The enterprise IT landscape is getting more complicated each day. Most businesses now have hundreds of different IT systems, 3rd party data sources and cloud-based services that need to be integrated into one cohesive data ecosystem.

Rarely do IT systems communicate effectively with each other out-of-the box. That's where system integration services become essential. This article explains what system integration services are, explores their primary types, and provides insights into what you should consider when selecting a provider.

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What are system integration services?

System integration involves connecting different computing systems, software applications, or business processes, allowing them to operate cohesively within an organization. By integrating various IT systems, you can improve workflow efficiency, reduce manual intervention, streamline processes, and improve the experience of your customers.

Most enterprise businesses see the need for system integrators, whether they work within the organization, or as external consultants. A system integration service can be seen as an alternative to project-based system integrators, offered as a managed service.

The core advantages of effective system integration include:

• Eliminate redundant processes and improve operational efficiency
• Improve data accuracy and accessibility
• Streamline business processes and workflows
• Enable real-time data syncronization and improved decision-making
• Provide scalable and secure solutions

Key aspects of system integration services

System integration services focus on four main aspects. Each aspect plays a key role:

Connect IT systems

System integration services link your different software platforms. They use APIs, middleware, or custom connections. This creates unified workflows. Data flows automatically between apps like your CRM, ITSM, ERP, and other business tools. 

The goal is simple: You cut out manual data entry, and you keep info synced across your entire tech stack.

Improve efficiency

System integration services automate your repetitive tasks. They cut out duplicate work across your departments. You don't manually copy customer info from your CRM to your service desk anymore. 

Integrated systems handle transfers automatically. This reduces your errors and saves you time. Your team can focus on valuable work instead of data management.

Enhance data flow

Proper system integration ensures accurate, real-time data movement between your systems. Customer updates in one app instantly appear on related platforms. 

Everyone on your team works with current info. This cuts out data silos. You get complete visibility across your company's operations and customer relationships.

Enable digital transformation

System integration services support your broader tech initiatives. They connect new cloud apps with your existing systems. 

This allows you to modernize gradually without disrupting operations. You can adopt new tools while keeping connections to legacy systems. This creates a bridge to future-ready tech setups.

Types of system integration services

As the enterprise IT landscape grows increasingly complex, many businesses opt for a service-based approach to system integration. Service providers typically focus, not only on establishing technical connections, but also in ensuring integrations are robust, secure, scalable, and capable of adapting seamlessly to business and technology changes.

System integration services can fall into several key categories:

• API management
  API integration services oversee the development, monitoring, and governance of APIs. Effective API management ensures consistent, secure, and reliable communication across integrated systems, essential for long-term operational stability.
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• Cloud integration
  Cloud integration connects cloud-based applications and platforms with existing on-premises systems, enabling organizations to seamlessly leverage cloud solutions without disrupting current workflows.
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• Data integration
  Data integration services combine information from various sources into a unified view. It enables data harmonization and cleansing, accurate analytics, comprehensive reporting, and data-driven decision-making across the organization.
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• Enterprise application integration (EAI)
  Enterprise application integration facilitates the connection of diverse business applications such as ERP, CRM, and HR systems, whether they are on-premise or in the cloud. It can streamline core business processes, improving efficiency, and reduces manual interventions.‍
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• IoT integration
  IoT integration ensures smooth communication between Internet of Things (IoT) devices and enterprise applications, crucial for real-time data collection, monitoring, and analytics, particularly in digitally evolving industries and production environments.

Typical challenges with system integration services

Typically, you can face several common challenges with system integration services:

• Cost overruns and unpredictable expenses: Your integration projects often exceed budgets. This happens due to scope creep, unexpected tech complications, and ongoing maintenance requirements you didn't estimate properly upfront.
• Extended setup timelines: Your complex integrations often take months longer than planned. This delays business benefits and creates operational disruptions during extended transition periods.
• Technical complexity and expertise gaps: Your integration projects require knowledge you lack internally. This leads to dependency on external consultants and potential knowledge transfer issues.
• Ongoing maintenance and support challenges: Your integrated systems require continuous monitoring, updates, and troubleshooting. This creates permanent overhead that strains your IT resources and budgets.

