API
The way one system allows another system to download, upload, or update data.
System and API integrations
System and API integrations
We connect CRM, store, accounting, warehouse, payments, calendars, instant messaging, Google Workspace, Microsoft 365 and internal systems.
We design integrations that allow systems to automatically exchange data without manual rewriting, exports, imports and chaos in spreadsheets. We connect company tools via API, webhooks, swap files, synchronization schedules, dedicated scripts and middleware layer.
Service in brief
Integration organizes the flow of data between tools.
System integration and API involve combining tools that operate separately in the company, but should exchange data automatically. Instead of manually rewriting information between the form, CRM, store, warehouse, accounting, calendar, payment system and reports, data can move between systems according to established rules.
The integration can send a lead to CRM, synchronize order status, issue an invoice after payment, transfer data to the warehouse, create a task for a salesperson, update a sheet, send a notification, run an accounting process or collect data for a dashboard.
We do not implement integration as a random connection of A with B. First, we analyze which data should flow, in which direction, how often, who owns the data, what to do in the event of an error and how to monitor the correct operation.
Webhook
Automatic notification sent by the system after an event, e.g. after a new order, payment or form.
Synchronization
Periodic or ongoing updating of data between systems, e.g. customers, orders, statuses or products.
Middleware
An intermediate layer that connects multiple systems, transforms data, handles errors, and controls the flow of information.
Good integration is not only about sending data. Field mapping, validation, error handling, logs, alerts and documentation are also important.
When does it make sense?
When a company uses several systems, but data does not flow automatically.
Most often, integration solves the problem of manual exports, duplicates, inconsistent statuses and lack of control over whether the data has reached the target system.
Manual data re-entry
The same information goes to CRM, invoices, spreadsheets and emails separately.
Duplicate clients
The contact exists in several systems, but each shows a different data state.
Various statuses in systems
Sales, warehouse and accounting are working with invalid statuses.
CSV and Excel exports
The team regularly downloads files, manually corrects them and imports them further.
Orders not synchronized
Store, warehouse and invoicing require manual monitoring of subsequent steps.
No current reports
Dashboard does not show current data because the sources are not connected.
Manual invoices
The documents are created after checking the payment and copying the order data.
Inventory errors
The stock in the store is different from the stock, which causes sales errors.
No integration monitoring
Integration exists, but no one sees errors, API limits, or retries.
Who is it for?
We design integrations for sales, operations, e-commerce and finance.
Service companies
We combine forms, CRM, email, calendars, offers and reports so that customer inquiries do not get lost and reach the right people.
Examples: form -> CRM, CRM -> task, calendar -> note, offer -> statusE-commerce and retail
We connect the store, payments, invoicing, warehouse, couriers, CRM and customer communication.
Examples: order -> warehouse, payment -> invoice, status -> e-mail, store -> sales reportAccounting and finance
We integrate sales data, invoices, payments, documents and accounting systems to reduce manual rewriting.
Examples: invoices, payments, data export, KSeF, payment statuses, cost documentsSales and marketing
We combine CRM, campaigns, forms, newsletters, call centers and analytical tools.
Examples: lead -> CRM -> campaign, CRM -> e-mail marketing, tags, segmentation, follow-upOperations and Logistics
We connect the warehouse, orders, statuses, couriers, schedules and operational reports.
Examples: stock levels, delivery status, labels, order updates, notificationsCompanies with internal systems
We build integrations with our own applications, databases, panels, ERP, industry systems and dedicated API.
Examples: own API, middleware, data synchronization, status panel, reportsSystem and API integrationssystems, date, statuses, documents and reports in one flow
Most common integrations
Specific data flows that can be implemented in stages.
Form -> CRM
Page form -> CRM
FormValidationCRMSource tagTask
Leads go to CRM automatically and do not get lost in the e-mail box.
- Systems
- website, backend, CRM, email or instant messenger
- Data
- name, email, telephone, subject, source, consents, status
Shop -> invoice
Online store -> invoicing
OrderPaymentInvoicePDF to clientArchive
Less manual invoicing and faster order processing.
