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Heartland Epicor Integration: Unify Retail & ERP for Peak Performance

Connect Heartland POS/OMS with Epicor ERP to automate critical workflows, achieve real-time data sync, and drive operational excellence with a powerful iPaaS.

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The Challenge

The Disconnect: Why Fragmented Heartland & Epicor Systems Hurt Your Business

Operating Heartland POS/OMS and Epicor ERP as siloed systems creates a chasm of inefficiency, data discrepancies, and missed opportunities. Manual data entry, delayed information, and a lack of holistic visibility hinder growth and erode customer trust.

  • Manual Order Entry & Errors: eCommerce or POS orders from Heartland require manual input into Epicor, leading to delays, typos, and fulfillment mistakes.
  • Inaccurate Inventory: Discrepancies between Heartland and Epicor inventory levels cause overselling, stockouts, and frustrated customers.
  • Fragmented Customer Profiles: Customer data is trapped in separate systems, preventing personalized marketing, loyalty management, and a unified customer experience.
  • Laborious Financial Reconciliation: Manual matching of Heartland payments and settlements with Epicor's GL is time-consuming, error-prone, and delays financial close.
  • Slow Decision-Making: Lack of real-time operational insights across retail and ERP functions impedes agile business decisions.
  • Compliance & Security Risks: Inconsistent data handling and manual processes increase the risk of non-compliance and security vulnerabilities, especially with payment data.
Integration Diagram
Solution Illustration
The Solution

The Integrated Solution: Seamlessly Connect Heartland & Epicor with an Intelligent iPaaS

Our powerful, AI-driven iPaaS provides a comprehensive integration solution, bridging the gap between Heartland's POS/OMS and Epicor's ERP. By leveraging an API-first, event-driven architecture, we automate critical workflows, ensure real-time data consistency, and empower your business with a unified operational view.

  • Bi-directional Data Synchronization: Keep key entities like Orders, Customers, Products, Inventory, and Payments in sync across Heartland and Epicor.
  • Real-time Event Processing: Utilize webhooks and event triggers for immediate data propagation, minimizing latency for critical updates.
  • Low-Code/No-Code Workflow Design: Visually build, customize, and manage complex integration flows without extensive coding.
  • AI-Powered Data Mapping & Validation: Automate schema matching, infer business rules, and proactively detect data anomalies.
  • Robust Error Handling & Monitoring: Implement intelligent retries, dead-letter queues, and comprehensive dashboards for proactive issue resolution.
Implementation Timeline

Go live with Heartland + Epicor in as little as 2–4 weeks.

A proven, repeatable implementation approach that minimizes risk while getting your team to value quickly.

1

Access Enabled

Secure connections established to both Heartland and Epicor, with credentials and environments confirmed.

2

Configuration & Mapping

Field mappings, business rules, and workflows configured using visual tools and pre-built templates.

3

Go Live

Launch production-ready integration with monitoring, alerting, and support in place—typically within 2–4 weeks.

Time to Value

2–4 weeks

Typical implementation window from access granted to production go-live for most Heartland + Epicor deployments.

Project Phases

Discovery
Configure & Map
Validate
Launch

Engagement Model

Guided by Clarity experts with your team involved at key milestones.

Comprehensive Solution Details

  • Bi-directional Data Synchronization: Keep key entities like Orders, Customers, Products, Inventory, and Payments in sync across Heartland and Epicor.
  • Real-time Event Processing: Utilize webhooks and event triggers for immediate data propagation, minimizing latency for critical updates.
  • Low-Code/No-Code Workflow Design: Visually build, customize, and manage complex integration flows without extensive coding.
  • AI-Powered Data Mapping & Validation: Automate schema matching, infer business rules, and proactively detect data anomalies.
  • Robust Error Handling & Monitoring: Implement intelligent retries, dead-letter queues, and comprehensive dashboards for proactive issue resolution.
  • Secure & Scalable Infrastructure: Built on a PCI-compliant, enterprise-grade platform, ensuring data security and performance under high loads.
  • Pre-built Connectors & Templates: Accelerate deployment with ready-to-use connectors and integration templates for both Heartland and Epicor.

Deep Dive: Heartland & Epicor Integration Architecture & Data Flow

The integration between Heartland and Epicor is meticulously designed to ensure seamless, secure, and scalable data exchange. Leveraging a modern iPaaS, it orchestrates complex business logic, transforming data to meet each system's unique requirements while maintaining data integrity and compliance.

