API integration is how you get your business systems to share data automatically, so an order on your website updates stock, creates the invoice in Xero and tells customer service where the parcel is - without anyone copying information between screens. An API is simply a doorway a piece of software provides so other software can read and write its data. Most modern business systems have one, which means most of the double handling in your office can be removed.
What an API actually is
Think of an API (application programming interface) as a counter at the front of a shop. You can't walk into the storeroom, but you can ask at the counter for specific things in a specific format, and you'll get a predictable answer.
Xero, MYOB, Shopify, HubSpot, most CRMs, job management tools and inventory systems all provide APIs. Through them, another system can:
- Read data, such as fetching a list of unpaid invoices
- Create records, such as raising a new invoice or contact
- Update records, such as changing a stock level or order status
- Receive notifications when something changes (often called webhooks)
An integration is the piece in the middle that uses these APIs to move data between your systems according to your business rules.
Signs you need an integration
For example, if your team re-keys orders from email or a website into MYOB, or copies timesheets from one system into payroll, that's an integration waiting to happen. Other common signs:
- The same customer or product details are typed into more than one system
- Stock levels in your online store don't match the warehouse
- Customer service can't see order or delivery status without asking someone
- Month-end involves exporting, pasting and reconciling spreadsheets
- Errors come from typos and missed updates rather than genuine mistakes
Our page on disconnected business systems covers the symptoms in more depth.
The main ways to connect systems
Marketplace apps
Xero and MYOB both have app marketplaces with ready-made connectors for popular products. If one exists and fits how you work, it's usually the quickest and cheapest option. Check it handles your edge cases - refunds, partial shipments, multiple tax codes - before committing.
No-code tools
Tools like Zapier and Power Automate let you build simple "when this happens, do that" automations without writing code. They're good for low-volume, straightforward flows, but can become hard to manage once you have many steps, complex rules or high volumes.
Custom integration
When no app fits, or the business rules are specific to you, a custom integration talks directly to each system's API. It costs more to build but does exactly what you need, handles errors properly and can be extended as you grow. We build these for Xero, MYOB and a wide range of third-party software.
How to plan an integration
Good integrations are planned before anyone writes code. These steps apply whichever approach you choose:
- Map the flow. Write down what data moves, from which system to which, and what triggers it. An order is placed; what needs to happen next, and where?
- Decide which system is the source of truth for each type of data. Customers might live in the CRM, products in the inventory system and financials in Xero.
- Match the fields. Work out how each field in one system maps to the other - customer codes, tax codes, product SKUs, account codes.
- Clean the data first. Duplicate customers or inconsistent product codes will cause failures. It's much easier to fix them before you connect anything.
- Choose real-time or scheduled. Stock levels and orders often need to sync immediately; reporting data can usually update overnight.
- Plan for failure. Systems go offline and APIs change. A good integration logs what happened, retries sensibly and alerts a person when something needs attention.
- Start with one flow. Get the highest-value connection working well, then add the next.
Mistakes to avoid
- Trying to connect everything at once. Big-bang integration projects are hard to test and slow to deliver value.
- Ignoring error handling. A silent failure can leave systems out of step for weeks before anyone notices.
- No owner. Someone in the business needs to know what the integration does and who to call when it stops.
- Building on bad data. Integration moves problems faster; it doesn't fix them.
Frequently asked questions
Do Xero and MYOB have APIs?
Yes. Both provide APIs that let approved applications read and write data such as contacts, invoices, bills and payments. Access requires the business to authorise the connection.
Is it better to use an app or build a custom integration?
Use an existing app if it does what you need reliably. Build custom when no app fits your process, when you need specific business rules, or when you've outgrown what a no-code tool can manage.
How much does API integration cost?
Costs vary widely depending on the size of the business, how many systems are involved and how much needs to be custom-built - so we scope every project first and give you a fixed quote after a free initial chat.
What happens if one of the systems changes its API?
Vendors usually give notice of changes. A well-built integration is monitored and maintained, so changes are handled before they break anything.
If your team is spending time copying data between systems, book a free initial chat and we'll talk about what can be connected. You can also read more about our API integration services.