- Systems
- store, payment gateway, invoice system, email, archive
- Data
- order, buyer's details, Tax Identification Number, amounts, payment status
Shop <-> warehouse
Shop <-> warehouse
OrderReservation of goodsStatus updateImplementation statusInformation to the customer
Fewer stock errors and better sales control.
- Systems
- store, warehouse, ordering system, e-mail or SMS
- Data
- SKU, quantity, reservations, statuses, availability
CRM <-> mailing
CRM <-> e-mail marketing
New contactAgreedSegmentCampaignActivity
Consistent marketing data and better customer segmentation.
- Systems
- CRM, newsletter, consent forms, analytics
- Data
- contact, consents, tags, segments, activity status
Calendar <-> CRM
Calendar <-> CRM
MeetingCRMNoteReminderFollow-up
Better control of meetings and actions after a conversation with a client.
- Systems
- Google Calendar, Outlook Calendar, CRM, e-mail
- Data
- date, participants, topic, meeting status, note
Payment -> status
Payments -> order status
Online paymentConfirmationstatus changeInvoiceE‑mail to the customer
Faster order fulfillment and less manual checks for payments.
- Systems
- payment gateway, store, invoicing, email
- Data
- Transaction ID, status, amount, order, payment method
PDF documents
CRM -> generating documents
Customer dataTemplatePDF documentCustomer folderE-mail
Less manual preparation of offers, contracts and confirmations.
- Systems
- CRM, PDF generator, disk, email, status in process
- Data
- customer details, offer, scope, prices, document ID
Reports -> messenger
Reporting system -> messenger
New reportCategoryPrioritySlack/Teams/DiscordOwner
Faster team response to important matters.
- Systems
- helpdesk, Slack, Teams, Discord, email
- Data
- title, priority, category, customer, owner, SLA
Accounting -> reports
Accounting -> reports
InvoicesPaymentsStatusesReportDashboard
Better financial visibility and less manual reporting.
- Systems
- accounting, invoices, payments, dashboard, email
- Data
- amounts, dates, statuses, contractors, cost categories
Custom API
Internal system -> dedicated API
DatabaseAPIWeb applicationUser panelLogs
Securely share data with other applications and partners.
- Systems
- database, middleware, web application, panel, monitoring
- Data
- operational records, roles, statuses, IDs, activity history
Form -> CRM
Page form -> CRM
Leads go to CRM automatically and do not get lost in the e-mail box.
FormValidationCRMSource tagTaskNotification
Shop -> invoice
Online store -> invoicing
Less manual invoicing and faster order processing.
OrderPaymentInvoicePDF to clientArchiveStore status
Shop <-> warehouse
Shop <-> warehouse
Fewer stock errors and better sales control.
OrderReservation of goodsStatus updateImplementation statusInformation to the customer
CRM <-> mailing
CRM <-> e-mail marketing
Consistent marketing data and better customer segmentation.
New contactAgreedSegmentCampaignActivityUpdate CRM
Calendar <-> CRM
Calendar <-> CRM
Better control of meetings and actions after a conversation with a client.
MeetingCRMNoteReminderFollow-upOpportunity status
Payment -> status
Payments -> order status
Faster order fulfillment and less manual checks for payments.
Online paymentConfirmationstatus changeInvoiceE‑mail to the customer
PDF documents
CRM -> generating documents
Less manual preparation of offers, contracts and confirmations.
Customer dataTemplatePDF documentCustomer folderE-mailStatus
Reports -> messenger
Reporting system -> messenger
Faster team response to important matters.
New reportCategoryPrioritySlack/Teams/DiscordOwner
Accounting -> reports
Accounting -> reports
Better financial visibility and less manual reporting.
InvoicesPaymentsStatusesReportDashboardE‑mail to the manager
Custom API
Internal system -> dedicated API
Securely share data with other applications and partners.
DatabaseAPIWeb applicationUser panelLogsMonitoring
Architecture
We build integrations as a stable data flow, not a one-time script.
We set the source of truth, synchronization direction, field mapping, validation, authorization, API limits, error retries, idempotence, logs, alerts, monitoring and the test and production environment.
