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NetSuite Heartland Integration: Unify ERP, Payments & POS for Smarter Business

Automate financial reconciliation, streamline order-to-cash, and sync critical data in real-time with an intelligent iPaaS solution.

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The Challenge

The Challenge: Disconnected ERP and Payment Systems

Managing financial operations with NetSuite and Heartland as isolated systems creates significant operational hurdles. Manual data transfer, reconciliation, and disparate views of customer and sales data lead to inefficiency, errors, and compliance risks.

  • Manual data entry leads to errors and delays in financial reporting.
  • Fragmented customer and order data across systems hinders a unified view.
  • Delayed reconciliation of daily sales and payment transactions.
  • Inconsistent inventory levels between NetSuite and Heartland POS leading to overselling or stockouts.
  • Lack of real-time visibility into payment statuses and financial performance.
  • Compliance concerns (e.g., PCI DSS) when handling sensitive payment information manually.
Integration Diagram
Solution Illustration
The Solution

The Solution: Seamless NetSuite Heartland Integration with an iPaaS

Our AI-enhanced iPaaS provides a unified, low-code platform to connect NetSuite and Heartland, automating critical business processes, ensuring data accuracy, and providing real-time visibility across your financial and operational landscape.

  • Real-time, Event-Driven Data Synchronization
  • Automated Order-to-Cash & Payment Processing
  • Comprehensive Financial Reconciliation Workflows
  • Unified Customer, Item, and Transaction Data
  • PCI DSS Compliant & Secure Data Handling
Implementation Timeline

Go live with Heartland + NetSuite 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 NetSuite, 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 + NetSuite 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, Event-Driven Data Synchronization
  • Automated Order-to-Cash & Payment Processing
  • Comprehensive Financial Reconciliation Workflows
  • Unified Customer, Item, and Transaction Data
  • PCI DSS Compliant & Secure Data Handling
  • Low-Code/No-Code Workflow Design
  • AI-Powered Data Mapping & Validation

Technical Integration Details & Architecture

The integration leverages a modern iPaaS to orchestrate data flow between NetSuite's SuiteTalk (SOAP/REST) APIs and Heartland's REST APIs and webhooks. This ensures secure, scalable, and resilient connectivity, designed for high-volume transactional environments.

Data Flow Steps

Connect & Authenticate: Establish secure connections using NetSuite's Token-Based Authentication (TBA) and Heartland's OAuth 2.0, configured with least privilege roles.

Define Triggers & Events: Configure webhooks in Heartland (e.g., 'transaction complete', 'settlement posted') and NetSuite (e.g., 'Sales Order created', 'Item fulfillment') to initiate real-time workflows.

Data Extraction: iPaaS retrieves relevant data from the source system via API calls or event payloads.

Transformation & Mapping: Data is transformed to a canonical model, then mapped to the target system's schema using a visual editor. Custom fields and business logic are applied here.

Data Validation: AI-powered validation checks for data integrity, format, and business rule compliance.

Data Loading: Transformed data is pushed to the target system via its respective APIs (e.g., NetSuite REST record service, Heartland payment transactions endpoint).

Error Handling & Monitoring: Implement comprehensive logging, automated retries, and alerts for any failures, with a dead-letter queue for persistent issues.

Audit & Reconciliation: Maintain detailed audit trails for all transactions and enable automated reconciliation reports.

Data Touchpoints

NetSuite: Customer, Item, Sales Order, Invoice, Customer Payment, Vendor Bill, Journal Entry, Location, Subsidiary.
Heartland: Payment Transaction, Customer, Order, Product/SKU, Settlement Batch, Refund, Terminal/Location.

"The integration architecture features a central iPaaS layer connecting NetSuite and Heartland. Event triggers (e.g., new order in eCommerce, payment in Heartland) flow into the iPaaS. The iPaaS then orchestrates data transformation, validation, and bi-directional synchronization of entities like Customers, Items, and Orders. Critical financial data (e.g., Heartland Payment Transactions, Settlement Batches) flows unidirectionally to NetSuite for Invoice, Customer Payment, and Journal Entry creation, ensuring financial accuracy. All processes are monitored and secured by the iPaaS."

Pricing

Simple, transparent pricing for Heartland + NetSuite.

