A logistics company we worked with recently had a familiar problem. Their business had grown quickly, adding new services and clients across different regions. But their software hadn’t kept pace.
Every client had to log into multiple portals. Orders from e-commerce platforms such as WooCommerce and Shopify were manually re-entered. Shipping details were handled separately with carriers like UPS and DHL. Tracking information was often emailed around instead of flowing through automatically.
On the surface, everything “worked.” Deliveries went out, invoices were sent, and customers were served. But behind the scenes, staff were working late into the night reconciling data, fixing mistakes, and chasing missing information.
The problem wasn’t a lack of effort or competence. It was integration — or rather, the lack of it.
The Integration Challenge
Most modern businesses rely on a patchwork of platforms:
- Accounting systems like Xero or QuickBooks.
- Productivity suites, such as Google Workspace or Microsoft 365.
- E-commerce stores running WooCommerce, Shopify, or Magento.
- Logistics providers from FedEx to Royal Mail.
Each platform is powerful in its own right, but the value of data is lost if it doesn’t flow between them. That’s when problems appear:
- Duplication – re-typing the same customer or order details multiple times.
- Errors – small mistakes in data entry snowball into big issues later.
- Delays – invoices waiting on manual reconciliation slow down cash flow.
- Poor visibility – managers don’t get a clear, real-time picture of the business.
The irony is that APIs and tools for integration are usually available. The challenge is connecting them in a way that works reliably, securely, and fits the unique workflow of a business.
How Tekate Approached the Problem
For the logistics client, we built a bespoke integration layer designed to sit at the centre of their operations.
- E-commerce orders in one place
Orders from WooCommerce and Shopify flowed directly into the system. No more copy-paste, no more manual CSV imports. - Carrier integration
The platform is linked directly to shipping providers via API. Labels could be generated instantly, and tracking numbers pushed back to the client portal. - Real-time tracking
Instead of relying on scattered emails, tracking data flowed into the workflow system. Clients could log in and see the status of every shipment. - Accounting integration
Invoices were generated automatically and synced with Xero. That meant faster billing and fewer reconciliation errors. - Access control
Different clients had different permissions. Some could only view their own shipments, while others had access to rate cards, multi-currency settings, and reporting dashboards.
In effect, the integration layer became the single source of truth. Every other system plugged into it, but staff no longer had to bounce between half a dozen different dashboards.
The Technical Hurdles
Integration isn’t just about connecting two APIs. In practice, there are plenty of challenges:
- API rate limits – Carriers often restrict the number of requests that can be made per minute. We had to build smart queuing to stay within those limits.
- Authentication – different platforms use different security models (OAuth, API keys, tokens). Handling this securely was non-negotiable.
- Data mapping – fields don’t always line up neatly between systems. A “delivery address” in one platform might be split across multiple fields in another.
- Error handling – what happens when an API is down, or a request fails? We built retry logic and alerts so staff were notified, but processes didn’t grind to a halt.
- Version drift – APIs evolve. We designed the integration layer to be modular so updates to one system didn’t break everything else.
These are the kinds of problems businesses underestimate when they try to integrate platforms themselves. What looks simple on paper (“just send the order to Xero”) is often complex in practice.
Results in Practice
After launch, the logistics firm reported dramatic improvements:
- Fewer mistakes – order and shipping details flowed automatically, reducing manual entry errors.
- Faster turnaround – clients could book shipments and generate labels in minutes.
- Improved cash flow – invoices were issued more quickly, with reduced reconciliation overhead.
- Scalability – the business could add new clients and carriers without overwhelming staff.
- Better client experience – customers appreciated having a single, reliable portal for placing orders and tracking their progress.
Perhaps most importantly, staff morale improved. Instead of spending evenings fixing spreadsheets, they could focus on providing excellent customer service and driving growth.
What We Learn About Integrations
This case highlights a simple truth: integration is invisible until it’s missing. When systems connect seamlessly, no one notices. When they don’t, the costs pile up in wasted time, frustrated staff, and unhappy clients.
Good integrations are not about glueing systems together at the edges. They’re about designing a workflow where data flows naturally, reliably, and securely.
That requires:
- Understanding the business process first.
- Choosing which platform should be the “source of truth” for each type of data.
- Building in resilience for when APIs fail or change.
- Ensuring security and compliance are not afterthoughts.
Beyond Logistics
While this example focused on a logistics company, the same lessons apply in many sectors:
- Surveyors syncing job data with Xero and Microsoft 365.
- E-commerce retailers connecting Shopify stores with stock control and shipping.
- Professional services firms, when integrating CRM, calendar, and invoicing systems.
In every case, the benefits are the same: less duplication, fewer errors, faster workflows, and better visibility.
Final Reflection
Integration isn’t glamorous. It doesn’t make headlines in the way AI or blockchain does. However, in practice, it’s often the difference between a business running smoothly and one that’s drowning in administration.
For the logistics company, building a bespoke integration layer transformed their operations. They didn’t need more staff. They didn’t need to abandon their existing platforms. They just needed the systems they already used to talk to each other properly.
That’s the bigger lesson: in a world of powerful but fragmented platforms, integration is no longer optional. It’s the quiet foundation of efficiency.
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