SaaS Integration and Its Importance Explained

Think about your day-to-day tools. The CRM your sales team can’t live without. The ERP keeping your finances organized. The HRIS ensuring your employee data is always in check. And so many more.

These SaaS apps are crucial to running your business, but their true power comes when they’re connected. That’s where SaaS integration comes in.

Our SaaS development company knows exactly how SaaS integration binds your tech ecosystem together — as we’ve been doing that since 2014. With over 200 projects completed, we’ve integrated Salesforce, HubSpot, and numerous other tools into all kinds of setups. We’ve also built SaaS products from scratch. In short, we’ve seen it all — from both sides of the fence.

For this article, our business analyst and solution architect teamed up to share their perfect SaaS integration strategy. Together, we’re pulling back the curtain on what it is, why it matters, and how to get it right.

What is SaaS integration?

Let’s start with a SaaS integration definition. The term describes connecting software as a service (SaaS) applications with other apps and systems so they can easily request and share data.

To illustrate this, imagine you’re gathering a team for a big project. Each member has unique skills, but to achieve the goal, they need to cooperate. SaaS integration does the same for your apps — it makes sure they’re not just coexisting but actively interacting with each other.

So, how do businesses use SaaS integration? A typical example is integrating a customer relationship management tool like Salesforce with an email marketing platform like Mailchimp. This setup lets sales and marketing teams sync customer data, track behavior, and, ultimately, launch more targeted campaigns without switching between systems.

Key benefits of SaaS integration

Why should you care about SaaS integration in the first place? Here are several reasons why your business cannot afford to overlook it:

Centralized data management

Data discrepancies and inconsistencies are no longer your problem. With proper SaaS integration, you get a unified view of your operations and access to accurate, real-time or historical, information on which to base your decisions.

Improved operational efficiency

Think of all the time your team spends on repetitive tasks. Now imagine automating them — freeing up hours for more impactful work.

Cloud and SaaS integration makes it possible by connecting all sorts of tools, from HR to marketing, and creating workflows that handle the busy work for you. Plus, since everything’s automated, you avoid manual errors.

Better scalability and flexibility

Your business isn’t static, and your tech stack shouldn’t be either.

In this regard, SaaS integration lets you grow without limits. Need to add a new tool or scale up operations? No problem. Integration makes sure you can expand without disrupting your workflows too much.

Cost savings

Integrating multiple SaaS apps into one cohesive system is a smart way to save money and get the most out of your tools without having to build something custom from scratch. It’s especially great when your business is just starting out — simple needs, simple solutions.

But as your business grows and things get more complex, you might need a custom setup to handle everything.

Improved customer experience

When your SaaS platforms are all connected, your customers feel the difference.

For example, integrating customer service tools means responding to customer needs faster. And by combining CRM data with analytics, you give them personalized experiences. The result? Happier and more loyal customers.

SaaS integration use cases

Now that you know the benefits of SaaS business model and integrations, let’s explore how it all works in real life. Here are the use cases our business analyst and solution architect highlighted as top five:

Marketing & advertising

Marketers juggle a mix of tools like HubSpot, Salesforce Marketing Cloud, Google Ads, Mailchimp, and Hootsuite. Integrating these platforms with your CRM, analytics tools, or other business systems helps:

• Simplify campaign management
• Make sure data flows smoothly between systems
• Create cohesive strategies based on unified data

Consider, for example, how we assisted our client, an Australian social media marketing agency, Attention Experts. They’ve been using multiple SaaS tools for years, yet these tools weren’t quite cutting it. We stepped in and built a custom SMM platform that connected Facebook, Instagram, LinkedIn, and Twitter APIs, along with Canva API, so that they could manage their campaigns across all social media apps within a single platform.

Relevant case study:

CASE STUDY

SMM platform for a marketing agency

Check what else we did for Attention Experts to streamline their social media marketing operations.

In our other marketing projects, we integrated Knocking with Salesforce and EmailMeFrom with Mailchimp and Stripe.

E-commerce

Platforms like Shopify, Stripe, Zendesk, Klaviyo, and QuickBooks are often the go-to tools in e-commerce. SaaS software integration connects these systems, enabling:

• Hassle-free inventory management
• Timely customer support
• Smooth financial transactions
• Thorough financial tracking

For instance, integrating Shopify with QuickBooks automates accounting while connecting Zendesk ensures decent customer support.

On top of that, we’ve configured Stripe’s API countless times — not just for e-commerce but for any project requiring payment processing. One of our clients, Strapping, profited particularly from this SaaS integration.

Real estate

Real estate businesses and SaaS startups frequently use Zillow, DocuSign, Salesforce, CoStar, and Matterport. These tools let them:

• Improve data exchange
• Automate workflows

Just think about how you can simplify contract management by simply connecting DocuSign with a CRM like Salesforce.