Data Flow Steps

Connection Establishment: Secure OAuth 2.0 connections are established for both Heartland and Epicor APIs. Dedicated service accounts with least-privilege access are utilized.

Event Triggering: Integration flows are primarily event-driven. Heartland webhooks (e.g., `order.created`, `payment.succeeded`) trigger immediate actions. For Epicor, Business Process Management (BPMs) or custom event publishers are configured to notify the iPaaS of changes (e.g., `SalesOrder` created, `Part` inventory updated).

Data Ingestion & Normalization: The iPaaS ingests raw data from the source system. Data is immediately validated against pre-defined rules and normalized into a canonical format to ensure consistency.

AI-Assisted Mapping & Transformation: A visual mapping canvas, augmented by AI suggestions, facilitates the alignment of disparate data schemas (e.g., Heartland `Order.LineItems` to Epicor `SalesOrderDtl`). Low-code transformation functions apply complex business logic, data enrichment, and format conversions.

Business Logic & Routing: Conditional logic routes data based on business rules (e.g., 'If order value > X, send to approval workflow'). Error handling mechanisms are engaged for any data validation failures.

Target System API Call: The transformed data is packaged into a payload optimized for the target system's API (e.g., Epicor `/SalesOrders` POST). Intelligent batching and throttling are applied to respect API rate limits.

Response Handling & Status Update: API responses are processed. Successes are logged, and status updates are pushed back to the originating system (e.g., Epicor `SalesOrder` confirmation sent to Heartland). Failures trigger retry mechanisms or dead-letter queues.

Monitoring & Alerting: Continuous monitoring tracks integration performance, data volumes, and error rates. Automated alerts notify stakeholders of critical issues.

Data Touchpoints

Heartland: Orders, Payments, Customers, Products, Inventory, Refunds, GiftCards, Supplier/Vendor, Transaction Reports.
Epicor: SalesOrder, Customer, Part (Product), Supplier, PurchaseOrder, Invoice (AR/AP), JobHead (Production Order), CashReceipt, GLAccount.

"Heartland (Events: Order Created, Payment Succeeded) --> iPaaS (Data Ingestion, Validation, AI Mapping, Transformation, Business Logic, Error Handling) --> Epicor (API: SalesOrder, Customer, Part, CashReceipt, APInvoice) --> (Status Updates/Events from Epicor BPM) --> iPaaS --> Heartland (API: Order Status Update, Inventory Update)"

Pricing

Simple, transparent pricing for Heartland + Epicor.

Start with a single integration pair and scale as your business grows—without surprise fees or transaction penalties.

Connect™ Plan

Clarity Connect

$595 /mo

Billed annually • Includes one production integration pair

  • Unlimited transactions and API calls within fair-use limits.
  • Visual workflow designer and reusable mapping templates.
  • Monitoring, alerting, and access to Clarity’s support team.
View full pricing & options
Innovative & Robust

How Middleware Integration Works

Benefits of Integrating Heartland

Integrating Heartland fosters greater efficiency and data accuracy. Automate your critical business processes to deliver consistently outstanding results.

Hover over the steps on the right to see detailed integration points.
Data Mapping

Core Entities & Intelligent Data Mapping: Heartland to Epicor

Achieving a successful integration hinges on precise mapping and transformation of key business entities. Our iPaaS provides a visual canvas, augmented by AI, to align Heartland's data structures with Epicor's, ensuring data quality and consistency.

Order / SalesOrder

Represents a sales transaction in Heartland, mapping to a customer's sales order in Epicor for fulfillment and financial tracking.

Heartland Fields

OrderID (Heartland) CustomerID OrderDate TotalAmount Status LineItems[] (SKU, Quantity, Price) PaymentStatus ShippingAddress BillingAddress

Epicor Fields

OrderNum (Epicor) CustNum OrderDate OrderAmt OrderStatus OrderDtl[] (PartNum, OrderQty, UnitPrice) ShipToNum PONum (mapped from Heartland OrderID)

Mapping Notes

Heartland's `OrderID` is typically mapped to Epicor's `PONum` or a custom field for traceability. `LineItems` require iterative mapping to `OrderDtl` records, matching Heartland `SKU` to Epicor `PartNum`. Tax and shipping charges need careful mapping to Epicor's freight and tax fields.

Next Steps

See Heartland + Epicor integration in action.

Explore a guided demo, start a sandbox integration, or speak directly with our solution architects about your specific use cases.

