What is an API, and why does it matter to a business owner?
An API is a way for two programs to pass information to each other under rules the provider sets. It matters because it usually decides what can be connected. If a tool has no API, or your plan does not include one, linking it to your other tools may be impossible, or may mean copying data by hand. Ask a vendor whether it has one, on which plan, what it lets you read or change, and whether you can take your data out.
What an API is
Amazon Web Services describes APIs as "mechanisms that enable two software components to communicate with each other", using a set of definitions and protocols. Its example is a weather app on your phone, which talks to the weather bureau's software system through APIs and shows you the daily weather updates.
As general advice, think of a counter in a shop. You can ask only for what the counter offers, in the form it expects. The company that runs the software usually decides what it offers and on what terms.
Why it decides what can be connected
Connecting two tools usually means one is given permission to use the other. The related answer on how an AI system connects to the tools you already use covers permission, narrow access and switching a connection off.
- Whether another tool can read from it, such as pulling new inquiries into your lead list.
- Whether another tool can change it, such as adding a customer or marking an invoice paid.
- Which plan includes it. Some products offer connections only on certain plans.
- How much and how often. Providers often set limits.
- Whether it keeps working. Providers can change or retire what they offer.
What to ask a software vendor
- Does the product have an API, and is it open to customers?
- Which plan includes it, and is there an extra charge?
- What can it let another tool read, and what can it let it change?
- Can I export everything I have put in, in a file I can open without the vendor's help?
- Will the connection be in my name, and can I turn it off myself?
- How will you tell me if it changes?
What having an API does not mean
Having an API does not mean two tools are already connected. Someone still has to set the connection up and check it works. The related answer on what to have ready before hiring a software developer lists what the software connects to as one of the things to write down.
Taking your data out is a separate question from connecting. A product can have an API and still make a full export hard, so ask about both. The related answer on CRMs lists exporting your data among the things to look for.
Sources
Related answers
- How does an AI system connect to the tools you already use?
- What is a CRM, and does a small business need one?
- What should you have ready before hiring a software developer?
Business systems and integrations
Many businesses already pay for the right tools. They just do not talk to each other, so details get typed twice and things fall through. We set them up properly and connect them.