API integration: make your tools work together
Gjethe connects the software you already use so data moves automatically: CRM to accounting, store to warehouse, booking system to email, forms to spreadsheets and dashboards. We map fields between systems, build reliable sync through APIs and webhooks, handle errors and duplicates, and monitor every integration so failures are caught early.
- Free first consultation
- Written quote for your project
- Flexible payment milestones
At a glance
- Connects
- CRM, ERP, store, accounting, email
- Methods
- APIs, webhooks, scheduled sync
- Platforms
- Custom code, n8n, Make, Zapier
- Includes
- Error handling and monitoring
Definition
What is API integration?
API integration is connecting two or more software systems through their application programming interfaces so that data and events flow between them without manual copying.
Every manual copy-paste between systems is slow, error-prone and invisible until something goes wrong. Integrations remove it, but only if they're built to handle the messy reality of real data: missing fields, duplicates, rate limits, outages and changes on the other side. That reliability is what separates a quick connector from an integration you can forget about.
Who is it for?
Online stores
Orders, stock and customers need to flow between the store, warehouse, accounting and email tools.
Service businesses
Leads from forms and ads should land in the CRM, trigger follow-ups and appear in reports.
SaaS companies
Customers ask for integrations with the tools they use; you need them built and maintained.
Teams copying data by hand
Someone spends hours a week moving information between systems and fixing the mistakes.
What's included, and what you keep
What's included
- Integration audit of your current tools and data flows
- Data mapping between systems, field by field
- Connection through official APIs and webhooks
- Scheduled sync jobs where real-time isn't available
- Duplicate detection and matching rules
- Error handling, retries and dead-letter queues
- Rate-limit and pagination handling
- Secure credential storage
- Logging and alerting on failures
- Initial data backfill
- Documentation of every flow
- Ongoing monitoring and maintenance option
What you receive
Handed over at the end. Yours to keep.
- Working integrations in production
- Data flow diagram
- Field mapping documentation
- Monitoring dashboard and alerts
- Runbook for common failures
How does a reliable integration work?
Source system
Where the data starts: store, form, CRM
Trigger
Webhook or schedule notices the change
Transform
Fields mapped, cleaned and validated
Destination
Written to the system that needs it
Monitored
Errors retried and alerted
No-code connector or custom integration?
| Option | Good for | Limits |
|---|---|---|
| Zapier | Simple, low-volume connections your team can edit | Per-task pricing and limited logic |
| Make | Visual multi-step flows with branching | Complex error handling gets hard to manage |
| n8n | Self-hosted, higher-volume workflows | Needs hosting and upkeep |
| Custom code | High volume, complex mapping, strict reliability | Developer needed for changes |
Integrations we build most often
CRM ↔ forms, ads and email
Every lead captured with its source, assigned and followed up automatically.
Store ↔ warehouse and accounting
Orders, stock levels and invoices synced without manual exports.
Booking ↔ calendar and payments
Appointments, deposits and reminders kept consistent across tools.
Everything ↔ reporting
Data from several systems combined into one dashboard.
What happens when data doesn't match?
Real-world data is untidy: a customer exists twice in the CRM, a product code is missing in the accounting system, an address uses a format the warehouse rejects. Integrations need explicit rules for each case (skip, create, merge or alert) rather than failing silently or creating more duplicates.
We agree those rules with you during design and test them on a copy of your real data. Records that can't be processed automatically go to a review queue with a clear reason, so someone can fix them in minutes instead of discovering a problem at month-end.
How API integration works, step by step
Every step has a clear output you can review. Timing is agreed in your quote.
- 1
Map the flows
Which systems, which data, which direction, how often and who owns each record.
- 2
Check the APIs
Capabilities, limits and authentication of each system's API confirmed before promising anything.
- 3
Design mapping and rules
Field mapping, matching and conflict rules agreed with you.
- 4
Build
Integration code or workflows with retries, logging and alerts.
- 5
Test with real data
Edge cases (missing fields, duplicates, outages) tested on a copy of real data.
