Typing data in twice? How interfaces connect your programs
5 min read
Short answer
When staff type the same data into several programs, those programs can usually be connected through interfaces. Many systems offer an API for this, a controlled access point for other software. Data is then entered once and transferred automatically. This saves time, prevents typing errors and ensures everyone works with the same numbers.
What does this mean for your company? Book an intro call
An order comes in through the online shop and is transferred into the ERP system by hand. A new customer is created in customer management and then again in accounting. In many companies, duplicate entry like this costs time every day, and every transfer is a chance for typing errors. Yet most programs today can talk to each other directly.
How do you recognise duplicate data entry?
- Orders from the online shop or from emails are typed into the ERP system.
- Customer data is maintained in several systems and differs between them.
- Working hours are recorded and then transferred again for payroll.
- For reports, data from several programs is copied together in Excel.
What is an interface?
An interface is a controlled way for programs to exchange data. The most common form is an API: one program makes a request, such as “create this order”, and the other carries it out. There are also simpler routes, such as the automatic export and import of files, or notifications a program sends as soon as something happens.
What routes are there to connect programs?
- Ready-made integrations: many programs come with connections to widely used systems. Check these first, they are often quick to set up.
- Integration platforms: tools for assembling workflows between programs without much programming. Some of them, such as n8n, can also run on your own servers in the EU.
- Custom connection: for complex processes, many exceptions or large data volumes, a purpose-built connection is often more stable and cheaper in the long run.
What can go wrong?
- Errors go unnoticed: if a transfer fails, nobody notices. A good solution reports errors immediately.
- Duplicates: if the same record is transferred twice, duplicate entries arise. Unique identifiers prevent this.
- Unclear ownership: if data is changed in two systems, it is unclear which version applies. Define a leading system for each type of data.
- Ongoing costs: some platforms charge per execution. With large volumes, that can become expensive.
What does it bring?
A simple connection via a ready-made integration can often be set up in a few hours, a custom connection in a few days to a few weeks. Whether it pays off is shown by the calculation in Is process automation worth it? The answer is often clear, because many small transfers happen every day. A typical example from sales is described in Creating quotes faster.
Julius Launhardt connects the programs of small and mid-sized companies so data is entered once and arrives correctly everywhere. More on the digitalisation page.
Frequently asked questions
What is an API?
An API is a controlled access point through which programs exchange data. Think of it as a counter with fixed forms: one program makes a request in an agreed format and receives a response.
What if my software has no interface?
There is often at least a file export and import that can be automated. If even that is missing, it is an important criterion for your next software decision.
Which system should be the leading one?
Exactly one for each type of data. Customer master data, for example, is maintained only in customer management and transferred from there to the other systems. That way no conflicting versions arise.
Are integration platforms GDPR-compliant?
It depends on the provider and the hosting. Some platforms can run on your own servers in the EU, others process data in the US. Check this before personal data flows through them.