- Forms
- CRM
- Store
- Payments
- Calendar
- Warehouse
- Database
- API
- Webhooks
- Schedules
- Mapping
- Transformations
- Validation
- Queues
- Middleware
- Authorization
- Encryption
- Logs
- Alerts
- Retries
- Idempotence
- Error handling
- Monitoring
- CRM
- Accounting
- ERP
- Reports
- Messengers
- Documents
- Dashboard
- Client system
REST APIGraphQLWebhooksOAuth 2.0API keysCSV / XLSX / XML / JSONCyclic synchronizationEvent synchronizationTask queuesDedicated integration servicen8nMakeZapierNode.js / PythonDatabasesMiddlewareCustom API
Solution selectionSimple integrationContact form -> CRM -> email notification. Two-way syncCRM <-> e-mail marketing or store <-> warehouse. Process automationNew lead -> CRM -> qualification -> task -> follow-up -> report. Middleware / own APIIntegration layer between the store, ERP, warehouse, invoices and reports.
Simple integration, synchronization, automation or middleware?
Not every need requires the same solution. Sometimes simple integration of two systems is enough, sometimes two-way synchronization is needed, and sometimes it is worth building a middleware layer or a dedicated API.
Variant 1
Simple integration
A good start when data flows in one direction.
- Best for
- connection of two systems
- Number of systems
- 2
- Complexity
- low
- Monitoring
- basic
- Price
- lower
Variant 2
Two-way sync
It's worth it when statuses, duplicates and conflicts are important.
- Best for
- updating data on both sides
- Number of systems
- 2-3
- Complexity
- medium
- Monitoring
- yes
- Price
- medium
Most common choice
Process automation
A good choice when integration creates tasks, documents or alerts.
- Best for
- workflow with several steps
- Number of systems
- several
- Complexity
- average+
- Monitoring
- yes
- Price
- average+
Variant 4
Middleware / own API
Best for critical processes and larger data volumes.
- Best for
- multiple systems and greater control
- Number of systems
- many
- Complexity
- high
- Monitoring
- dashboard
- Price
- higher
Security and monitoring
Integration should inform you when something requires a response.
Integration often runs in the background and handles important data, so it's not enough to just connect something. You need to know whether the data was sent correctly, what happened in the event of an error, and who should receive the notification.
API authorizationsecure key storageaccess scope restrictionencrypted communicationmapping only the data you needtechnical logserror alertsretry after failurelimit handling APIidempotencydata deduplicationtest environmentintegration documentationpost-implementation maintenance plan
Integration monitoring
What do we monitor?
Packages and pricing
Select the scope of integration to the current stage of the company.
Net prices. The final quote depends on the number of systems, synchronization direction, API quality, data scope, monitoring, security and maintenance requirements. The costs of external platforms, hosting, paid API and licenses may be billed separately.
API audit and integration mapping
from $500 net3-7 business daysFor companies that know what systems they want to connect, but need to check the technical possibilities, risks and implementation costs.
- technical and business interview
- analysis of systems to be connected
- documentation check API
- identification of available webhooks and exports
- determining the direction of data flow
- initial field mapping
- risk assessment
- technology recommendation
Integration Start
from $1,289 net1-2 weeksFor companies that need a simple connection of two systems in one direction.
Examples: form -> CRM, form -> e-mail + sheet, order -> notification, payment -> status, calendar -> CRM- simple data flow analysis
- integration of 2 systems
- unidirectional flow
- basic field mapping
- basic data validation
- webhook or circular sync
- basic logs
- email alert on error
Bidirectional Integration
from $2,605 net2-4 weeksFor companies that need data synchronization between 2-3 systems, e.g. CRM, store, warehouse, invoicing or e-mail marketing.
Examples: CRM <-> e-mail marketing, store <-> warehouse, store <-> invoicing, CRM <-> calendar, CRM <-> reporting system- analysis of data flow in both directions
- integration of 2-3 systems
- field mapping
- data transformation
- duplicate handling
- basic idempotence
- conflict rules
- logs and alerts
Recommended process package
Business Integration
from $5,237 net4-8 weeksFor companies that want to connect several systems and run a stable data flow with monitoring, error handling and documentation.
