Running a business requires a lot of time and energy. With more important things to worry about, you don’t need the unnecessary burden of having to manually transfer information from one system to another. It is incredibly time-consuming, not to mention error-prone! Yet, this is a major problem faced by many businesses. Fortunately the cloud offers you the gift of saving time through automation and integration.
Thankfully, you can increase the efficiency and productivity of your business by automating basic processes between your systems. This saves you enormous amounts of time, which can then be spent on tasks which add value to the business. Not to mention, reduces the likelihood of errors occurring and information being left out.
Of course, with such a broad range of online apps available on the market, getting the different apps in your business talking to one another is not always a straightforward procedure. Some systems integrate automatically, but others often require a third app called “middleware” to tranfer information from one to the other.
We’ve identified a few options for integrating your software systems below:
API – Automatic Programming Interface
In most cases, a user interaction occurs directly with a cloud programme through a user interface. A growing number of programmes include a second type of interface – an Automatic Programming Interface (API). APIs allow apps to interact with one another, without the user having to do anything.
The Connected Accounting System
Xero’s accounting software uses APIs and app integrations efficiently to help streamline the process of bookkeeping and filing returns. For example, using bank feeds APIs, Xero can talk directly with your bank, so transactions are entered automatically into your accounting system. Anyone who has had to do this process manually understands the frustrations of doing it, and the cost of errors that may result!
Xero also integrates with IRD, allowing you to file your GST returns with the push of a button. This is a huge time saver!
Having it own API enables other app developers to create services that integrate directly with Xero. This capability has spawned a sizable and diverse marketplace of apps that integrate with Xero. Using your accounting system as the core, you can build up an integrated business system, resulting in a great deal of process automation and therefore increased productivity.
Automating your Emails
MailChimp’s email marketing platform, uses APIs, to integrate with a range of CRM, contacts, eCommerce programmes. These automations save the user from having to import contacts for mailing campaigns or update customer details when purchases are made.
You can view the full range of MailChimp’s API integrations here: https://connect.mailchimp.com/.
APIs tend to be the easiest and fastest method for integrating your workflows, but are limited generally to the biggest systems on the market. If they are unavailable for your systems, you still have a few options.
Do it yourself integrations
If you’re a clever software developer, you can write your own programs that connect one cloud app’s API to another, in useful and productive ways. But most of us don’t have the time, knowledge or inclination to do that.
Google Apps (Docs, Sheets, Forms, Mail, etc) can all be customised to automate processes and interact with one another using scripts. However, this also requires software development skills, and the learning curve can be rather steep.
Fortunately, there’s another way without having to write code!
External Third Party Providers
IFTTT creates “applets” based on the apps you wish to work with and typically works in the form of “if App A does X, then App B should do Y”. You are limited to the number of activities that IFTTT has created, but there is a vast number of apps available to be used and a fair degree of customisation within each too. It is also free, which makes it a great first option for basic requirements. IFTTT offers a range of integrations for Google Apps, eliminating the need to hard code them yourself. However, the range of integrations is limited compared to if you were to code one yourself.
For more complicated integrations, you may need a programme such as Zapier or Microsoft Flow.
These bespoke platforms take data from System A and transfer it into System B. Using these tools you can create solid integrations without writing a line of code. However, you can’t reformat the data or perform calculations in the process.
If none of the above options meet your needs, you may be looking at a ‘Enterprise Service Bus’ (ESB) programme to handle your workflows. MuleSoft is one example of an ESB programme.
In an ESB, information is taken from System A, transformed as needed to be compatible with System B, then sent to System B. The advantage being, you have a more organised and integrated link between applications, customised to do exactly what you want. It’s a very flexible approach, but it takes a skilled developer to implement it properly. Most businesses will not have the technical skills to pull it off. With that comes additional costs for hiring a developer – but the amount of effort saved in the long run might well be worth it.
Knowing which applications are best for the needs of your business isn’t always clear. Aerorock can help you find the best solution, quickly and easily. We will also help you get them set up and running smoothly.
Contact us to discuss, or explore your options/needs using Aerorock’s free technical assessment.
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