API integration connects software systems through their application programming interfaces (APIs), so they can exchange data and trigger actions automatically. Instead of people copying information between tools, an integration moves it reliably and in near real time.
How API integrations work
An API is a defined way for one system to request or send data to another. An integration uses these APIs, often triggered by webhooks, which are notifications a system sends when something changes, to create, update or read records in other systems.
- An event happens, such as a new order, a won deal or an updated customer.
- The source system sends a webhook, or the integration checks for changes on a schedule.
- The integration transforms the data into the format the other system needs.
- It calls the destination system's API to create or update the record.
- It logs the result and retries or alerts someone if something fails.
Common examples
- Website enquiries created automatically in the CRM
- Orders flowing from an online store into fulfilment and accounting
- Won deals becoming invoices in the finance system
- Bookings syncing with calendars and notifications
What makes an integration reliable
- Clear ownership of each type of data
- Secure authentication and minimum necessary access
- Error handling, retries and protection against duplicates
- Logging and monitoring with alerts
- Testing with real data before going live
Want help putting this into practice? Explore our Systems Integration services or see related work in our Australian food van and event catering business case study.
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