Examples: store -> warehouse -> invoices -> payments -> customer status, form -> CRM -> offer -> follow-up -> report, notification system -> messenger -> owner -> dashboard, invoices -> accounting -> reports -> notifications- integration workshop
- data flow architecture design
- integration of several systems
- data mapping and transformation
- data validation
- error and retry handling
- technical monitoring
- alerts to the team
Middleware and proprietary API
from $10,500 net6-12 weeksFor companies that need a central integration layer, their own API, support for multiple systems, dashboard, roles, logs and greater control over data flow.
Examples: own API for the web application, middleware between CRM, ERP, store and warehouse, integration monitoring panel- systems and data analysis
- middleware architecture
- project API
- authorization and access control
- support for multiple data sources
- task queues
- logs and dashboard
- retry handling
System / Enterprise Integration
from $18,395 netfrom 10 weeksFor companies where integrations are operationally critical and involve multiple systems, large data volumes, complex logic, security, audit and maintenance.
Examples: e-commerce + ERP + warehouse + payments + invoices + couriers, central integration platform, data migration and synchronization- full integration analysis
- solution architecture
- multiple systems and data sources
- advanced mapping
- permission check
- flow monitoring
- integration dashboard
- performance tests
Integration care and monitoring
from PLN 900 net per monthongoing supportFor companies that have working integrations and want to maintain monitoring, respond to errors and develop subsequent data flows.
- Basic care: from PLN 900 net per month
- Business care: from PLN 1,900 net per month
- Pro care: from PLN 3,900 net per month
- integration monitoring
- log analysis
- error handling
- update after changes API
- minor fixes
Net prices. The final quote depends on the number of systems, availability of API, number of fields, data quality, level of monitoring and security requirements.
| Package | Starting price | Time | Number of systems | Data direction | Monitoring | Documentation | Support | Who it is for |
|---|---|---|---|---|---|---|---|---|
| API audit | $500 | 3-7 days | analysis | analysis | no | recommendations | plan | companies before making a decision |
| Start | PLN 4,900 | 1-2 weeks | 2 | unidirectional | basic | guideline | 14 days | first integration |
| Bi-directional | $2,605 | 2-4 weeks | 2-3 | bidirectional | yes | documentation | 30 days | data synchronization |
| Business | $5,237 | 4-8 weeks | several | process | yes | full | 45 days | companies with several systems |
| Middleware | $10,500 | 6-12 weeks | many | omnidirectional | dashboard | API docs | individually | own API |
| Enterprise | $18,395 | from 10 weeks | many | submitted | advanced | full | SLA | critical integrations |
| Support | PLN 900/month | ongoing | as needed | as needed | yes | updated | ongoing | working integrations |
integration complexity and number of systemsestimated budget
The chart is indicative. The final price depends on the number of systems, API quality, data scope, monitoring and security requirements.
Estimation
What influences the price of integration?
number of integrated systemsdata flow directionnumber of fields to mapdocumentation quality APIwebhooks availabilityCSV, XLSX, XML or JSON filesdata transformationdata validationduplicate handlingerror and retry handlingAPI limitsauthorization and securitymonitoring panellog requirementstest environmentedge‑case testingdocumentationpost-implementation maintenance
Integration calculator
Which integration suits your company?
This is a quick quiz for your scope conversation. It does not calculate the price automatically, but helps you choose the variant: Start, Bidirectional, Business, Middleware or Enterprise.
You don't need to know technology. All you need is a description of the systems and data that are to flow.Get a recommendation
Implementation process
What does integration implementation look like?
1
Systems
We determine which systems are to be connected, what data is to flow and what business effect the integration is to achieve.
2
API audit
We check the API documentation, webhooks, authorization, limits, data structure and test environments.
3
Data map
We design which data is the source of truth, where it should go, how often it should be updated and what to do in case of errors.
4
Project
We select the technology: API, webhooks, cyclic synchronization, middleware, n8n, Make, dedicated code or our own API.
5
Build
We create connections, field mapping, data transformations, validation, authorization and error handling.
6
Testing
We check for duplicates, invalid formats, missing data, API limits, retries and edge cases.
7
Implementation
We launch integration, configure alerts, provide documentation and train the team.
8
Monitoring
We analyze logs, respond to errors, update the integration after API changes and develop subsequent flows.
