicts
  • Ignoring rate limits and timeouts
  • No monitoring, so failed syncs go unnoticed
  • Hard-coded credentials instead of secure secrets management

Benefits

Fewer errors, faster processes, real-time information and staff who spend time on work that matters.

We design and build integrations between SAP, shops, CRMs, accounting tools and custom systems – with monitoring so you know they keep working.

Planning a project like this? Our AI project assistant asks the right questions for your field and turns your answers into a clear brief – then our team near Munich sends a free, non-binding quote within 24 hours on business days. Start now or read the complete Software & Systems guide.
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