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

Key Entities & Intelligent Mapping

Connecting NetSuite and Heartland requires precise mapping of core business entities. Our iPaaS provides a visual, AI-assisted canvas to define these relationships, ensuring data consistency and integrity.

Customer

Represents an individual or company. Essential for sales, invoicing, and loyalty programs.

Heartland Fields

entityId companyName firstName lastName email phone addressbookList isInactive subsidiary

NetSuite Fields

customerId firstName lastName email phone address heartlandCustomerId

Mapping Notes

Often requires bi-directional sync. NetSuite's `entityId` can map to Heartland's `customerId` or a custom external ID. Deduplication logic is crucial, often using email or external IDs as keys. `addressbookList` in NetSuite requires specific handling for multiple addresses.

Next Steps

See Heartland + NetSuite 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.

End-to-End eCommerce Order-to-Cash with Payment Processing

Automate the entire order lifecycle from an eCommerce platform through Heartland payment processing to NetSuite for fulfillment and financial recording.

Integration Steps:

  1. 0 Customer places order on eCommerce site.
  2. 1 iPaaS captures new order event, initiates payment authorization via Heartland.
  3. 2 Heartland processes payment, sends transaction details back to iPaaS.
  4. 3 iPaaS creates Sales Order in NetSuite with payment details, customer info, and item data.
  5. 4 NetSuite triggers fulfillment; inventory is updated.
  6. 5 Upon fulfillment, NetSuite generates Invoice and Customer Payment, reconciled against Heartland transaction data.

Business Outcome

Faster order processing, instant payment confirmation, accurate sales orders, real-time inventory updates, and streamlined financial reconciliation.

Frequency

Real-time (event-driven)

Business Value

Key Integration Benefits

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

Accelerated Financial Close
Automate the posting of Heartland sales and payment data to NetSuite's General Ledger, drastically reducing manual reconciliation time.
Enhanced Data Accuracy & Integrity
Eliminate manual data entry errors with automated, validated data synchronization, ensuring consistent records across NetSuite and Heartland.
Real-time Operational Visibility
Gain immediate insights into sales, payments, and inventory across all channels, empowering faster, data-driven decision-making.
PCI DSS Compliance & Security
Ensure secure handling of sensitive payment data with tokenization, encryption, and audited integration processes, meeting strict compliance standards.
Improved Customer Experience
Provide seamless order processing, accurate inventory, and consistent customer information, leading to higher satisfaction and loyalty.
Reduced Operational Costs
Automate repetitive tasks, minimize manual labor, and optimize resource allocation, leading to substantial cost savings.
✨

Accelerated Financial Close

Up to 70% Faster Reconciliation

📋 What You Get

Automate the posting of Heartland sales and payment data to NetSuite's General Ledger, drastically reducing manual reconciliation time.

💼 Business Impact

This benefit directly contributes to Up to 70% improvement in Faster Reconciliation, enabling your team to focus on high-value strategic initiatives.

Implementation Timeline

Go live with Heartland + NetSuite 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 NetSuite, 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 + NetSuite deployments.

Project Phases

Discovery
Configure & Map
Validate
Launch

Engagement Model

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

Technical Documentation

API Endpoints & Data Logic

Technical details for developers and architects.

Method Endpoint Purpose
POST/GET/PUT /services/rest/record/v1/customer Create, retrieve, or update Customer records.
POST/GET/PUT /services/rest/record/v1/salesOrder Create, retrieve, or update Sales Order records.
GET/PUT /services/rest/record/v1/item Retrieve or update Item details (inventory, pricing).
POST/GET /services/rest/record/v1/invoice Create or retrieve Invoice records.
POST /services/rest/record/v1/customerPayment Create Customer Payment records.
POST /services/rest/record/v1/journalEntry Create Journal Entries for financial reconciliation.
POST (SOAP) /services/NetSuitePort20232/NetSuitePort General purpose SOAP endpoint for search, add, update, delete for most record types, often used for complex queries or bulk operations.