Project outcome
What do you get in an integration project?
- working integration
- data flow map
- configured connections API
- field mapping
- data validation
- error handling
- technical logs
- alerts
- functional tests
- integration documentation
- instructions for the team
- recommendations for further development
- post-implementation support period
Effects and KPIs
Integration can reduce manual work and improve data currency.
The charts are for illustrative purposes only. Actual results depend on the process, data quality, number of systems and how the team works.
Manual transcribing
less data copying between systems
Data freshness
systems see the same information faster
Number of duplicates
fewer duplicate customer and order records
Reporting
less manual assembly of data from multiple places
Sample scenario
Example of the impact of integration on working time
The results are for illustration purposes only. The actual effect depends on the process, data quality, number of systems and how the team works.
Monitoring
Integration dashboard
How do we measure the effect?
Integration should organize data flow, not just run in the background.
We measure, among others: number of records processed automatically, API errors, duplicates, synchronization time, number of manual exports, percentage of data synchronized correctly, error retries, alerts, and average error response time.
number of records processed automaticallynumber of errors APInumber of duplicatessynchronization timetime from event to target system updatenumber of manual exportsnumber of manual correctionspercentage of data synchronized correctlynumber of retries after errornumber of alertsaverage error response timenumber of systems combined into one process
Scenarios
Examples of integration implementations in company processes.
Service company
- Issue
- Inquiries are sent to e-mail and are not always processed on time.
- Solution
- The form saves data in CRM, creates a task for the salesperson, sends confirmation and sets a follow-up reminder.
- Effect
- Better lead control and fewer lost inquiries.
FormCRMCalendarFollow-up
E-commerce
- Issue
- The team manually checks payments and issues documents.
- Solution
- After payment, the system issues an invoice, sends a PDF to the customer, updates the order status and saves the document in the archive.
- Effect
- Faster order fulfillment and less administrative work.
StorePaymentInvoiceStatus
Warehouse
- Issue
- Stock levels are not up to date in the store and cause sales errors.
- Solution
- The integration synchronizes states, reservations, statuses and reports synchronization errors.
- Effect
- Fewer product availability errors and better operational control.
StoreWarehouseStock levelsReport
Management dashboard
- Issue
- The manager must collect data from CRM, invoices, sheets and the store.
- Solution
- Integration feeds data into a common report or dashboard that shows key metrics.
- Effect
- Faster access to data and less manual reporting.
CRMInvoicesSpreadsheetsDashboard
When is it not worth it?
Not every need requires dedicated API integration.
Sometimes a better first step is to organize data, change a process, implement a ready-made tool or simpler automation. We do not recommend integration if the process is not established, the data is chaotic, the system does not have API or stable export, or the cost of integration exceeds the real effect.
Does integration make sense?
When integration is justified
systems have API or data export
the process is repeatable
knows which data is the source of truth
the outcome can be measured
manual work is expensive or risky
First organize
data is chaotic
process is not established
systems have no technical access
scope changes too frequently
a ready-made tool solves the problem more simply
Systems and tools
We connect tools that are already in use in the company.
CRME-commerceAccountingInvoicingWarehousePaymentsCalendarsE-mailMessengersGoogle WorkspaceMicrosoft 365ERPDatabasesReporting systemsBI reportsDocumentsKSeFAICustom web applicationsOwn systemsHubSpotPipedriveBitrix24SalesforceWooCommerceShopifyPrestaShopShoperBaseLinkerSubiektComarch ERPFakturowniaiFirmawFirmainFaktStripePayUPrzelewy24TpayGoogle CalendarOutlook CalendarGmailOutlookSlackDiscordTelegramMicrosoft TeamsGoogle SheetsExcelLooker StudioPower BI
SmartCodeIT Integration LayerAPI, webhooks, middleware, logs, alerts, reports
CRMStoreERPWarehouseInvoicesPaymentsCalendarE-mailMessengersReportsAICustom web applicationsWhy SmartCodeIT?
We combine business, technical and process approaches.
We do not create integration just to connect two systems. We design data flow so that it is understandable to the company, technically stable, maintainable and ready for further development.
