There’s More to Integration Than APIs

API vs SFTP: choosing the right integration method

When businesses think of tech integration, APIs often seem like the natural choice. And it’s easy to see why: APIs enable real-time, seamless communication. It's ideal for automating data flows and streamlining business processes. But before committing, it’s worth asking whether an API is truly the best option, or if a more traditional method like SFTP could work better.

At Mobilexpense, our goal has always been to tailor integrations to your unique IT ecosystem, budget, and operational needs. Including exploration of both API and SFTP before deciding on the right path.

What do you really need for effective integration?

When evaluating integration architectures, these four criteria are key:

1. Synchronicity

• API: Suits real-time, synchronous communication, perfect for small‑to‑medium updates that need to reflect instantly.
• SFTP: Works through asynchronous, scheduled transfers, ideal for daily, weekly, or batched uploads.

Example: For frequent user provisioning (e.g. employees’ access rights), APIs shine. But if user profiles are updated weekly, SFTP may offer simpler, cost-effective sync.

2. Data volume

• API: Great for continuous, small‑scale data, such as frequent card transactions, expense items, etc.
• SFTP: Better for bulk uploads like high-volume credit card data, monthly batch imports.

APIs may struggle with sudden volume spikes, while SFTP handles large transfers reliably.

3. Data formatting

• API: Works best with standardised systems and expectations.
• SFTP: More flexible, perfect for heavily customised environments (like SAP S/4HANA, often using bespoke formats and field names).

If your current ecosystem is highly customised, SFTP can save time and complexity, or serve as a stepping-stone to a full API later.

4. Security

Security depends less on method and more on implementation.

• API: Requires technical expertise - authentication tokens, TLS/SSL, firewalls.
• SFTP: Offers strong security out of the box via certificates, IP whitelisting, and credentials management.

For some clients, a secure SFTP setup offers simplicity without compromising on safety.

Key differences: API vs SFTP

Benefits of both methods

• Customisable integration meets your specific needs
• Operational flexibility: speed with APIs, stability with SFTP
• Cost-effective scalability, avoiding over-engineering
• Secure data handling when implemented correctly

Why not choose both?

You don’t have to limit yourself to one. In many cases, SFTP can be implemented first for bulk, periodic data sync, with APIs added gradually for real-time updates. This phased approach works particularly well when you’re not yet fully API-ready but want to future-proof your integration.

Mobilexpense’s tailored integration approach

We don’t just hand you a generic API. Our team of implementation engineers and product managers assesses:

1. Your objectives - what data flows matter most?
2. Your infrastructure - legacy systems, customisation levels, IT capacity?
3. Your priorities - real-time sync, cost control, speed to deployment?

From there, we recommend, and implement the optimal solution (API, SFTP, or hybrid), ensuring it fits your ecosystem, budget, and roadmap. Check out our integration page here.

Final thought: integration should fit your business, not the trend

• APIs are indeed powerful and increasingly essential, but they’re not always the best first step.
• SFTP remains an excellent, secure option for bulk transfers and gradual implementation.
• Hybrid solutions offer a best-of-both-worlds approach: speed when you need it, simplicity when you don’t.

In the end, integration success depends on asking the right questions: transaction frequency, volume, customisation, and security needs. That’s where Mobilexpense steps in with expertise, flexibility, and solutions that grow with you.