Key qualities to consider when choosing a system integration provider

Selecting a best-fit system integration provider involves evaluating several critical factors.

Master all four elements of Integration Ops

When evaluating an integration service provider, it is essential to choose one that masters all four elements of Integration Ops: plan, implement, operate, and monitor. Without expertise in each area, integrations can become unreliable, difficult to scale, and costly to maintain.

Plan – A strong provider begins with a strategic approach, assessing system dependencies, API stability, and long-term business needs. Without proper planning, integrations risk becoming short-term fixes that require constant rework as systems evolve.

Implement – Beyond just connecting systems, implementation should focus on building scalable, low-maintenance integrations that can adapt over time. A provider should minimize reliance on custom code, automate processes where possible, and ensure seamless compatibility between applications.

Operate – Once live, integrations require continuous management. API updates, system changes, and evolving workflows create maintenance challenges that can strain IT teams. A provider that takes full operational ownership ensures integrations stay functional without creating additional workload.

Monitor – Real-time monitoring and proactive issue resolution prevent disruptions before they impact business operations. A capable provider should use automated detection and self-healing mechanisms to ensure integrations remain stable without constant intervention.

A service provider who excels in all four areas will not just build integrations but keep them running reliably, ensuring they remain a long-term asset rather than a recurring challenge.

Additional capabilities for best-in-class system integration providers:

1. Technical expertise and automation capabilities - A competent integration provider should exhibit deep technical knowledge across diverse IT environments and possess strong capabilities in automation. Providers who leverage automation not only simplify integration management but also minimize human error, ensuring more consistent and reliable system performance.

2. Robustness and Scalability of APIs - APIs are the backbone of modern integrations. Robust APIs ensure reliable and consistent communication between diverse applications and services, minimizing downtime and preventing integration-related disruptions. Choose a provider whose APIs are not only reliable but also scalable, allowing seamless integration of new technologies and systems as your enterprise grows and evolves.

3. System adaptability without disruptions - Providers must ensure that their integration solutions adapt smoothly to changes within enterprise systems without requiring extensive customization or manual intervention. This adaptive capability allows businesses to continuously evolve their IT processes and applications without integration-related interruptions or extensive modifications.

4. Proactive monitoring and quality assurance - Integration providers should employ proactive monitoring and rigorous quality assurance processes. Effective monitoring identifies potential issues before they escalate, thereby preventing downtime and ensuring continuous operational stability. Quality assurance should be a core practice to maintain the integrity and reliability of integrated systems.

5. Scalability and standardized service delivery - Integration solutions must be scalable to accommodate business growth and evolving technological needs. Providers offering standardized integration delivery models ensure that solutions can efficiently expand or adapt without added complexity. Scalable integration services enable enterprises to rapidly adopt new technologies, processes, and software without compromising performance or security.

6. System adaptability without vendor lock-in - Effective system integration solutions should enable enterprises to retain flexibility in their choice of tools and technologies. Providers should demonstrate an ability to integrate diverse applications—whether legacy systems or emerging technologies—without forcing enterprises into vendor-specific solutions. This approach allows businesses to maintain independence in their technology choices and reduces long-term risk.

Types of system integration providers and their specialties

When choosing a system integration service provider, understanding the differences between the various types of providers—and how each aligns with your strategic objectives—is crucial. Typically, system integration providers can be categorized into three main groups: Project-Based System Integrators, Integration Platform as a Service (iPaaS) Consultants, and Managed Integration Service Providers such as ONEiO.

Let’s explore each of these categories in detail, highlighting their specialties, key strengths, and the business scenarios they suit best.

