Data transfer between systems
System and API integration for business
System integration is connecting different programs so that they exchange data automatically by agreed rules. This is usually done through an API, a programming interface the system provides. We connect websites, CRM, accounting and e-commerce systems so the agreed data moves without manual copying. Before we start, we check the API's capabilities, the data fields, the direction of transfer and the error scenarios. We agree in advance what the integration must do, how we will test it and who will look after it.
On this page 9 sections
- 01What data can an integration transfer?
- 02How do system integration and data integration differ?
- 03Which systems most often need connecting?
- 04Parts of a reliable integration
- 05When there is no API
- 06What do we agree on before integrating?
- 07How do you avoid duplicate and mismatched data?
- 08What does the price of an integration depend on?
- 09What do we need for an assessment?
What data can an integration transfer?
An integration transfers only clearly defined data, by agreed rules: orders and payment statuses, customer and product data, invoices, stock levels and documents, or events from custom systems. A common example is an online store that sends each paid order to an accounting system such as Rivilė or B1.
- 01
Orders and payment statuses
- 02
Customer and product data
- 03
Invoices, stock levels and documents
- 04
Events from custom systems
How do system integration and data integration differ?
System integration connects the actions of different programs: a change in one system can trigger an action in another. Data integration defines what information is transferred, how the data fields of different systems map to each other and which system counts as the main source. An API is one of the technical interfaces that make this connection possible.
For example, an order confirmed in an online store can be passed to another system. Before building such a connection, we need to agree which orders are transferred, how repeats are recognized and what happens when the order status changes. This is a general integration model, not a description of a specific client project.
| System integration | Data integration | |
|---|---|---|
| What it covers | Program actions: a change in one system triggers an action in another | What information is transferred and how the data fields of different systems are mapped |
| Main question | What must happen in the other system, and when | Which system is the main source of data |
| How it is done | Usually through an API | Through an API or another interface the system has |
Which systems most often need connecting?
In Lithuanian small businesses, a few groups of systems are connected most often: an online store (WooCommerce, PrestaShop), an accounting program (for example, Rivilė or B1), payment services (Paysera, Montonio), parcel carriers (Omniva, DPD, LP Express) and a customer relationship management (CRM) system. A typical need: an order from the online store reaches accounting, stock levels go back to the store, and the tracking number reaches the buyer.
Before we make an offer, we check the system's documentation to see whether it has an API, what data it can transfer and what limits apply. If there is no API, we look for import, export or event notification options.
Parts of a reliable integration
A reliable integration needs more than an API request. Access has to be managed securely, data has to be checked, and the integration has to be ready for outages in external systems.
- 01
Authentication and secret storage
- 02
Data validation and duplicate control
- 03
Error logs and retries
- 04
Testing, monitoring and documentation
When there is no API
We check whether the system can import and export data or send event notifications (webhooks). We suggest automating actions in a browser only after assessing its reliability and the system's terms of use.
What do we agree on before integrating?
We describe where the data comes from and where it goes, when the transfer happens, how fields are mapped and how repeated records are recognized. For example, when an order is confirmed, only the agreed customer and product data is transferred. If the connection drops, the request can be retried a limited number of times, and an unresolved error is reported to the person responsible. This is a general example of how it works, not a specific client case.
- 01
When the transfer starts and which way data flows
- 02
Field mapping and data validation
- 03
Duplicate control and retry rules
- 04
Error logging and notifying the person responsible
How do you avoid duplicate and mismatched data?
Before any data is transferred, we agree which identifier recognizes a record and when a record is created or updated. We also set the required fields, the data formats and what happens when a value is invalid or missing. If both systems can change the same record, there must be a clear rule on which change takes priority.
A dropped connection and incorrect data call for different actions. A failed request can be retried a limited number of times, but missing information often has to be clarified by a person. Testing has to cover a repeated event, a dropped connection and an invalid record as well as a successful transfer. The specific scenarios are included in the agreed scope of work.
What does the price of an integration depend on?
A simple third-party system integration costs from €100. This amount does not apply to every project that connects systems: the price depends on the API documentation, the authentication method, the data fields, the transfer directions, exceptions, the test environment and monitoring. Once we have assessed the systems, we tell you whether changing settings is enough or whether programming will be needed.
What do we need for an assessment?
The names of the systems, their technical documentation, the direction you want the data to flow and the rules for when information should be transferred. Please do not send access details through the contact form.
Frequently asked questions
Who does system integrations in Lithuania?
System integrations are done by programmers, IT companies and small teams. techprojects.lt connects websites, online stores, CRM and accounting systems, such as Rivilė or B1, with payment and delivery services. We work remotely, in English or Lithuanian, with businesses in Lithuania and other EU countries. An integration costs from €100; we set the final price after assessing the scope.
Does data have to be transferred in real time?
Not always. For most business processes, a periodic transfer is enough, for example every hour or once a day. Real-time transfer is needed when a system must react to an event straight away, such as a paid order. We choose the method based on business needs, API capabilities, request limits and the acceptable data delay.
What is an API integration?
An API integration is a programmatic connection through which different systems automatically send and receive data by agreed rules. For example, an online store can pass an order to an accounting program, which returns the product's stock level. Nobody has to copy the data by hand, and transfer errors can be logged and monitored.
Can any system be integrated?
Not always. Integration is possible when the system has an API or another technical interface and clear documentation, and the necessary access rights are granted. Some providers limit the number of requests or apply extra conditions. Before we agree on the work, we check these points and tell you whether the integration can be done and what limits to expect.
Will the integration need maintenance?
Usually, yes. External systems change their API versions, authentication methods and data structures, so an integration that worked can stop transferring data. Maintenance covers error monitoring, notifications about failed transfers and fixes after provider changes. We agree on the scope of maintenance and the person responsible for it before launch.
How much does system integration cost?
A simple third-party system integration costs from €100. The final amount depends on the API documentation, the authentication method, the data fields, the transfer directions and exceptions. Once we have assessed the systems, we tell you whether changing settings is enough or programming will be needed, and we give you the price in writing before work starts.
Which API capabilities matter most for payment automation?
The key ones are payment status notifications (webhooks), a test environment, refund handling and safe request retries that cannot create a double payment. The order number also has to travel through the whole chain, from the online store to the payment confirmation and the invoice in the accounting system. We check these capabilities in the provider's documentation before integrating.
Tell us which systems you want to connect, and we'll suggest the first stage of the integration.
We reply with a proposed first stage and a clear price. You can also write to us directly:
info@techprojects.ltDiscuss connecting your systems