Start Free Trial Request Live Demo
Real-World Applications

Integration Use Cases

Explore how the integration behaves in real business scenarios, with clearly defined steps, outcomes, and execution patterns.

eCommerce Order-to-Fulfillment with Epicor Manufacturing

A customer places an order on your Shopify store, which is connected to Heartland. The iPaaS automatically transfers this order to Epicor as a Sales Order. If the product requires manufacturing, Epicor creates a JobHead (Production Order), updates inventory upon completion, and the iPaaS updates Heartland and Shopify with fulfillment status.

Integration Steps:

  1. 0 Shopify Order -> Heartland `Order` (via existing integration to Heartland)
  2. 1 Heartland `Order` created webhook triggers iPaaS
  3. 2 iPaaS maps Heartland `Order` data to Epicor `SalesOrder` fields
  4. 3 iPaaS creates `SalesOrder` in Epicor via `/api/v2/.../SalesOrders` endpoint
  5. 4 Epicor `SalesOrder` triggers `JobHead` (Production Order) if needed, updates `Part` inventory
  6. 5 Epicor `JobHead` status updates (e.g., `JobCompleted`) trigger iPaaS via BPM
  7. 6 iPaaS updates Heartland `Order` status and `Inventory` levels via `/v1/orders` and `/v1/inventory`
  8. 7 Heartland pushes fulfillment status back to Shopify

Business Outcome

Seamless omnichannel sales, efficient manufacturing scheduling, accurate inventory, and consistent order status updates across all platforms.

Frequency

Real-time, Event-driven

Business Value

Key Integration Benefits

Discover the strategic advantages and business value of seamless integration between your systems.

Accelerated Order Fulfillment
Automate the transfer of sales orders from Heartland to Epicor, reducing manual entry and speeding up processing from order capture to shipment.
Real-time Inventory Accuracy
Synchronize inventory levels from Epicor to Heartland and connected eCommerce platforms, preventing overselling and ensuring accurate stock availability.
Unified Customer Experience
Maintain a 360-degree view of customers by syncing profiles and purchase history, enabling personalized interactions and effective loyalty programs.
Automated Financial Reconciliation
Streamline payment reconciliation from Heartland to Epicor's GL and automate AP invoice processing, significantly reducing manual accounting effort.
Enhanced Fraud Detection
Leverage AI to monitor Heartland payment transactions for suspicious patterns, providing proactive alerts and reducing financial risk.
Operational Efficiency & Cost Savings
Eliminate manual data entry, reduce errors, and free up staff to focus on strategic initiatives, driving overall operational efficiency and cost savings.
Agility with Low-Code/AI
Empower business users to adapt and extend integrations with low-code tools and AI assistance, fostering agility and innovation without heavy IT reliance.
✨

Accelerated Order Fulfillment

60% Faster Order-to-Ship Cycle

📋 What You Get

Automate the transfer of sales orders from Heartland to Epicor, reducing manual entry and speeding up processing from order capture to shipment.

💼 Business Impact

This benefit directly contributes to 60% improvement in Faster Order-to-Ship Cycle, enabling your team to focus on high-value strategic initiatives.

Technical Documentation

API Endpoints & Data Logic

Technical details for developers and architects.

Method Endpoint Purpose
POST, GET, PUT /v1/orders Create, retrieve, and update sales orders for fulfillment and inventory sync. Critical for order ingestion into Epicor.
POST, GET /v1/payments Process payments, retrieve transaction details, and manage payment statuses. Essential for financial reconciliation.
POST, GET, PUT /v1/customers Manage customer profiles, retrieve purchase history, and update contact information. Key for customer data synchronization.
GET, PUT /v1/products Retrieve product catalog information and update inventory levels/pricing. Used for product data consistency.
GET, PUT /v1/inventory Query and update stock levels for specific SKUs or locations. Crucial for real-time inventory sync.
GET /v1/reports/transactions Access daily/monthly transaction summaries for reconciliation. Used for batch financial processes.
POST /v1/webhooks Register and manage webhooks for real-time event notifications (e.g., `order.created`, `payment.succeeded`, `inventory.updated`). Foundational for event-driven architecture.