- 6
Launch and monitor
Backfill historical data, switch on and watch the first runs closely.
Tools, and what shapes your quote
Pricing is based on your project and agreed in your quote. These are the things that move it.
| Factor | Why it matters |
|---|---|
| Number of systems and flows | Each connection and direction adds mapping and testing. |
| API quality | Well-documented APIs are quick; poor or missing APIs need workarounds. |
| Data volume | Large volumes need batching, queues and rate-limit handling. |
| Matching complexity | Deciding which records are the same across systems can be tricky. |
| Real-time vs scheduled | Instant sync via webhooks needs more infrastructure than nightly jobs. |
| Historical backfill | Importing years of existing data adds effort. |
| Area | Tools |
|---|---|
| Custom | Node.js, Python, serverless functions, message queues |
| Workflow platforms | n8n, Make, Zapier |
| Common systems | HubSpot, Salesforce, Shopify, Xero, QuickBooks, Google Workspace, Microsoft 365 |
| Monitoring | structured logs, Sentry, alerting via email or Slack |
Common mistakes to avoid
What we see go wrong most often, and how a good project avoids it.
No single source of truth
If two systems can both change the same field, decide which one wins, or the data will drift apart.
Silent failures
Integrations without alerts fail quietly. Someone finds out weeks later when numbers don't match.
Ignoring rate limits
Many APIs limit requests. Integrations that ignore limits fail under load.
Matching on names
Names and emails change. Match records on stable IDs wherever possible.
Frequently asked questions
Can you connect two systems that don't have an integration?
Usually. If both have APIs we connect them directly; if one doesn't, we look at webhooks, file exports, email parsing or other safe workarounds.
Should we use Zapier or custom code?
Zapier is great for simple, low-volume connections your team wants to edit. Custom code suits high volumes, complex logic or strict reliability requirements. We often combine them.
What happens when an integration fails?
It retries automatically, records the failure and alerts your team or ours. Failed items are kept so they can be reprocessed once the cause is fixed.
Is real-time sync possible?
When the source system offers webhooks, yes. Otherwise we schedule frequent syncs and explain the delay.
How do you keep credentials safe?
API keys and tokens are stored in a secret manager, never in code, and use the minimum permissions each integration needs.
Can you migrate historical data too?
Yes. We backfill existing records when the integration goes live, applying the same mapping and matching rules.
Who maintains the integration?
We can, on a maintenance plan that covers API changes, failures and small adjustments. Or we document it so your team can.
Can you build integrations into our SaaS product?
Yes, native integrations your customers switch on, with OAuth connections and settings inside your app.
What if one of the systems changes its API?
Monitoring catches failures quickly, and API providers usually announce changes in advance. We update the integration under a maintenance plan.
Can the data appear in a dashboard?
Yes. Integrated data can feed dashboards, see dashboard development.
Can integrations respect our data protection obligations?
Yes. We move only the fields each system needs, log access without storing personal data unnecessarily and document the data flows for your privacy records.
How do you test an integration safely?
Against sandbox accounts or copies of real data where the platforms allow it, so nothing is created or changed in your live systems until the integration is proven.
Can you integrate with older on-premise software?
Yes, if it offers some form of access, a database, file exports, an old SOAP service or a scheduled report. We build a bridge that feeds modern tools without changing the old system.
How many systems can one integration connect?
As many as the process needs. Larger set-ups use a central hub, so each system connects once rather than to every other tool.
Related services
Custom API Development
Documented REST, GraphQL and WebSocket APIs.
AI Automation
Make, Zapier, n8n and Python workflows with AI steps.
CRM & ERP Development
Custom systems, or HubSpot, Salesforce and Odoo set up properly.
Dashboard Development
Live dashboards for operations, sales and finance.
Python Automation
Scripts that replace manual reports and data syncing.
API Integration by industry
Connect your tools.
Tell us what you need. You get an honest assessment, a clear plan and a written quote. The first consultation is always free.
- What happens next
- 1You tell us what you need
- 2We aim to reply within 24 hours with questions
- 3You get a written quote for your project