API integration

An API (application programming interface) is the door a system opens for other programs to read and write data in a controlled way. API integration uses those doors so that, for example, an order placed on the website lands in the ERP on its own, or a payment confirmed by the bank settles the invoice in finance.

How it works

There are two main modes: polling (one system asks the other at intervals, say every 5 minutes) and webhooks (the source system notifies the moment something happens). A good integration defines which system owns each piece of data, handles errors (what to do if the other side is down), logs what was sent and does not duplicate records if the same message arrives twice.

Practical example

An online store exported orders to a spreadsheet every evening and someone keyed them into the ERP. With a webhook from the store platform, every paid order creates the ERP order within seconds, issues the invoice and returns the tracking code to the customer.

Common mistakes

• Integrating without handling failures, leaving silent gaps in the data.
• Duplicating orders by not checking whether a message was already processed.
• Storing API keys in spreadsheets or chat messages.