System integration – what is it?
System integration involves connecting various applications and databases within an organization so that they automatically exchange information and function as a cohesive environment rather than as isolated silos. Without integration, the same data must be entered manually in multiple places, for example, a vendor’s information in the CRM system, the ERP system, and the document management system. This increases the risk of errors and discrepancies, and the information in each system becomes outdated.
Integration involves not only data exchange but also processes. An event in one system—such as the approval of an invoice—can automatically trigger an action in another, such as posting the invoice to the books.
Ways to integrate systems
The most commonly used solution is APIs—that is, manufacturer-defined methods by which one system can retrieve data from another or send information to it. They allow for real-time data exchange and control over the operation of other applications. Instead of building connections from scratch, you can also use pre-built connectors—that is, ready-made integrations with popular applications that can be configured without programming.
When there are many systems, an intermediate layer called middleware, or an integration platform (iPaaS) is used. Data then passes through a single central tool, which transforms it and routes it to the appropriate applications. Rather than having every system connected to every other system, this approach makes it easier to maintain and develop such connections. The simplest approach is file exchange: for example, exporting and importing data in CSV or XML format—but this typically occurs periodically rather than in real time.
The choice depends on how often the data needs to be updated, how many systems are involved in the exchange, and what capabilities the applications themselves offer.
Examples of tool integration in a company
- document circulation system with ERP: the approved invoice is sent to accounting without re-entering data,
- workflow system with HR system: the employee’s data is completed in the applications, and the approved leave goes to the records,
- CRM with document generation: customer data is downloaded to the offer and contract,
- Mail and calendar: Notifications about tasks and deadlines reach where you work every day.
- external systems, such as KSeF, a bank or an electronic signature service.