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Unify Retail Operations & Customer Relationships: Heartland & Salesforce Integration

Drive seamless customer experiences, automate order-to-cash, and gain a 360° view with intelligent, real-time data synchronization between your Heartland POS/OMS and Salesforce CRM.

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The Challenge

The Disconnect: Why Disjointed Systems Hurt Your Business

In today's fast-paced retail and service landscape, operating Heartland POS/OMS and Salesforce CRM as isolated systems creates significant operational inefficiencies and missed opportunities. This disconnect leads to fragmented customer data, manual processes, and delayed insights, hindering your ability to deliver exceptional experiences and drive growth.

  • Fragmented Customer Data: Incomplete customer profiles across POS and CRM.
  • Manual Data Entry: Tedious and error-prone transfer of orders, payments, and customer details.
  • Inaccurate Inventory: Discrepancies between POS and sales forecasts leading to overselling or stockouts.
  • Delayed Insights: Slow access to critical sales and customer behavior data for decision-making.
  • Inefficient Reconciliation: Lengthy and complex financial processes for payments and refunds.
  • Missed Sales Opportunities: Sales teams lacking real-time customer purchase history for upselling/cross-selling.
Integration Diagram
Solution Illustration
The Solution

The Unified Advantage: Heartland & Salesforce Integration Powered by iPaaS

Our intelligent integration solution bridges the operational power of Heartland with the customer relationship strength of Salesforce. Built on a modern iPaaS, it provides a flexible, scalable, and secure platform for real-time data synchronization and workflow automation, transforming your business operations and customer engagement.

  • Bi-directional data synchronization for key entities
  • Event-driven architecture for real-time updates
  • Low-code/no-code workflow builder for rapid deployment
  • AI-assisted data mapping and validation
  • Robust error handling and monitoring
Implementation Timeline

Go live with Heartland + Salesforce 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 Salesforce, 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 + Salesforce 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 for key entities
  • Event-driven architecture for real-time updates
  • Low-code/no-code workflow builder for rapid deployment
  • AI-assisted data mapping and validation
  • Robust error handling and monitoring
  • Scalable cloud-native infrastructure
  • Pre-built connectors for Heartland and Salesforce APIs

Deep Dive: Heartland & Salesforce Integration Architecture

Our integration leverages a robust, event-driven architecture facilitated by a modern iPaaS, ensuring secure, scalable, and real-time data exchange between Heartland and Salesforce. This approach prioritizes API-first connectivity, intelligent data transformation, and comprehensive error handling.

Data Flow Steps

Event Trigger: A significant event occurs in either system (e.g., new order in Heartland, customer update in Salesforce).

Webhook/Event Capture: Heartland's webhooks (`order.created`, `payment.succeeded`, `inventory.updated`) or Salesforce's Platform Events/Change Data Capture (CDC) notify the iPaaS.

Data Retrieval: The iPaaS makes an API call to the source system to retrieve the full event payload and related entity data.

Data Transformation & Validation: The iPaaS's visual mapping canvas and AI-assisted transformers normalize the data to a canonical model, apply business logic, and validate against predefined rules.

Data Routing & Enrichment: Transformed data is routed to the target system. The iPaaS can enrich data (e.g., add Salesforce Account IDs to Heartland Customer records) before pushing.

Target System Update: The iPaaS performs an API call (e.g., POST, PATCH, UPSERT) to the target system's relevant endpoint (e.g., Salesforce `/sobjects/Order`, Heartland `/v1/customers`).

Confirmation & Error Handling: The iPaaS receives confirmation or an error response. Successful transactions are logged; failures trigger retry mechanisms or dead-letter queues with alerts.

Monitoring & Analytics: All integration activities, data volumes, and performance metrics are captured in iPaaS dashboards for real-time monitoring and historical analysis.

Data Touchpoints

Heartland: Orders, Payments, Customers, Products, Inventory, Refunds
Salesforce: Accounts, Contacts, Opportunities, Orders, Product2, PricebookEntry, Cases, Leads, Payment (Custom Object)

"Heartland Events (Webhooks) <--> iPaaS (Connectors, Mappers, Transformers, AI) <--> Salesforce Events (Platform Events/CDC) & APIs. Data flows bi-directionally for Customer, Order, Product, Inventory, Payment, and Refund entities, with real-time logging and alerting."

Pricing

Simple, transparent pricing for Heartland + Salesforce.

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 Data Mapping

Seamless integration relies on precise mapping of core business entities between Heartland and Salesforce. Our iPaaS provides a visual, AI-assisted mapping canvas to ensure data integrity and consistency, even across complex custom fields.

Customer / Account & Contact

Synchronizes customer profiles for a unified view. Heartland's 'Customer' entity contains core demographic and contact info, which maps to Salesforce's 'Account' (for businesses) and 'Contact' (for individuals).

Heartland Fields

CustomerID (Key) FirstName LastName Email Phone BillingAddress ShippingAddress LoyaltyPoints

Salesforce Fields

Account.ExternalID_c (Custom) Account.Name Account.BillingAddress Account.ShippingAddress Contact.ExternalID_c (Custom) Contact.FirstName Contact.LastName Contact.Email Contact.Phone Contact.AccountId Contact.LoyaltyPoints_c (Custom)

Mapping Notes

CustomerID from Heartland is typically mapped to a custom `ExternalID_c` field on both Salesforce Account and Contact for unique identification and upsert operations. Requires robust deduplication logic based on email or phone. Address mapping needs careful component-level transformation.

Next Steps

See Heartland + Salesforce 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.

Heartland POS Customer Sync to Salesforce Contact/Account

Automatically create or update Salesforce Contacts and Accounts when a new customer is added or an existing one is modified in Heartland POS. This ensures your sales and marketing teams always have the most current customer information.