⚡ Transformation Logic

  • Data Type Conversion: Convert string values to numbers, dates, or booleans as required by target systems.
  • Field Concatenation/Splitting: Combine `firstName` and `lastName` into a `fullName` or split `address` into components.
  • Lookup & Enrichment: Look up NetSuite `internalId` for `Customer` or `Item` based on `externalId` from Heartland. Enrich data with default values.
  • Conditional Logic: Apply different mappings or actions based on specific data values (e.g., if `transactionType` is 'refund', create a credit memo).
  • Currency Conversion: Handle multi-currency transactions if applicable, often managed within NetSuite but requiring consistent input from Heartland.
  • GL Account Mapping: Map Heartland sales categories and payment methods to specific NetSuite General Ledger accounts for automated Journal Entry creation.

🛡️ Error Handling

  • NetSuite Governance Limit Exceeded: iPaaS automatically queues requests and retries with exponential backoff.
  • Heartland Payment Gateway Downtime: Transactions are held in a dead-letter queue and retried once service is restored, with alerts to operations.
  • Invalid Data Format: AI-powered validation identifies and attempts to correct minor issues; otherwise, the record is routed to a DLQ for manual review.
  • Duplicate Customer Record: Deduplication logic identifies potential duplicates, either merging automatically or flagging for review.
  • Network Interruption: iPaaS retries failed API calls with increasing delays until successful or a maximum retry limit is reached.
Pricing

Simple, transparent pricing for Heartland + NetSuite.

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
Support & Information

Frequently Asked Questions

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

General FAQs

▸ What is the primary benefit of integrating NetSuite and Heartland?
The primary benefit is achieving seamless financial automation and real-time data synchronization. This eliminates manual data entry, reduces errors, accelerates financial close processes, and provides a unified view of sales, payments, and customer data across your ERP and payment systems.

Security FAQs

▸ How does the integration handle sensitive payment card data (PCI DSS)?
The integration prioritizes PCI DSS compliance by leveraging Heartland's tokenization capabilities, ensuring raw card data is never stored in integrated systems. All data in transit is encrypted with TLS 1.2+, and the iPaaS platform itself is SOC 2 Type 2 compliant, adhering to the highest security standards.

Workflows FAQs

▸ Can I synchronize inventory levels between NetSuite and Heartland POS in real-time?
Yes, absolutely. Using an event-driven iPaaS, you can configure real-time bi-directional synchronization of inventory levels and product information (SKU, price, description) between NetSuite and your Heartland POS system. This prevents overselling, reduces stockouts, and ensures accurate product availability across all sales channels.
▸ How does the integration handle refunds and returns?
The integration automates refund processing. When a refund is initiated in NetSuite (e.g., creating a Credit Memo) or a customer service platform, the iPaaS automatically processes the corresponding refund through Heartland and ensures related financial records in NetSuite (e.g., Customer Payment reversal or Journal Entry) are updated accurately.

Technology FAQs

▸ What role does AI play in the NetSuite Heartland integration?
AI significantly enhances the integration by providing intelligent mapping suggestions, automated data validation and cleansing, anomaly detection for potential fraud or data errors, and smart error routing. This reduces manual configuration time, improves data quality, and transforms reactive issue resolution into proactive management.

Technical FAQs

▸ How are NetSuite's API governance limits managed during integration?
Our iPaaS is designed to intelligently manage NetSuite's API governance limits. It employs strategies like intelligent queuing, batching of requests, exponential backoff for retries, and can distribute API calls across multiple NetSuite integration users to ensure system stability and prevent service disruptions.

Customization FAQs

▸ Is custom field mapping supported between NetSuite and Heartland?
Yes, the iPaaS provides robust capabilities for mapping custom fields in both NetSuite and Heartland. Its visual mapping canvas allows you to easily connect and transform custom data fields, ensuring all your unique business data is accurately synchronized without coding.

Support FAQs

▸ What kind of support is available for the integration?
We offer comprehensive support models, including dedicated technical support, SLA options, and extensive self-service resources (documentation, knowledge base, community forums). Our team of integration experts is available to assist with setup, troubleshooting, and optimization.
Implementation Timeline

Go live with Heartland + NetSuite 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 NetSuite, 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 + NetSuite deployments.

Project Phases

Discovery
Configure & Map
Validate
Launch

Engagement Model

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

Pricing

Simple, transparent pricing for Heartland + NetSuite.

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
Next Steps

See Heartland + NetSuite 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