Besides just that, some projects require integrating data from different sources. In the SaaS development life cycle for our real estate client, StoneBay, we had to connect their platform to existing real estate websites via APIs. We also needed to handle MapBox integration. By doing that, we helped them centralize their data, visualize properties on a built-in map, and, ultimately, streamline operations.

Relevant case study:

CASE STUDY

Custom property management software

Read about what else we did for StoneBay to automate their workflows and streamline property management

Logistics

Logistics companies often integrate ShipStation, Route4Me, Salesforce, and proprietary ERP systems. By connecting such cloud applications, they ensure:

• Real-time tracking
• Efficient route planning
• Accurate reporting
• Optimized supply chain operations

Some nice SaaS integration examples in logistics include syncing Salesforce with a delivery management system. By connecting them, you can keep your customers in the loop about their deliveries.

Or take our experience, for instance. For one client, we connected their route planning solution with Azure Maps. In another project, we integrated fleet management software for a waste collection company with Google Maps, helping them optimize routes and save both time and fuel.

Relevant case study:

CASE STUDY

Route planning solution

Check out a full case study on a route planning solution we developed.

Healthcare

Healthcare organizations typically integrate SaaS applications like Epic Systems, Cerner, Zoom Health, Tableau, and Athenahealth. With these tools in place, they ensure:

• Patient data is accessible on all platforms
• Compliance with healthcare regulations
• Hassle-free health data analysis
• Reduced administrative burdens

For example, connecting Epic Systems with Tableau would allow healthcare providers to visualize patient data. In fact, it’s common for healthcare organizations to manage dozens of such integrations — our client, HeadsUp, operates a system with over 50 of them.

At the end of the day, every industry has powerful tools ready to help businesses grow. You just need to find the right one for you and make it work seamlessly with the rest of your systems.

Common challenges in SaaS integration

While you’ve seen the numerous SaaS application integration benefits and use cases, the process isn’t entirely simple. You’ll likely have to deal with interoperability, data security, and other issues. But understanding them is the first step to overcoming them.

So, let’s look at the main SaaS integration challenges and how they can impact your business.

Interoperability issues

SaaS platforms often operate in silos, each with its language — proprietary data formats or APIs. This can make seamless communication tricky.

Imagine connecting a legacy SaaS-based CRM with a modern marketing automation tool. Without custom middleware or API adjustments, it’s like forcing two people without common ground to collaborate.

Uneven data availability across platforms

Every platform’s API plays by its own rules: some offer data for 90 days, others provide data only for the last two days, or limit what you can pull. These differences make it tricky to configure integration to meet your data sync needs.

We faced a similar challenge when trying to collect and unify data like Engagements, Reach, and other metrics from Facebook, Instagram, Twitter, and LinkedIn for Attention Experts. Each source had its own way of presenting data, making it a challenge to compare and analyze.

API limitations

Some SaaS solutions come with poorly documented, unstable APIs or are just plain limited. This complicates SaaS integration.

For instance, a logistics company might struggle to integrate a delivery management SaaS with its ERP because of API rate limits.

Or imagine having to constantly switch between Canva and social media platforms to share your designs. It’s a pain, right? Attention Experts faced this exact challenge. We solved it by integrating Canva API directly into their SaaS application architecture. The API integration process wasn’t the easiest, but we managed to complete it.

WHITE PAPER

How to Design SaaS Architecture

Want to make sure your integration process goes smoothly? Learn how to design SaaS architecture that just works.

Scalability concerns

SaaS integrations that work well initially may struggle later, especially if high data loads or expanding functionality become the case.

Just picture a retail business integrating a POS system with an e-commerce platform. The integration might slow down during high-traffic seasons, impacting sales and customer satisfaction.

Data security and compliance

Ensuring SaaS security during and after integration is another big deal. If your company works in a highly regulated industry, the challenge gets even more critical.

A finance company connecting its accounting software with a reporting tool, for example, must ensure airtight security and adherence to industry standards — say, GDPR or SOC 2.

In this regard, our client, BackupLABS, went the extra mile by offering a data security solution — specifically, a B2B SaaS platform for data backup. So, we had to ensure top-notch data protection in this project, and we’re proud to say we nailed it.

Relevant case study:

CASE STUDY

SaaS Platform for Backing Up Data

Worried about data security during and after your SaaS integration? See how our SaaS platform for backing up data deals with that.

Customization complexity

Matching SaaS integrations with your specific workflows can be both time-consuming and costly. Why? Because customization often requires custom SaaS MVP development.

To illustrate this challenge, think of a real estate firm that needs to integrate property management software with marketing tools. Connecting these systems might require automation scripts which will stretch budgets and timelines.