Project-based system integrators

Project-based system integrators offer tailored, customized solutions designed specifically for an organization’s immediate needs. They typically engage with enterprises for specific, short-term projects, building custom integration solutions based on defined scopes, timelines, and objectives.

Typical use-case for project-based system integrators

• Custom development: They provide bespoke solutions tailored to unique business requirements or legacy system constraints, often involving significant manual coding or configuration.
• Legacy system modernization: These integrators specialize in connecting older, proprietary, or otherwise incompatible systems to newer technologies or cloud solutions.
• Highly specialized expertise: Frequently focusing on specific industries or technologies, they offer deep domain knowledge tailored to niche needs.

Advantages:

• Precise, customized solutions closely matched to specialized needs.
• Direct collaboration with integrators throughout project implementation.

Limitations:

• Typically cost-intensive, as each integration project is custom-built.
• Longer implementation cycles, potentially delaying time-to-value.
• Increased maintenance burden on internal teams, as ongoing updates and fixes are necessary when system changes occur.

Ideal scenario:
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‍Companies with highly specific integration requirements or legacy systems that cannot be easily standardized might benefit most from project-based integrators. However, this approach typically requires substantial internal management resources and may create future scalability challenges.

Integration Platform as a Service (iPaaS) Consultants

IPaaS solution consultants deliver the implementation and management of self-service integration tools on a flexible basis. Unlike project-based integrators, iPaaS providers do not typically manage integrations themselves; instead, they offer toolkits, connectors, and platforms to allow in-house teams to establish and maintain integrations. Many iPaaS solutions have preferred implementation partners and consultants to manage the service aspect of integrations.

Typical use-cases for iPaaS consultants:

• A service partner for the preferred tool: It may be that your organization has grown to use a specific iPaaS tool and you simply need a service to support your chosen toolkit.
• Project-based intervention: Especially for smaller businesses it may be that the in-house team can manage most integration management needs and a consultant is brought in on a project-basis.
• Add-on to other IT managed services: another common reason to use iPaaS consultants is when your IT integration needs fall under a larger IT service management offering by a 3rd party service provider.

Pros and Cons:

• Strengths:
  Simple for smaller-scale integrations or teams comfortable handling parts of integration projects internally.
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• Weaknesses:
  Enterprises often underestimate the internal effort and expertise required to operate and manage these integrations effectively. The responsibility for ongoing management, troubleshooting, and adapting to changes remains within internal teams.

Ideal Scenario:
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Organizations that already possess robust internal IT resources and expertise—specifically DevOps teams comfortable managing ongoing integration operations—will likely find iPaaS solutions beneficial. Conversely, enterprises lacking dedicated resources might find ongoing maintenance increasingly cumbersome and cost-ineffective.

Managed Integration Service Providers: Introducing ONEiO

A newer category in the integration market, Managed Integration Service Providers like ONEiO deliver fully managed integration services as an ongoing operational model, known as Integration Ops (IntOps). Instead of one-off projects or self-managed tools, these service providers manage end-to-end, continuously maintaining, optimizing, and evolving integrations proactively.

ONEiO’s Approach: Managed Integration Operations (IntOps)

ONEiO differentiates itself by delivering Integration Ops as a cloud-based managed service, powered by its proprietary platform ONEAI®, automation, and deep industry expertise.

Specialties and offerings:

• End-to-end managed integrations: ONEiO takes responsibility for every phase of the integration lifecycle—from initial setup to ongoing monitoring, proactive issue detection, resolution, and continuous optimization.
• AI-driven automation and monitoring: Leveraging ONEAI®, ONEiO continuously monitors integration health, proactively addresses issues before they impact operations, and ensures seamless adaptation to system changes.
• Flexible control tiers: Businesses can choose their preferred management level—from Self-Managed and Co-Managed to Fully Managed integrations—to best match their internal resources, needs, and strategic priorities.

