Connect the systems your business already relies on

An API (application programming interface) is a defined set of rules that lets one piece of software request information from, or send information to, another. It works like an agreed contract between systems: which data is available, in what format, and who is allowed to access it.

Most modern business applications, including many accounting and CRM platforms, provide APIs. They are usually the most reliable way to integrate systems.

In many cases, yes. It depends on what the software allows, for example whether it has an API, supports data export or can be connected through a secure data bridge. Each system would normally be assessed during the discovery and requirements stage, and the options explained.

Yes. Accounting integration is part of VC’s documented work, including integration functionality for platforms such as Xero and QuickBooks. What can be exchanged, such as invoice information, project costs or financial records, depends on the platforms and your requirements.

Usually through APIs, which exchange structured information between systems in a controlled way. Where that isn’t possible, a secure data bridge can move and transform information on a schedule. In both cases the design covers data mapping, validation, error handling and security.

Usually, yes. Migration involves extracting historical data, mapping it to the new structure, validating it and migrating it, including client histories and related files. The effort depends on the format and quality of the existing data, which would normally be assessed before an approach is agreed.

A well-designed integration validates information before accepting it and handles errors predictably. It flags problems for attention rather than passing incorrect data on silently. Monitoring and logging help identify and resolve issues. Monitoring and logging requirements would normally be defined as part of the project.

Sometimes. Where a system has no API, other routes may be available. These include scheduled data exports and imports, direct database access where appropriate and permitted, or a secure data bridge that collects, transforms and passes information between systems.

These routes are usually less flexible than an API and may involve scheduled rather than immediate updates, so they need careful design around validation and error handling. Whether a practical route exists depends on the software, how it stores data and any restrictions set by its supplier. This would normally be assessed during the discovery and requirements stage.

Migration normally follows a structured sequence. Historical data is extracted from the existing system, mapped to the fields and structure of the new system, validated to identify gaps, duplicates and inconsistencies, and then migrated. Client histories and related files can be mapped so that records remain connected in the new system.

Test migrations are commonly used so that results can be checked before the final move, and the existing system is typically left in place during this process. If old and new systems need to run side by side for a period, the approach is agreed as part of the plan. How straightforward migration is depends largely on the format and quality of the existing data.

It helps to know which systems need to be connected, what information needs to move between them, in which direction and how often. It is also useful to know whether each system offers an API or data export, who supplies and manages each system, and roughly how much data is involved.

Examples of the data, a description of the current manual process and any known problems, such as duplicates or inconsistent records, also help. You don’t need all of this before getting in touch. These details would normally be gathered during discovery.