We’ve seen such hurdles in our work with an enterprise client integrating e-signing services like DocuSign and DocuSeal. The process isn’t as simple as plugging in an integration — it involves adjusting workflows, writing custom code, and addressing countless nuances to make sure everything works perfectly.

Downtime risks

There’s always a risk of service disruptions with SaaS integrations. The tricky part is that when these happen, you can’t control or fix them. The problem lies entirely with the SaaS provider, which can leave your employees frustrated and your operations slow or annoy your customers who expect a flawless experience.

Consider an online store trying to upgrade its payment gateway SaaS. During the update, customers might have trouble checking out. This could result in both frustrated shoppers and lost sales.

We’ve experienced this challenge working on a lead parsing system, where we integrated CallRail for call tracking. There were times when CallRail’s service was unresponsive, and since our client needed up-to-date call data, we had to import it manually.

Maintenance and updates

It’s no surprise that SaaS providers update their platforms regularly. But it’s also a challenge: with a new upgrade rolled out, you risk breaking established connections.

For example, an analytics SaaS updating its API version might make older integration scripts obsolete. And this will require adjustments on your side.

Cost management

With SaaS integrations, you deal with a few key expenses: licenses, integration tools, and custom development. Managing these costs is key.

When you’re using multiple services, each with different pricing plans and conditions for upgrades or downgrades, it can be hard to keep track. And while scaling is great, there comes a point when building a custom tool makes more sense — especially when it fully matches your company’s processes.

For example, the enterprise client for whom we integrated e-signature services initially was using DocuSign, but the costs were piling up. We helped them research alternatives and, after testing a few options, settled on DocuSeal. However, since DocuSeal is still a startup, we made sure the system was set up so that if DocuSeal ever became unavailable, we could easily switch back to DocuSign.

Steps to implement SaaS integration

A successful integration of SaaS tools demands a structured approach. We’ve found that breaking the process into clear steps makes the whole journey smoother.

Our SaaS integration method starts with a thorough Discovery phase involving business analysts, solution architects, and backend developers. Here’s how we do it:

1. Evaluate business needs and current infrastructure

Every SaaS integration starts with studying the current setup. That is why we:

1. Conduct a detailed audit of your existing workflows and tools
2. Identify the pain points and gaps that SaaS integration should solve
3. Define clear goals for the integration — whether reducing costs, centralizing data, or improving workflows

Having gone through these initial considerations, we make sure your SaaS application integration process has a clear direction.

2. Choose the right SaaS platforms and integration tools

Once goals are set, we research and shortlist SaaS tools that fit your business requirements. Compare API capabilities, scalability options, and support from SaaS vendors.

In some cases, you’ll need middleware solutions to simplify the integration process. Those include:

• iPaaS (Integration Platform as a Service), a cloud-based solution for SaaS product launch and integration with a user-friendly interface and pre-built connectors
• EiPaaS (Enterprise Integration Platform as a Service), a more advanced version of iPaaS, suitable for large enterprises with complex integration needs

Plus, for highly repetitive tasks, Robotic Process Automation (RPA) can add further value by automating data entry, form filling, and report generation.

You may also want to read our full comparison of PaaS vs IaaS vs SaaS.

3. Develop an integration strategy

Planning is everything. Therefore, we take the following steps:

1. Map out how data and processes will flow between systems
2. Set timelines, define milestones, and assign clear roles for the team involved
3. Identify potential risks and plan for contingencies

Speaking of potential risks, if API rate limits are a concern, we incorporate buffering mechanisms to prevent disruptions.

4. Implement and test the SaaS integration

We usually start with low-risk integrations to validate the approach and resolve an initial issue for a client. Then, we gradually scale up to more critical systems. However, the approach depends on your needs; we can first integrate with critical systems for your business if they’re a priority.

Testing is very important at this stage: we check for functionality, data accuracy, and performance. Security is another area of our focus; we make sure strong measures are in place to protect sensitive information throughout the SaaS integration process.

5. Monitor performance and optimize

Integration isn’t the end. Next, we collect feedback from you to evaluate how well the connected tools meet your goals and spot areas for improvement. Plus, we offer help with regular updates and maintenance to keep your SaaS API integration relevant and performant.

To sum up

SaaS integration goes beyond just a technical process. Actually, it’s a strategic initiative that lets you break down data integration silos, automate workflows, and connect all the dots in your ecosystem.

Whether you’re in e-commerce, healthcare, or logistics, the message is clear: integration turns your SaaS toolset from standalone solutions into a dream team that drives results.

If you want to make your tech ecosystem cohesive, our experts can help. With 200+ projects delivered, we know how SaaS integration works and what you can achieve with it. Interested in cooperation? Reach out to us today!