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Unify Retail Operations: Heartland & Microsoft Dynamics CRM Integration

Achieve a 360° Customer View, Automate Order-to-Cash, and Enhance Service with Real-time Data Sync.

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The Challenge

The Disconnect: Fragmented Retail & Customer Data

Without a robust integration, Heartland's transactional power and Dynamics CRM's customer intelligence remain isolated, leading to operational inefficiencies, missed opportunities, and a disjointed customer experience.

  • Fragmented Customer Profiles: Customer data scattered across Heartland POS/OMS and Dynamics CRM, leading to incomplete views and inconsistent outreach.
  • Manual Order Reconciliation: Sales orders from Heartland require manual entry or reconciliation in Dynamics CRM, delaying sales visibility and order-to-cash cycles.
  • Delayed Service Response: Customer service agents in Dynamics CRM lack immediate access to recent Heartland purchase history, impacting resolution times and personalization.
  • Inaccurate Inventory Visibility: Sales teams can't access real-time inventory from Heartland, leading to overselling or missed sales opportunities.
  • Inefficient Marketing: Inability to segment customers effectively in CRM based on actual purchase behavior from Heartland, resulting in generic campaigns.
  • Compliance & Security Risks: Manual data transfers increase the risk of errors, security breaches, and non-compliance with data privacy (GDPR, CCPA) and payment (PCI DSS) regulations.
Integration Diagram
Solution Illustration
The Solution

The Integrated Solution: Heartland & Dynamics CRM with iPaaS

Our iPaaS-powered integration bridges the gap between Heartland and Microsoft Dynamics CRM, establishing a real-time, bi-directional data flow that harmonizes customer information, automates sales processes, and empowers intelligent decision-making across your entire organization.

  • Real-time Customer Profile Sync (Heartland ↔ Dynamics CRM)
  • Automated Order & Sales Data Flow (Heartland → Dynamics CRM)
  • Unified Product & Inventory Visibility
  • Payment Status & Reconciliation Updates
  • AI-Augmented Data Validation & Anomaly Detection
Implementation Timeline

Go live with Heartland Microsoft + Dynamics CRM 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 Microsoft and Dynamics CRM, 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 Microsoft + Dynamics CRM deployments.

Project Phases

Discovery
Configure & Map
Validate
Launch

Engagement Model

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

Comprehensive Solution Details

  • Real-time Customer Profile Sync (Heartland ↔ Dynamics CRM)
  • Automated Order & Sales Data Flow (Heartland → Dynamics CRM)
  • Unified Product & Inventory Visibility
  • Payment Status & Reconciliation Updates
  • AI-Augmented Data Validation & Anomaly Detection
  • Low-Code/No-Code Workflow Automation
  • Comprehensive Error Handling & Monitoring

Technical Integration Details: Connecting Heartland and Dynamics CRM

Our integration solution leverages the robust API capabilities of both Heartland and Microsoft Dynamics CRM (Dataverse) to establish secure, scalable, and real-time data synchronization. The iPaaS acts as the intelligent orchestration layer, managing authentication, data transformation, workflow automation, and error handling.

Data Flow Steps

Connectors & Authentication: Establish secure connections using pre-built iPaaS connectors. OAuth 2.0 for both Heartland and Dynamics CRM, with secure token management and least-privilege service accounts.

Event Listener Setup: Configure iPaaS to subscribe to Heartland webhooks (e.g., `order.created`, `customer.updated`, `payment.succeeded`, `inventory.updated`) for real-time data capture.

Data Ingestion & Extraction: When an event occurs, the iPaaS extracts relevant data from Heartland's API endpoints (`/v1/orders`, `/v1/customers`, `/v1/payments`, `/v1/inventory`). For CRM, Dataverse events or polling `/api/data/v9.x/` endpoints are used.

Data Transformation & Harmonization: Raw data is processed through the iPaaS's visual mapping engine, where it's transformed, enriched, and normalized to match the target system's schema (e.g., Heartland `Customer` to CRM `Contact`/`Account`). AI-assisted mapping accelerates this.

Business Logic & Validation: Apply custom business rules (e.g., de-duplication, conditional routing, data validation) and AI-driven anomaly detection to ensure data quality and integrity.

Target System Update: The transformed and validated data is then pushed to Microsoft Dynamics CRM via its Web API (`/api/data/v9.x/`) to create or update `Contacts`, `Accounts`, `Sales Orders`, `Order Products`, and `Invoices`.

Error Handling & Monitoring: Implement intelligent retry mechanisms for transient errors, route persistent errors to dead-letter queues, and monitor all integration flows via a centralized dashboard with alerts.

