What is system integration?
System integration means that different systems are connected so they can exchange information automatically. This could involve transferring customer data from a CRM to a business system, or letting a machine in production report directly to a monitoring system.
In practice, integration is built on two things:
- Communication – the systems must be able to send information between each other.
- Understanding – the information must be coded in a way that the receiving system can interpret.
The systems must simply speak the same language. When it works, you avoid duplicate work, information silos, and manual shortcuts – and can instead make faster decisions and provide a better experience for both customers and employees.
System integration is more than a technical solution. It's a strategic investment that strengthens your entire business. By connecting your systems, you can optimize business processes, automate information flows, and make faster, more data-driven decisions.
The result is both more efficient workflows and a better experience for customers and employees.
System integration benefits and future
When we at Multisoft build systems on Softadmin®, integration is always a central part. This means that new solutions can communicate with your existing systems from day one.
System integration can give you:
- Increased efficiency and productivity – fewer manual steps free up time.
- Reduced costs – duplicate work disappears and resources are used better.
- Improved customer experience – consistent information across all channels.
- Better data insights – consolidated analysis and reporting.
- Stronger internal collaboration – shared information increases transparency.
The future integration landscape
Digitalization has changed how we view systems. Previously, many companies used large monolithic business systems that were supposed to handle everything. Today, the trend is clear with microservices architecture where several smaller, specialized systems each do one thing really well.
This provides flexibility but places high demands on integration. The more systems you have, the more important a central integration platform becomes.
According to
The IT Manager's Guide to Future-Proof System Integration
we are facing a shift where integration is no longer just a technical issue, but a strategic capability that affects the entire organization's development pace. As more companies move toward microservices, cloud-based services, and increasingly distributed IT environments, integration becomes the key to keeping the whole together.
To succeed requires solutions that are flexible enough to adapt when new systems are added, open so that both internal and external parties can access the right data, and scalable to handle growing demands for automation and real-time information.
Integrations are the foundation for succeeding with both
digital transformation
and
hyperautomation
, where organizations can combine different techniques and approaches to automate more and more processes.
When do you need a system integration?
Almost all companies that have multiple systems also have a need for integrations.
Typical signs are that you:
- Enter the same information into multiple systems
- Notice that important data gets stuck in "information silos"
- Have acquired or merged with another company and need to coordinate systems
- Want to see data in real time and make faster decisions
- Want to scale the business but are hindered by manual processes
For many of Multisoft's customers, it's precisely these challenges that have led to new system support with Softadmin®.
Different types of system integrations
There are several different ways to integrate systems, and which method fits best depends on your needs.
Classic system integration models
- Point-to-point integration is a simple connection between two systems. Quick and cheap for individual integrations, but when the number of systems grows, a "spaghetti architecture" with many difficult-to-manage connections easily arises.
- Star integration means that all systems connect to a central system (a "star hub"). This reduces the number of connections compared to point-to-point, but the central system becomes a sensitive node and can become a bottleneck.
- Vertical integration – is when systems are connected in a process chain, like a chimney. An example is when an order goes from webshop to warehouse, then to finance, and finally to shipping. The advantage is simplicity, but it often becomes difficult to replace parts without affecting the entire chain.
- Horizontal integration (hub-and-spoke) means that all systems connect to a common hub, often called an integration engine or integration platform. Instead of each system having multiple direct connections (as in star integration), each system here only needs one connection – to the hub.
More modern approaches
- Integration platform / iPaaS – a centralized platform, often in the cloud, that functions as a hub for all integrations. Scalable and flexible.
Message handling / Message bus
– integration via a common language, often with technologies like Kafka or RabbitMQ.
System integration based on needs
- Data integration – brings together data in, for example, data warehouses or via ETL processes.
Application integration (EAI)
– connects system functions via APIs and web services.
Process integration
– automates workflows across multiple systems.
Cloud integration
– connects SaaS solutions (e.g., Salesforce, Office 365) with local systems.
IoT integration
– integrates machines, sensors, and equipment with business systems.
B2B integration
– shares data between different companies, often via EDI or API flows.
Lock-in or integration as strength
A risk with integration is ending up in
system lock-in
. If many systems are directly connected, a small change in one system can affect all others, making it difficult to develop and grow.
To avoid this, the integration needs to be future-proof and easy to build upon. With Softadmin®, we create solutions that are easy to maintain.
The major tech companies like Facebook, Google, and Apple build their strength on integration. They connect systems and services to create ecosystems that give them a clear competitive advantage.
In the same way, you can increase your competitiveness through
smart integration
. When your systems are connected, you can:
- Simplify workflows
- Get a superior user experience
- Automate processes
- Create synergies between business areas
If the largest tech companies build their success on integration, why wouldn't you do the same in your business?
Challenges with system integration
Despite all the benefits, there are challenges:
Complexity and time consumption
– larger IT landscapes can be difficult to overview.
Compatibility between old and new systems
– older solutions often lack modern integration capabilities.- Security – a central hub can become a vulnerability. This requires strong protection like multi-factor authentication, encryption, and role-based access.
The human factor
– integration only succeeds if the project has clear ownership, communication, and user engagement.
At Multisoft, we have over
30 years of experience
handling these challenges. We integrate both modern API-based solutions and legacy systems, and we do it in close dialogue with both IT and business.