Data
We determine what is the source of truth and what fields should synchronize.
Stability
We are designing API error, retry and limit handling.
Security
We take care of authorization, access scope and safe key storage.
Monitoring
Integration should inform you when something requires a response.
Development
Connections can be expanded with additional systems, reports and automations.
Related paths
What is typically associated with API integrations?
FAQ
Frequently asked questions about system integration and API.
Costs, time, API, webhooks, synchronization, errors, security, Make, n8n, Zapier and post-implementation maintenance.
How much does system integration and API cost?
The simplest integrations start from PLN 4,900 net. Two-way integrations usually start from PLN 9,900 net. Business integrations including several systems, monitoring, error handling and documentation start from PLN 19,900 net. Middleware or your own API starts from PLN 39,900 net, and system projects from PLN 69,900 net. The API audit starts from PLN 1,900 net.
How long does it take to implement integration?
Simple integration can be ready in 1-2 weeks. Bi-directional integration usually requires 2-4 weeks. Business integration with several systems may require 4-8 weeks, and system or middleware projects usually take longer.
How does API integration differ from process automation?
Integration API is the technical connection of systems and the exchange of data between them. Process automation is a broader workflow in which many steps can be performed after an event: tasks, notifications, documents, statuses, reports and conditional decisions. Integration can be one of the elements of automation.
Can any system be integrated?
The easiest systems to integrate are those that have API, webhooks or stable data export. If the system does not have API, we check other possibilities: CSV, XLSX, XML files, database access, ready-made connectors or an alternative technical path. However, not every integration is profitable.
Can integration work in real time?
Yes, if systems support webhooks or appropriate API. In other cases, cyclical synchronization can be used, e.g. every few minutes, an hour or once a day. Frequency depends on system capabilities and business needs.
What happens if one of the systems returns an error?
In a well-designed integration, the error should be recorded in the logs and the appropriate person should receive an alert. Depending on the process, you can add retries, a task queue, manual verification or an error dashboard.
Can integration cause duplicates?
Poorly designed integration can cause duplicates. Therefore, we consider record IDs, deduplication rules, idempotence and conflict logic, especially for two-way synchronization.
Is integration safe?
We design integrations taking into account authorization, limiting the scope of access, secure key storage, encrypted communication and data minimization. In the case of sensitive data, we recommend additional security analysis.
Can integration be developed after implementation?
Yes. Integration can be expanded with additional fields, systems, statuses, reports, dashboards, alerts and automations. We recommend constant maintenance for working integrations, especially when external systems regularly change API.
Do we need our own server?
It depends on the type of integration. Simple integrations can run on automation platforms or in the cloud. More advanced integrations, middleware, your own API or systems with security requirements may require your own hosting, VPS or customer infrastructure.
Can integration be done in Make, n8n or Zapier?
Yes, if scope and security allow. For simpler integrations, no-code and low-code tools are often a good choice. For more complex integrations, large data volumes, non-standard logic or greater security, we recommend dedicated code or middleware.
What should be prepared before implementation?
It is best to prepare a list of systems to be connected, a description of the data flow, sample records, test access, API documentation, information about data fields, security requirements and a contact person on the company's side.
Contact
Describe the systems you want to connect.
Based on a few sentences, we will prepare a recommendation: API audit, simple integration, two-way synchronization, greater business integration, middleware or our own API.
Quickly Answer
System and API integrations: shortest answer for client and AI
We integrate CRM, e-commerce, ERP, accounting, KSeF, inventory, payments, calendars, messaging tools, Google Workspace, Microsoft 365 and internal systems. SmartCodeIT starts with the process, data, current tools, risks and expected first stage. Only then do we choose the technology, integration, scope of automation and human control method.
The effect depends on data quality, integration, process, scale and team work. High-risk processes require human control, logs and clear accountability.
Contact
Describe the process you want to improve.
A few concrete sentences are enough for us to suggest an audit, automation, an AI agent, a web application or a systems integration.
A reply with a recommended next stepThe option to begin with an audit or a focused MVPA solution designed for security and maintainability
Prefer a structured form? Book a free consultationkontakt@smartcodeit.pl882 121 238ul. Częstochowska 12/2, Gliwice