⚡ Transformation Logic

  • Order Line Item Aggregation: Consolidate Heartland line items into Epicor `OrderDtl` records, applying specific pricing and UOM rules.
  • Status Mapping: Translate Heartland order statuses (e.g., 'Pending', 'Complete') to corresponding Epicor `OrderStatus` values.
  • Customer De-duplication: Implement fuzzy matching logic (e.g., on Email, Name + Address) to prevent duplicate customer records in Epicor.
  • Inventory Quantity Calculation: Derive Epicor's `AvailableQuantity` from `OnHandQty` minus `ReservedQuantity` before updating Heartland.
  • Payment Method to GL Account: Map Heartland `Payment.Method` (e.g., 'Visa', 'Cash') to the correct Epicor `CashAccount` or `GLAccount` segments for reconciliation.
  • Address Standardization: Normalize shipping and billing addresses to a consistent format for Epicor.

🛡️ Error Handling

  • Heartland API downtime (handled by retries and alerts).
  • Epicor `PartNum` not found during order creation (handled by dead-letter queue and notification).
  • Invalid customer address format (handled by data validation and transformation).
  • Duplicate `CustID` during creation (handled by de-duplication logic).
  • API rate limit exceeded (handled by throttling and exponential backoff).
Support & Information

Frequently Asked Questions

Common questions about integration implementation, security, and best practices.

General FAQs

▸ What is the primary benefit of integrating Heartland with Epicor?
The primary benefit is achieving real-time operational synergy between your retail/POS (Heartland) and ERP (Epicor) functions. This means automated order fulfillment, accurate inventory across all channels, a unified view of customer data, and streamlined financial reconciliation, eliminating manual effort and data errors.

Workflow FAQs

▸ How does the integration handle order processing from Heartland to Epicor?
Orders from Heartland (e.g., from POS or connected eCommerce) are captured in real-time via webhooks. The iPaaS then transforms and validates this `Order` data, creating a `SalesOrder` in Epicor, which triggers Epicor's fulfillment and inventory allocation processes. Order status updates can then flow back to Heartland.

Data Management FAQs

▸ Which system acts as the master for inventory data?
Typically, Epicor ERP is configured as the master system for inventory levels (`Part.OnHandQty`). The integration ensures that all inventory changes in Epicor (e.g., from production, purchases, or sales) are synchronized to Heartland's `Inventory` entity in near real-time, preventing overselling and ensuring accuracy across all sales channels.

Financial FAQs

▸ Can the integration help with financial reconciliation?
Absolutely. The iPaaS automates the reconciliation of Heartland's payment transactions and settlements with Epicor's General Ledger. It retrieves transaction reports from Heartland, maps the data to Epicor's `CashReceipt` and `GLAccount` entities, and automatically posts entries, drastically reducing manual accounting effort and speeding up financial close.

Technology FAQs

▸ How does low-code/no-code technology benefit this integration?
Low-code/no-code tools in the iPaaS empower business users and citizen integrators to visually design, customize, and manage Heartland-Epicor workflows without extensive coding. This accelerates development cycles, reduces reliance on IT, and allows for greater agility in adapting integrations to evolving business needs.
▸ What role does AI play in this integration solution?
AI significantly enhances the integration by providing intelligent automation. This includes AI-driven data mapping suggestions, anomaly detection for fraud prevention in payments, automated exception handling, predictive analytics for inventory optimization, and even AI-OCR for automating supplier invoice processing into Epicor AP.

Security FAQs

▸ What are the security considerations for Heartland payment data?
Security is paramount. The integration adheres strictly to PCI DSS compliance. It utilizes Heartland's tokenization services, ensuring raw cardholder data is never stored or processed directly by the iPaaS. All data in transit and at rest is encrypted (TLS 1.2+, AES-256), and robust authentication (OAuth 2.0) and access controls are enforced.

Technical FAQs

▸ How are API rate limits handled for Heartland and Epicor?
The iPaaS is designed with intelligent rate limit management. It employs strategies like request queuing, dynamic throttling, intelligent batching for non-real-time updates, and exponential backoff for retries. This ensures that API calls to both Heartland and Epicor remain within their respective limits, preventing system overload and ensuring continuous data flow.
Pricing

Simple, transparent pricing for Heartland + Epicor.

Start with a single integration pair and scale as your business grows—without surprise fees or transaction penalties.

Connect™ Plan

Clarity Connect

$599 /mo

Billed annually • Includes one production integration pair

  • Unlimited transactions and API calls within fair-use limits.
  • Visual workflow designer and reusable mapping templates.
  • Monitoring, alerting, and access to Clarity’s support team.
View full pricing & options
Next Steps

See Heartland + Epicor integration in action.

Explore a guided demo, start a sandbox integration, or speak directly with our solution architects about your specific use cases.

Start Free Trial Request Live Demo