A typical business runs several services at once: a website, a CRM, a payment system, a delivery service, accounting software. Each is convenient on its own, but if they don’t “know” each other, people end up moving data by hand. Integrations remove that work. Here’s how it all fits together, without the jargon.
What integrations and APIs are
An integration is an automatic data exchange set up between two programs. For example, when a customer pays for an order, the CRM learns about it on its own and changes the deal status.
Most services have an API — a “front door” for other programs, through which data can be sent and received securely under clear rules. That’s how we connect your systems. If a service has no API, there’s usually another way to exchange data, such as scheduled file exports.
The connections businesses need most
- Payments. The payment system tells the CRM the money has arrived, and the customer gets a confirmation right away.
- Delivery. The Nova Poshta waybill is created from the order data with no manual input, and the parcel status updates in the CRM by itself.
- Accounting. Sales, invoices and stock flow into the accounting software, so your accountant doesn’t retype them from spreadsheets.
- Website and marketplaces. Orders from every platform land in one CRM, and stock stays in sync.
- Messengers. Order status updates are sent to customers automatically.
What it looks like for a single order
- A customer places an order on the website — a deal with all the details appears in the CRM.
- The customer pays online — the deal moves to “Paid” on its own.
- A manager clicks one button — the waybill is created and the customer gets the tracking number in a messenger.
- The sale goes into accounting, and the stock level drops.
- The parcel arrives — the customer is notified and the deal is closed.
The person in this chain only does what genuinely needs a decision, instead of copying numbers and amounts from one window to another.
What happens when an exchange fails
Any external service is sometimes unavailable: updates, overload, maintenance. A poorly built integration simply loses data “silently” at such moments, and you learn about the problem from an unhappy customer. That’s why we build in error control: if data fails to go through, the system retries, and if that doesn’t help, it notifies the person responsible with a description of exactly what stopped and where. That way no order disappears unnoticed.
How to prepare
Make a simple list: which services you use, who has access to them and what data you currently move by hand. Next to each item, note where mistakes and delays happen most often. That’s enough to get started. API access is best set up on company accounts rather than employees’ personal ones.
What it costs
An integration with ORBITA starts from 6,000 ₴ per system and usually takes 3–10 days: API connection, payment, delivery or accounting setup and error control for the data exchange. The price is fixed in the contract, and the code and all access stay with you.
Not sure which connection to start with? At a free audit we’ll look at your services and suggest the integration that will free up the most time.
