Written byRandle Haggerty
After adopting a new business app, many organizations require software integration. This decision usually comes after discovering some inefficiencies behind manual data entry. But, integrating business software can be a complex and time-consuming undertaking.
Some businesses and nonprofits can definitely build their integrations in-house, but before doing so, it's important to consider if your IT team has the expertise, time, and resources to build (and maintain) the solution.
A common misconception is that integrations are set and forget. Just like buying a car, the rush of having something new can be a distraction from the services you'll need to maintain it. Below, we’ll explain a few reasons why trusting a team of integration experts can keep your business on track while receiving a solution tailored to your unique needs.
Skip ahead, we don't judge: |
Before we dive into the advantages of outsourced software integrations, let's understand what they entail. Business software integrations involve the process of connecting different applications (such as a CRM, ERP, or eCommerce store). Integration ensures data consistency on platforms—decreasing the need for teams to manually enter information. Plus, when data is synced accurately, generating reports and conducting a performance analysis can be done in minutes, not days.
Let's be real. There are a number of middleware and iPaaS tools today that make it possible to build your own software integrations. But, there are still challenges to consider before taking on a solo integration project.
Integrating software in-house demands substantial resources. It involves dedicated experts and extensive training. While creating an integration strategy can be done in-house, the journey can pull essential resources (people especially) away from core business activities.
The process is time-consuming, taking months or even years, depending on the integration's complexity. There's research, evaluations, building, testing, and ongoing maintenance that needs to be done before you can see a return on your investment.
Developing integrations internally comes with hidden costs. These include hiring experts, purchasing tools, ongoing training, and servicing the solution. The actual cost often exceeds initial estimates. Out-of-scope changes during the project can create roadblocks that often require more resources, including contracting an external expert (which isn't a part of the goal of building in-house anyway).
Integrating multiple software systems requires a specific skill set. Companies may find themselves lacking the necessary expertise, leading to a trial-and-error approach that can be inefficient and frustrating.
On the flip side, if you choose to work with an integration partner, you have experts that can conduct a thorough analysis of your business and discover a solution that suits your team's unique processes.
As outsourced integration specialists ourselves, we here at Venn Technology have worked with organizations who have taken the route of in-house technology changes. Oftentimes, those quick fixes and lower cost solutions lead to eventual strain on the business—requiring an outside expert to clean things up.
One of our clients, DeVere Insulation, took a DIY approach to implementing Salesforce. They had modeled their new CRM after an earlier system they liked, but when that happens, such over-customization often limits the ability to make modifications in the future. Once it came time to integrate a new cloud accounting software, Sage Intacct, hidden structural problems in their Salesforce environment created a domino effect of issues in the ERP.
After protracted attempts to make the integration work, DeVere decided to change providers and contacted Sage Intacct Top 100 VAR, Cargas, for help. During their initial discovery, Cargas decided to bring in Venn Technology to diagnose the errors in Salesforce and build a new, seamless integration to Sage Intacct.
“I can't express how stark the difference was between the original folks we began the process with and our experience with Venn. We went from the company we fired berating and looking down their noses at us, to Venn coming in and saying: 'Relax. Stop beating yourselves up. We’ve seen this before and we can fix it,'” says Thea Dudley, DeVere VP Operations. |
The example above highlights the trials of finding the right technology partners. Originally, DeVere experienced pain with its original provider before they found people they could trust. Don't let this create fear of working with outsourced providers. In the next section, we’ll share the positive characteristics of an integration provider you should look out for.
When opting for outsourced software integrations, choosing the right partner is crucial. Here are some qualities and aspects of an integration provider you should consider:
First, reach out to your partners and ask them if they recommend anyone. In your search, you should look for partners with a proven track record in software integrations—especially ones that are relevant to your industry. If they can explain technical terms, educate your team through the process, and understand business pain points in detail, that’s a good sign. When researching providers online, ensure that they have a good presence online (ie. G2, LinkedIn, App Marketplaces).
Ask the provider what software or tools they’re using to build integrations on. Many integration partners use a middleware or iPaaS, which speeds up the process of building a solution with low-code/no-code modules. Don’t be afraid to ask the provider: “Do you have integrations built between your own tech stack?” If they aren’t confident in building their own automated workflows in-house, how can you trust them to customize the right solution for you?
Remember that integrations are not set and forget. Effective support and maintenance are vital after go-live. Make sure your provider has a customer support team and error-handling mechanisms in place to notify users when there’s a problem. Like many other B2B services, it’s likely you’ll be provided with support for a week or more after go-live. Based on your monthly requirements or if you need more one-on-one support, taking advantage of service plans is highly recommended.
A good service provider gives clear and transparent pricing. If your organization is in need of a custom integration, it’s unlikely you’ll find accurate costs online, but those discussions should be laid out during the initial interactions with a provider. Additionally, it’s smart to ask if there’s potential for unexpected costs to occur and why.
Check client testimonials and reviews to understand the experiences of other businesses—they may be in a similar situation you’re in. This can provide valuable insight into the partner’s reliability and quality of service. As mentioned above, G2 is a popular platform for business technology reviews. That is a great place to start, followed by looking at your application’s marketplace for reviews of integration providers.
Even with numerous benefits, organizations may still have concerns about outsourcing software integrations. Here’s how you can address them:
Choosing between in-house and outsourced software integrations is a tough decision. While handling integrations internally might provide a sense of control, the complexities, costs, and time involved often outweigh the benefits. Outsourced software integrations offer a cost-effective, efficient, and expert solution to seamlessly connect various business systems.
Not only does outsourcing ensure quicker and more efficient integrations, it helps teams avoid a trial-and-error approach and allows businesses to continue thriving at what they’re best at.
Venn Technology is an award-winning professional services firm specializing in integrating accounting, ERP, and CRM solutions for midsize organizations. Our pre-built connectors and custom workflows are designed to put an end to siloed processes—saving clients time and money by eliminating error-prone, time-robbing manual operations that cause continual frustration and put organizations at risk. Our mission: Integrate. Automate. Be free!
Digital Marketing Specialist