Data Touchpoints

Heartland: Orders, Payments, Customers, Products, Inventory, Refunds, Employees, Locations.
Microsoft Dynamics CRM: Account, Contact, Lead, Opportunity, Order (Sales Order), Product, Case, Activity, Invoice, Quote.

"Heartland (Events: order.created, customer.updated, payment.succeeded, inventory.updated) --[Webhooks/API]--> iPaaS (Authentication, Transformation, Business Rules, Validation, AI) --[API Calls]--> Microsoft Dynamics CRM (Entities: Contact, Account, Sales Order, Order Product, Invoice, Product). Bi-directional flow for Customer/Product, Uni-directional for Order/Payment to CRM."

Pricing

Simple, transparent pricing for Heartland Microsoft + Dynamics CRM.

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 Microsoft

Integrating Heartland Microsoft 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

Key Entities & Intelligent Data Mapping

Our iPaaS provides a robust framework for mapping and transforming data between Heartland and Dynamics CRM, ensuring semantic consistency and data integrity. AI-assisted mapping accelerates this complex process, minimizing manual effort and error.

Customer (Heartland) ↔ Contact/Account (Dynamics CRM)

Synchronizes individual and organizational customer profiles. Heartland's `Customer` entity contains core contact, address, and loyalty information. Dynamics CRM typically splits this into `Contact` (individual) and `Account` (company/household).

Heartland Microsoft Fields

CustomerID FirstName LastName Email Phone BillingAddress ShippingAddress LoyaltyPoints CustomerSince

Dynamics CRM Fields

Contact: First Name Contact: Last Name Contact: Email Contact: Phone Account: Name (for household/company) Account: Billing Address (composite) Account: Shipping Address (composite) Contact: Custom Field (LoyaltyPoints) Contact: Created On (Mapped from CustomerSince)

Mapping Notes

Heartland's `CustomerID` often maps to a custom external ID field on the CRM `Contact` or `Account`. Email is a strong candidate for de-duplication. Address fields require composite mapping and standardization.

Next Steps

See Heartland Microsoft + Dynamics CRM 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.

Customer 360 View: From POS Transaction to Personalized CRM Engagement

Automatically synchronize customer profiles and purchase history from Heartland to Dynamics CRM, creating a comprehensive customer view that drives personalized marketing and service.

Integration Steps:

  1. 0 A new customer makes a purchase at a Heartland POS or online.
  2. 1 Heartland `Customer` entity is created or updated.
  3. 2 iPaaS captures the `customer.created` or `customer.updated` event via webhook.
  4. 3 iPaaS transforms Heartland customer data (FirstName, LastName, Email, Address, LoyaltyPoints) to Dynamics CRM `Contact` and `Account` entities.
  5. 4 De-duplication logic in iPaaS ensures existing CRM contacts are updated, not duplicated.
  6. 5 Heartland `Order` data is summarized (e.g., total spend, last purchase date) and attached to the CRM `Contact`.
  7. 6 CRM marketing lists are dynamically updated based on Heartland purchase segments, enabling targeted campaigns.

Business Outcome

Enhanced customer loyalty, increased upsell/cross-sell opportunities, highly effective marketing campaigns, and personalized customer service interactions.

Frequency

Real-time (event-driven)

Business Value

Key Integration Benefits

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

Unified Customer View
Consolidate all customer purchase history and interactions from Heartland into Dynamics CRM, creating a true 360-degree profile for sales, service, and marketing.
Automated Order Processing
Automatically sync sales orders from Heartland to Dynamics CRM, eliminating manual data entry, reducing errors, and accelerating the order-to-cash cycle.
Enhanced Customer Service
Provide Dynamics CRM service agents with real-time access to Heartland purchase and payment data, enabling faster, more personalized, and effective support.
Real-time Business Insights
Gain immediate visibility into sales performance, customer trends, and inventory levels by synchronizing data in real-time between Heartland and Dynamics CRM.
Improved Data Quality & Compliance
Ensure data consistency, enforce validation rules, and maintain PCI DSS compliance for payment data, reducing risks and improving data governance.
Operational Efficiency & Cost Savings
Streamline workflows, reduce manual reconciliation efforts, and free up staff to focus on higher-value activities, leading to significant cost reductions.
Accelerated Innovation
Leverage low-code/no-code tools and AI to rapidly build, adapt, and extend integrations, enabling businesses to respond quickly to market changes.
✨

Unified Customer View

360° Customer View

📋 What You Get

Consolidate all customer purchase history and interactions from Heartland into Dynamics CRM, creating a true 360-degree profile for sales, service, and marketing.

