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Connect™

Unify Sage X3 & Heartland: Real-time ERP & Payment Automation

Streamline financial reconciliation, automate payment processing, synchronize inventory, and gain a 360-degree customer view with intelligent, low-code integration.

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The Challenge

The Disconnect Between Your ERP and Payment Operations

Operating Sage X3 and Heartland as separate systems creates significant operational inefficiencies and financial risks. Manual data transfer and reconciliation processes are not only time-consuming but also prone to costly errors, delaying critical business insights.

  • Delayed Financial Reporting: Manual entry of Heartland sales and payment data into Sage X3 slows down month-end close and impacts cash flow visibility.
  • Inaccurate Inventory: Discrepancies between Heartland POS/eCommerce inventory and Sage X3 lead to overselling, stockouts, and customer dissatisfaction.
  • Fragmented Customer Data: Inconsistent customer profiles across systems hinder personalized marketing, loyalty programs, and a unified customer experience.
  • Manual Reconciliation Errors: Reconciling daily payment settlements from Heartland with Sage X3 ledger entries is a tedious, error-prone task.
  • PCI DSS Compliance Risk: Handling sensitive payment data manually increases the surface area for security breaches and compliance violations.
  • Lack of Real-time Visibility: Absence of immediate data flow prevents proactive decision-making regarding sales performance, inventory levels, and customer behavior.
Integration Diagram
Solution Illustration
The Solution

Intelligent Integration: Bridging Sage X3 and Heartland with iPaaS & AI

Our iPaaS-powered integration solution provides a secure, scalable, and intelligent bridge between Sage X3 and Heartland. It leverages an event-driven architecture, low-code/no-code workflows, and AI-assisted capabilities to automate data synchronization, streamline financial processes, and deliver real-time operational insights.

  • Real-time Payment Transaction Synchronization
  • Automated Sales Order & Invoice Creation in Sage X3
  • Dynamic Inventory Level Updates
  • Customer Master Data Harmonization
  • Daily Sales & Settlement Batch Reconciliation
Implementation Timeline

Go live with Heartland + Sage X3 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 Sage X3, 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 + Sage X3 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 Payment Transaction Synchronization
  • Automated Sales Order & Invoice Creation in Sage X3
  • Dynamic Inventory Level Updates
  • Customer Master Data Harmonization
  • Daily Sales & Settlement Batch Reconciliation
  • AI-powered Anomaly Detection & Fraud Prevention
  • Secure, PCI DSS Compliant Data Handling

Technical Integration Details: Sage X3 & Heartland Connectivity

This integration relies on an iPaaS to orchestrate data flow between Sage X3's robust APIs and Heartland's payment and POS service APIs. It's designed for scalability, security, and real-time responsiveness, ensuring critical business data is always accurate and up-to-date across both systems.

Data Flow Steps

API Connectivity Setup: Establish secure connections to Sage X3 (OAuth 2.0/API Key) and Heartland (OAuth 2.0) within the iPaaS.

Event Listener Configuration: Configure iPaaS to listen for relevant events in both systems (e.g., Heartland webhooks for new payments, Sage X3 API polling for inventory changes).

Data Model Mapping: Visually map fields between Sage X3 entities (e.g., Sales Order, Customer, Product, Invoice, Payment, Journal Entry) and Heartland entities (e.g., Payment Transaction, Customer, Order, Product/SKU, Settlement Batch).

Transformation Logic Implementation: Apply necessary data transformations, aggregations, and business rules using the iPaaS's low-code tools.

Workflow Orchestration: Design multi-step workflows to handle complex scenarios like order-to-cash, including conditional logic and error handling.

Testing & Deployment: Thoroughly test workflows in a sandbox environment and deploy to production using controlled promotion pipelines.

Data Touchpoints

Heartland Payment Transaction <-> Sage X3 Payment / Invoice / Journal Entry
Heartland Order <-> Sage X3 Sales Order
Heartland Customer <-> Sage X3 Customer
Heartland Product/SKU <-> Sage X3 Product / Inventory
Heartland Settlement Batch -> Sage X3 Journal Entry
Heartland Employee -> Sage X3 Journal Entry (for Payroll)

"Heartland (Payment/POS Events) --[Webhook/API Trigger]--> iPaaS (Data Transformation & Validation) --[Sage X3 API Call]--> Sage X3 (ERP Data Update) AND Sage X3 (ERP Events) --[API Poll/Webhook]--> iPaaS (Data Transformation) --[Heartland API Call]--> Heartland (POS/Product Update)"

Pricing

Simple, transparent pricing for Heartland + Sage X3.

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 and Data Mapping for Sage X3 & Heartland

Understanding how core business entities map between Sage X3 and Heartland is crucial for a successful integration. Our iPaaS provides a visual mapping canvas to connect these disparate data structures, ensuring consistency and integrity.

