The problem: the same data in several places
Double data entry is one of the most common time thieves in small businesses. Every time the same information is typed in by hand there is a risk of a typo, a missed order or a wrong stock level.
It is often noticed only when something goes wrong: a customer buys an item that is already sold out, or the year-end closing needs hours of reconciliation.
A good first step is to map the path an order takes today: where it comes in, who handles it and which systems it ends up in. Then it becomes clear where an integration helps the most.
What is usually connected
Most integrations in smaller businesses are about a few flows:
- Web shop and inventory showing the same stock levels.
- Orders and invoices going straight into the accounting system, for example Fortnox or Visma.
- Customer data between CRM, newsletter and support.
- Prices updated in one place and applied everywhere.
Three ways to connect systems
There are different routes, and the simplest one that works is usually the best:
- Ready-made connectors: many programs have add-ons or apps that connect them. Good when they exist and do what you need.
- API integration: the systems talk directly to each other through their interfaces. Flexible and automatic.
- File transfer: data is exported and imported as CSV or Excel files on a schedule. Simple, and works with older systems too.
Stock sync: what most often goes wrong
Stock sync sounds simple but has a few pitfalls. The most common is that it is unclear which system is right when two systems show different stock levels.
A good integration is built for things sometimes going wrong, and reports it instead of silently skipping a row.
- Decide which system is the main source for stock and prices.
- Match products on a unique item number (SKU), not on name.
- Log every run so you can see what was updated.
- Set aside rows that could not be read for review, instead of losing them.
My experience
I have built a stock and price sync for a Magento web shop. It read CSV files, matched products on item number, logged every run and moved files that failed into a separate folder for review. I have also re-architected a sync between QuickBooks and SugarCRM and led a team that integrated IBM Cognos BI with SugarCRM.
I have not built integrations with Fortnox or Visma, but the principles are the same: a clear main source, reliable matching and traceable runs.
Get started
Start with the flow that takes the most time or causes the most errors. Book a free 15-minute meeting and we will look at what can be connected in your business. Read more about integrations and e-commerce and web shops.
Services
Frequently asked questions
Do we have to change our web shop or accounting system?
Rarely. Usually the systems you already have can be connected.
How often is the stock level updated?
It depends on how the integration is built. It can happen immediately on each order or on a schedule, for example several times a day.
What happens if the integration stops working?
A good integration logs every run and raises an alert on errors, so the problem is caught before it affects customers.