💼 Business Impact

This benefit directly contributes to 360° improvement in Customer View, 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

⚡ Transformation Logic

  • Field Mapping: Direct 1:1, 1:many, or many:1 mapping of fields.
  • Data Type Conversion: Convert strings to integers, dates to specific formats (e.g., ISO 8601).
  • Value Translation: Map Heartland `Status` values ('Completed', 'Refunded') to Dynamics CRM `Status Reason` ('Fulfilled', 'Refunded').
  • Data Enrichment: Augment CRM `Contact` with aggregated Heartland purchase metrics (e.g., 'Total Spend', 'Average Order Value').
  • Conditional Logic: Apply transformations only if certain conditions are met (e.g., only sync orders above a specific value).
  • Composite Field Construction: Combine multiple source fields into a single target field (e.g., build full address).
  • Lookup Transformations: Perform dynamic lookups in target or third-party systems to retrieve related data (e.g., `Product ID` based on `SKU`).

🛡️ Error Handling

  • Transient Network Failure: iPaaS automatically retries API calls with exponential backoff.
  • Heartland API Downtime: Messages are queued in a resilient message broker and processed once Heartland is available.
  • Dynamics CRM Data Validation Error: Message is routed to a dead-letter queue, and an alert is sent for manual correction and re-submission.
  • Duplicate Customer Record: iPaaS de-duplication logic identifies the existing record and updates it instead of creating a new one.
  • Product SKU Mismatch: The relevant `Order Product` fails, but the rest of the order proceeds. An alert is sent to resolve the product mapping issue.
Support & Information

Frequently Asked Questions

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

Benefits FAQs

▸ What are the primary benefits of integrating Heartland with Microsoft Dynamics CRM?
The primary benefits include achieving a true 360-degree view of your customers, automating order processing and customer data synchronization, enhancing customer service with immediate access to purchase history, improving data quality and compliance (PCI DSS, GDPR, CCPA), and gaining real-time business insights for smarter decision-making. It eliminates manual data entry and reduces operational costs.

Technical FAQs

▸ How does this integration handle real-time order and customer data synchronization?
The integration leverages Heartland's webhook capabilities for real-time event triggers (e.g., `order.created`, `customer.updated`, `payment.succeeded`). Our iPaaS captures these events instantly, transforms the data, and pushes it to Dynamics CRM via its Web API, ensuring near real-time updates for orders, customer profiles, and payment statuses.
▸ Is this a low-code/no-code integration solution?
Yes, our solution is built on a modern low-code/no-code iPaaS platform. This empowers business users and citizen developers to design, modify, and manage complex integration workflows using intuitive drag-and-drop interfaces, reducing reliance on IT and accelerating time-to-market for new automations.
▸ How does the integration handle errors or system outages?
The integration incorporates robust error handling, including intelligent retry mechanisms with exponential backoff for transient issues. Messages are queued in resilient message brokers to prevent data loss during system outages, and unprocessable messages are routed to dead-letter queues for manual review. Comprehensive monitoring and alerting ensure prompt notification of any failures.

Customization FAQs

▸ Can I synchronize custom fields from Heartland to Dynamics CRM?
Absolutely. Our iPaaS solution fully supports the mapping and synchronization of custom fields in both Heartland and Dynamics CRM. The visual mapping interface makes it easy to include your unique business data attributes in the integration flows, ensuring all relevant information is consistent across systems.

Security FAQs

▸ What security measures are in place for sensitive payment data from Heartland?
Security is paramount. We strictly adhere to PCI DSS compliance standards. The integration leverages Heartland's tokenization services, meaning raw payment card data is never stored or processed by our iPaaS. All data in transit is encrypted using TLS 1.2+, and access to APIs is secured with OAuth 2.0 and least-privilege service accounts.

AI FAQs

▸ How does AI enhance the Heartland and Dynamics CRM integration?
AI significantly augments the integration by providing auto-mapping suggestions, intelligent data validation to detect anomalies and ensure data quality, predictive insights for customer behavior and inventory, and automated exception handling for common errors. This moves beyond basic automation to smarter, more resilient workflows.

Scalability FAQs

▸ Can this integration support multiple Heartland locations or Dynamics CRM instances?
Yes, the iPaaS architecture is designed for scalability and multi-instance support. It can handle integrations for multiple Heartland locations (e.g., distinct POS systems or store IDs) and can be configured to interact with different Dynamics CRM environments (e.g., multiple business units or separate CRM instances), ensuring centralized management of complex landscapes.
Pricing

Simple, transparent pricing for Heartland Microsoft + Dynamics CRM.

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 Microsoft + Dynamics CRM 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