Quick answer
“Connect these systems” leaves too much unanswered. Specify the records to exchange, such as customers, orders, stock or invoices. For each field, say which system creates it, which can edit it, and whether changes should appear immediately or on a schedule.
Practical scope
Show a sample record and describe what happens if the same customer exists twice, a payment is reversed or the connection fails. Confirm that each software provider offers an accessible API or other supported integration method; available permissions and usage limits can affect the design.
Ask for monitoring and a way to retry failed transfers. The proposal should state how credentials are stored, how personal data is handled and who investigates errors after launch. Test the integration using realistic exceptions, not just a perfect example. A small, dependable flow can save more work than a broad integration that nobody trusts.
What to define before requesting proposals
- Records and fields to exchange
- Source of truth and permitted edits
- Direction, frequency and latency
- Duplicates, failures, retries and monitoring
Questions to ask service providers
- Are supported APIs available with the required permissions?
- How are credentials and personal data protected?
- Who investigates failed or inconsistent records?
How to assess the answers
Test realistic exceptions and reconciliation, not only a successful transfer. A narrow dependable integration is more valuable than a broad unreliable one.
Related planning guides
- ERP Implementation Checklist for a Growing Business
- AI Chatbot for Your Business: What to Define First
Next step: Put these decisions into one project brief, then ask providers to respond to the same scope.