Payment Transaction (Heartland) to Payment/Invoice (Sage X3)

Heartland's `Payment Transaction` represents a customer's payment. This needs to be recorded in Sage X3 as a `Payment` and/or linked to an `Invoice` for accounts receivable and reconciliation.

Heartland Fields

[field, NUM],[description, Payment Number (generated by X3 or mapped from Heartland orderId)] [field, PAYDAT],[description, Payment Date] [field, BPCNUM],[description, Customer Code (linked to Heartland customerId)] [field, CUR],[description, Currency] [field, AMT],[description, Payment Amount] [field, PAYTYP],[description, Payment Type (e.g., 'Credit Card', mapped from Heartland cardType)] [field, SIH.NUM],[description, Linked Sales Invoice Number]

Sage X3 Fields

[field, transactionId],[description, Unique Heartland transaction ID] [field, amount],[description, Transaction amount] [field, currency],[description, Currency of transaction] [field, transactionType],[description, Type of transaction (Sale, Auth, Capture, Refund)] [field, status],[description, Transaction status (Approved, Declined)] [field, cardType],[description, Type of card used (Visa, MC, etc.)] [field, last4],[description, Last 4 digits of card] [field, timestamp],[description, Date and time of transaction] [field, orderId],[description, Associated order ID from eCommerce/POS] [field, customerId],[description, Associated customer ID]

Mapping Notes

Heartland `transactionId` is often mapped to a custom field in Sage X3's `Payment` or `Invoice` for traceability. `cardType` maps to `PAYTYP`. `amount` and `currency` are direct matches. `orderId` is crucial for linking to Sage X3 `Sales Order` and `Invoice`.

Next Steps

See Heartland + Sage X3 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-Cash Automation with Heartland Payments

Automate the entire lifecycle from an online order placed on an eCommerce platform, processed by Heartland, to its final posting in Sage X3. This includes real-time inventory updates, customer creation, and financial ledger entries.

Integration Steps:

  1. 0 Customer places order on eCommerce platform.
  2. 1 Heartland processes payment via `/v1/payments/transactions`.
  3. 2 iPaaS captures Heartland `Payment Transaction` event via webhook.
  4. 3 iPaaS transforms order and payment data for Sage X3.
  5. 4 iPaaS creates/updates `Customer (BPC)` in Sage X3 via `/api/v1/customers/businessPartners`.
  6. 5 iPaaS creates `Sales Order (SOH)` in Sage X3 via `/api/v1/sales/salesOrders`.
  7. 6 iPaaS updates `Inventory (STO)` in Sage X3 via `/api/v1/products/products/{id}/stock`.
  8. 7 iPaaS posts `Invoice (SIH)` and `Payment (PAY)` to Sage X3 via `/api/v1/financials/invoices` and `/api/v1/financials/payments`.

Business Outcome

Faster order fulfillment, accurate revenue recognition, reduced manual data entry, real-time inventory visibility, and improved cash flow.

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-to-Cash Cycle
Automate the entire sales process from Heartland payment capture to Sage X3 invoice and payment posting, significantly reducing manual effort and speeding up cash flow.
Real-time Inventory Accuracy
Synchronize product and inventory data between Sage X3 and Heartland POS/eCommerce, preventing overselling, optimizing stock levels, and improving fulfillment.
Enhanced Financial Reconciliation
Automatically post Heartland sales and settlement data to Sage X3's General Ledger, eliminating manual reconciliation, reducing errors, and ensuring audit readiness.
Unified Customer Experience
Maintain consistent customer profiles across Sage X3 and Heartland, enabling personalized service, effective loyalty programs, and a 360-degree view of your customers.
Robust Data Security & Compliance
Ensure PCI DSS compliance for payment data and secure handling of PII through tokenization, encryption, and audited access controls across all integration points.
Operational Efficiency & Cost Savings
Eliminate manual data entry, reduce human errors, and free up staff for higher-value activities, leading to substantial operational cost reductions.
Agile Business Adaptability
Leverage low-code/no-code tools to quickly adapt integration workflows to new business requirements, payment methods, or sales channels without extensive IT involvement.
✨

Accelerated Order-to-Cash Cycle

30% Faster Cash Flow

📋 What You Get

Automate the entire sales process from Heartland payment capture to Sage X3 invoice and payment posting, significantly reducing manual effort and speeding up cash flow.

💼 Business Impact

This benefit directly contributes to 30% improvement in Faster Cash Flow, enabling your team to focus on high-value strategic initiatives.

