Interfaces and System Integration for Businesses

Your ERP system doesn’t know what your CRM system knows. Your online store doesn’t communicate with your accounting system. And somewhere in between, there’s someone manually transferring data or forwarding orders via email. The problem often lies not in the individual systems, but in the interfaces between them.

• Order data arrives incomplete
  Items, quantities, prices, or shipping addresses must be checked manually.
• Customer information varies depending on the system
  CRM, ERP, or the web store display different master data, responsibilities, or statuses.
• Status changes are not transferred correctly
  An order is released in the ERP system but remains open in the web store.
• Errors are only noticed latein the process
  Missing required fields or interrupted transfers only become apparent through follow-up inquiries.
• Exports replace true integration
  CSV files, Excel lists, or uploads keep the process running.
• Special cases depend on individual people Only a few know the necessary adjustments, checks, and sequences.
• Changes become risky Minor adjustments can affect accounting, inventory, reporting, or the customer portal.

What must a good interface do?

A good interface doesn’t just transfer data from A to B. It ensures that a business process continues to run correctly.

This means:

• Data is transferred to the right system at the right moment
• Required fields, formats, statuses, and rules are clearly defined
• Errors are identified before they cause further problems
• Systems use the same reliable data set
• Special cases are not improvised, but are deliberately mapped
• Data flows remain traceable, maintainable, and expandable
• The process becomes less dependent on manual checks

You’ll also learn here that …

• Interfaces not only connect systems but can also significantly reduce the workload in day-to-day processes
• missing or poorly functioning connections lead to manual steps, follow-up questions, and errors
• too many connections between standard products quickly create new dependencies and unnecessary complexity
• the appropriate integration logic always depends on the process, the systems involved, and operational requirements

Not every interface works the same way. The most appropriate type depends on the process, the systems involved, and the requirements for timeliness, security, and operation.

REST API
The standard for modern web applications, portals, apps, and cloud systems. Well-suited when data needs to be read, written, or updated and a flexible, easily documentable connection is required.

SOAP
Most commonly found in existing enterprise environments. If older or highly standardized systems are already built on SOAP, this is often the right approach.

Webhooks
A webhook automatically notifies another system as soon as an event occurs—such as a new order or a status change. No active polling required.

Database Interfaces
In some cases, systems are connected directly via the database. This can be pragmatic—but requires clear responsibilities, robust security protocols, and thorough documentation.

EDI
Relevant when standardized business documents are exchanged with customers, suppliers, or partners—such as orders, shipping notices, or invoices. Particularly in industry, manufacturing, and logistics.

Typical use cases for SMEs in Switzerland

ERP and Line-of-Business Systems
A company works with SAP or Abacus and also uses solutions for inventory, costing, or service. If these are not properly integrated, it leads to duplicate data entry, follow-up inquiries, and unnecessary corrections.

CRM, website, and internal processes
A lead comes in via the website, ends up in the CRM, and is then manually forwarded. Information gets lost, steps are forgotten.

Webshop, ERP, and Logistics
Orders, availability, prices, and shipping information must be coordinated across multiple systems. Without clean interfaces, there is too much checking and rework.

Portals, apps, and third-party providers
A customer portal should provide accurate information and enable actions. Payment providers, shipping services, or signature solutions should integrate seamlessly. This is only possible if the connection to existing data and processes is well thought out.

It’s not always the case that an interface is missing. In many companies ,there are already too many connections, especially between off-the-shelf products.

Too many interfaces: Here are the consequences

• There are many connections, but no clear integration logic.
• Changes to a standard product affect several other systems.
• No one has a complete overview of all dependencies.
• Data is transformed, supplemented, or resavedmultiple times.
• New requirements increase complexity rather than delivering value.

We don’t develop interfaces in isolation from the realities of the business. Our goal isn’t just technical integration, but a workflow that runs smoothly in day-to-day operations.

1. Analysis of the Initial Situation
We start by examining the process: Which systems are involved? Where do gaps, duplication of work, or manual intermediate steps occur? Which data is truly critical?

2. Concept with Clear Integration Logic
Which system takes the lead for which data? How are security and error handling addressed? How can the solution be further developed in a controlled manner later on?

3. Development with a focus on daily operations and business processes
Business logic is mapped in a transparent manner. Testing and development are closely integrated. Unnecessary complexity is avoided from the start.

4. Maintenance, support, and further development
Systems change. Processes evolve. That’s why we consider maintainability, transparency, and support from the very beginning.