Special advantages:

• Predictable, subscription-based cost structure that replaces the uncertain costs of project-based integrations.
• Reduced internal management burden, freeing internal IT teams to focus on strategic initiatives.
• Scalability without complexity—easily expand integrations as your business grows without the burden of manual maintenance or constant adjustments.
• Compliance, security, and reliability through automated updates, continuous compatibility management, and industry-specific expertise.

Ideal Scenario:
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Managed Integration Service Providers like ONEiO are perfect for organizations aiming to transform integration from a cost center into a value driver, preferring to focus on core business functions rather than operational integration management. This approach best suits IT service providers looking for predictable costs, operational simplicity, and robust scalability.

Case study example: Bayer

In this case study, we will show you how ONEiO supported Europe's largest IT outsourcing project for Bayer. 

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A brief description of Bayer, including its geographical area of activity, headcount, and annual recurring revenue.

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Driven by the desire to allow their IT personnel to be freed from serving their infrastructure, Bayer launched an outsourcing program to run the IT for their global operations. 

They were redesigning their entire IT service delivery, and in turn flipping their current integration landscape upside down. 

As Bayer’s Service Integration Project Lead, Marco Peetz, put it: “We are a life science company, not an IT technology company – and that’s what we want to focus on.” 

The contract, which began on January 1, 2020, started with one of the program’s suppliers, Capgemini, partnering with us at ONEiO to lead the integration of Bayer’s entire supplier ecosystem.

What challenge did ONEiO solve for Bayer? 

Bayer had the target of a 6-month project. It was described as a “workable ecosystem”, where providers should work independently from each other and exchange transactional data like incidents or requests seamlessly across their systems. 

How did we make it happen? 

After a proof of concept of 3-5 key endpoints, work quickly began on building Bayer’s IT ecosystem. 

However, as the project progressed, the complexity of the project increased as new instances needed to be incorporated.

Bayer decided they wanted a green field instance that was being built for the service integration part of the provider ecosystem. 

With that in mind, they were facing a challenge: they needed to synchronize the current productive instance with the greenfield instance.

Without ONEiO, this task would likely have been a large project spanning several months. 

With ONEiO, Bayer was able to achieve synchronization of incidents, problems, and change requests between the existing and greenfield ServiceNow instances within 1 to 2 weeks.

Bayer also easily integrated a legacy Remedy system, to ensure that legacy services could also be integrated into the future mode of operation. In the end, the integration of the legacy Remedy solution happened through the existing and greenfield ServiceNow instances to an actual provider instance. 

Here are some of the positive reviews that Bayer left for ONEiO:

• High-quality, continued support 

“We also get support along with it whenever we need it. That wasn’t just an empty promise, we actually got all the support that we needed and when we needed it.”

• Marco Peetz concludes

"I didn’t know how we could achieve that with native integrations because it’s so complex. But with ONEiO that was just a matter of configuring it. It was really awesome”

Read the complete case study with Bayer here.

Bottom line on system integration

Selecting the right service partner for system integration is a pivotal decision for any IT service leader. It’s good to know your options:

• Traditional, project-based integrators can deliver highly customized solutions suited to specialized or legacy environments, yet they often involve lengthy timelines, significant upfront costs, and ongoing maintenance burdens on in-house teams. 
• iPaaS consultants provide toolkits, connectors, and platforms that simplify initial integrations, but they still require a knowledgeable internal team to manage and update them over time. 
• Managed Integration Service Providers like ONEiO offer a modern, proactive approach by taking operational ownership of integrations—continuously managing and optimizing them as part of a subscription-based service.

You should look beyond immediate project needs and consider long-term goals, internal resource availability, and the level of integration complexity. When evaluating different options keep in mind qualities like technical expertise, ability to automate, proactive issue detection and scalability.

Your ultimate objective is to ensure that your IT ecosystems can adapt seamlessly to changing technologies and business demands without disrupting core operations or compromising security. To find out more about an effortless, managed integration service, book a demo with ONEiO today.