Implementation Timeline

Go live with Heartland + Sage X3 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 Sage X3, 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 + Sage X3 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 /api/v1/sales/salesOrders Create new sales orders from Heartland transactions.
GET/PUT /api/v1/products/products/{id}/stock Retrieve or update real-time inventory levels.
POST /api/v1/financials/invoices Create new customer invoices based on Heartland sales.
POST /api/v1/financials/payments Record incoming customer payments from Heartland.
POST/PUT /api/v1/customers/businessPartners Create or update customer master records.
POST /api/v1/financials/journalEntries Post aggregated sales and payroll data to the GL.

⚡ Transformation Logic

  • Map Heartland `transactionType` to Sage X3 `PAYTYP` codes.
  • Combine Heartland `firstName`, `lastName` into Sage X3 `BPCNAM`.
  • Convert Heartland product `price` to Sage X3 `PRIUNI` with currency conversion if applicable.
  • Aggregate Heartland `Payment Transaction` details into Sage X3 `Journal Entry` lines (Debit Cash, Credit Sales, Credit Tax).
  • Apply conditional logic for customer creation: if `Heartland.customerId` not found in Sage X3, then create new `BPC`.

🛡️ Error Handling

  • API Rate Limit Exceeded: iPaaS automatically queues requests and applies exponential backoff.
  • Data Validation Failure: Message routed to dead-letter queue, alert sent, AI suggests correction.
  • Network Connectivity Issue: iPaaS retries transaction with increasing delay.
  • Duplicate Transaction: Idempotent operations or deduplication logic prevents re-processing.
  • System Downtime: Circuit breaker pattern prevents overwhelming the down system, alerts triggered.
Pricing

Simple, transparent pricing for Heartland + Sage X3.

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 Integration FAQs

▸ What is the best way to integrate Sage X3 with Heartland for payments?
The most effective method is using a modern iPaaS (Integration Platform as a Service). An iPaaS provides pre-built connectors for both Sage X3 and Heartland, enabling secure, real-time, event-driven synchronization of payment transactions, orders, and customer data without custom coding. It handles data transformation, error handling, and security.

Inventory Management FAQs

▸ Does this integration support real-time inventory updates between Sage X3 and Heartland POS?
Yes, absolutely. By leveraging Sage X3's APIs and an event-driven iPaaS, inventory changes in Sage X3 (e.g., goods receipts, sales order fulfillment) can trigger near real-time updates to Heartland POS. This ensures accurate stock levels are reflected across all sales channels, preventing overselling and improving customer satisfaction.

Security & Compliance FAQs

▸ How does the integration handle PCI DSS compliance for Heartland payment data?
Maintaining PCI DSS compliance is paramount. The integration prioritizes tokenization of card data within Heartland, ensuring raw card numbers are never stored in the iPaaS or Sage X3. All data in transit is secured with TLS 1.2+, and access controls, audit trails, and encryption at rest are strictly enforced within the iPaaS environment to meet compliance standards.

Financial Reconciliation FAQs

▸ Can I automate daily sales reconciliation from Heartland to Sage X3's General Ledger?
Yes. The iPaaS can extract daily `Settlement Batch` data from Heartland, aggregate sales by category and payment type, and automatically generate a corresponding `Journal Entry` in Sage X3. This eliminates manual data entry, significantly reduces reconciliation time, and ensures accurate financial postings for faster month-end close.

AI Enhancement FAQs

▸ What are the benefits of using AI in Sage X3 and Heartland integrations?
AI significantly enhances integration by providing intelligent automation for tasks like suggesting optimal field mappings, detecting anomalies in financial transactions (potential fraud), automatically validating incoming data against business rules, and autonomously handling common exceptions. This reduces manual effort, improves data quality, and provides predictive insights.

iPaaS Capabilities FAQs

▸ How do low-code/no-code tools help with this integration?
Low-code/no-code tools empower business users and citizen integrators to build, modify, and manage complex Sage X3 and Heartland integration workflows visually, without extensive coding. This accelerates development cycles, reduces reliance on IT, and allows business teams to quickly adapt integrations to evolving needs, such as adding new sales channels or payment methods.

Technical Details FAQs

▸ What kind of API authentication does Sage X3 support for integrations?
Sage X3 typically supports basic authentication for its older SOAP-based Web Services and OAuth 2.0 or API Key authentication for its newer RESTful APIs (especially in recent versions). For secure iPaaS integration, it's recommended to use OAuth 2.0 with an iPaaS for token management and granular access control, ensuring secure credential handling.

Error Management FAQs

▸ How does the integration handle errors and ensure data integrity?
A robust iPaaS provides comprehensive error handling features, including automatic retries for transient failures, dead-letter queues for unprocessable messages, detailed logging, and automated alerts. This ensures data integrity and enables proactive resolution of integration issues, preventing data loss and maintaining system consistency.
Implementation Timeline

Go live with Heartland + Sage X3 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 Sage X3, 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 + Sage X3 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 + Sage X3.

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 + Sage X3 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