Integration Steps:

  1. 0 Customer record created/updated in Heartland POS.
  2. 1 Heartland webhook (`customer.updated`) triggers the iPaaS flow.
  3. 2 iPaaS retrieves customer data from Heartland.
  4. 3 Data is transformed and mapped to Salesforce Account and Contact objects.
  5. 4 iPaaS performs an upsert operation in Salesforce using an `ExternalID_c` to prevent duplicates and ensure updates.
  6. 5 Salesforce Account/Contact record is created or updated.

Business Outcome

Unified customer database, consistent customer communication, improved personalization for marketing and sales efforts.

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 (360°)
Consolidate customer profiles, purchase history, and service interactions from Heartland into Salesforce, creating a single source of truth for every customer.
Automated Order-to-Cash Cycle
Automate the flow of orders from Heartland to Salesforce, and payment details for reconciliation, reducing manual effort and accelerating revenue.
Real-time Inventory Accuracy
Synchronize inventory levels from Heartland to Salesforce (and connected eCommerce) in real-time, preventing overselling and optimizing stock management.
Enhanced Sales & Service Effectiveness
Empower sales and service teams with immediate access to complete customer purchase history and preferences, enabling personalized interactions.
Accelerated Financial Reconciliation
Automate the transfer of Heartland payment and refund data to Salesforce for streamlined financial reporting and quicker month-end close.
Reduced Operational Costs
Eliminate manual data entry, reduce errors, and free up staff to focus on higher-value activities, significantly lowering operational overhead.
Rapid Integration & Agility
Leverage low-code/no-code tools and AI assistance to quickly build, deploy, and adapt integrations, responding faster to market changes.
✨

Unified Customer View (360°)

25-30% Increase in Customer Lifetime Value

📋 What You Get

Consolidate customer profiles, purchase history, and service interactions from Heartland into Salesforce, creating a single source of truth for every customer.

💼 Business Impact

This benefit directly contributes to 25-30% improvement in Increase in Customer Lifetime Value, enabling your team to focus on high-value strategic initiatives.

Implementation Timeline

Go live with Heartland + Salesforce 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 Salesforce, 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 + Salesforce 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 /v1/orders Create new sales orders (e.g., from Salesforce Opportunity), retrieve order details, and update fulfillment statuses (e.g., from eCommerce).
POST, GET /v1/payments Process new payments (less common directly from Salesforce), retrieve transaction details, and manage payment statuses for reconciliation.
POST, GET, PUT /v1/customers Create, retrieve, and update customer profiles. Essential for synchronizing with Salesforce Accounts/Contacts.
GET, PUT /v1/products Retrieve product catalog information and update product details or pricing (less common, usually via PIM or master data).
GET, PUT /v1/inventory Query and update stock levels for specific SKUs or locations. Critical for real-time inventory synchronization.
GET /v1/reports/transactions Access daily/monthly transaction summaries for financial reconciliation and reporting.
POST /v1/webhooks Register and manage webhooks for real-time event notifications (e.g., `order.created`, `payment.succeeded`, `inventory.updated`).

⚡ Transformation Logic

  • Field Concatenation/Splitting: Combining First Name and Last Name from Heartland into Salesforce's 'Name' field, or splitting Heartland 'Full Address' into Salesforce 'Street', 'City', 'State', 'Zip'.
  • Data Type Conversion: Converting Heartland numeric 'Price' to Salesforce 'Currency' field, or date string formats.
  • Picklist Value Mapping: Translating Heartland 'Order Status' values (e.g., 'Completed', 'Processing') to Salesforce 'Status' picklist values.
  • Conditional Logic: Apply different mappings or actions based on data values (e.g., if Heartland 'Customer Type' is 'Business', create Salesforce 'Account'; else, create 'Contact').
  • Data Enrichment: Performing lookups to get a Salesforce `AccountId` based on a matching Heartland `CustomerID` before creating a new Order.

🛡️ Error Handling

  • API Rate Limit Exceeded: iPaaS automatically queues requests and retries with backoff.
  • Data Validation Failure: Missing mandatory field (e.g., Salesforce 'Account Name'). Data is quarantined, alert sent.
  • Network Connectivity Issues: Transient errors trigger retries; persistent issues trigger alerts.
  • Duplicate Record Creation: Handled by `ExternalIDc` and UPSERT operations; flagged if `ExternalIDc` is missing or invalid.
  • Schema Mismatch: Detected during mapping, often caught in Dev/QA environments with AI suggestions.
  • Unauthorized Access: Blocked by OAuth 2.0, alerts triggered for failed authentication attempts.
Pricing

Simple, transparent pricing for Heartland + Salesforce.

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 Heartland with Salesforce?
The most effective approach is to use a modern iPaaS (Integration Platform as a Service) platform. This allows for API-first, event-driven integration, ensuring real-time synchronization of customer profiles, orders, inventory, and payments between Heartland POS/OMS and Salesforce CRM. An iPaaS also provides low-code/no-code tools, robust error handling, and scalability.

Business Value FAQs

▸ How does this integration help achieve a 360-degree customer view?
By synchronizing Heartland's 'Customer' data (including purchase history and contact information) with Salesforce 'Accounts' and 'Contacts', the integration creates a unified customer profile. Sales and service teams gain immediate access to a complete view of every customer interaction and transaction, enabling personalized engagement and improved service.

Workflows FAQs

▸ Can I automate order processing from my eCommerce platform through Heartland to Salesforce?
Absolutely. If your eCommerce platform syncs orders to Heartland, our integration can detect new orders in Heartland via webhooks and automatically create corresponding 'Order' records in Salesforce. This streamlines the entire order-to-fulfillment process and provides sales teams with full visibility into customer purchases.

Financial Integration FAQs

▸ How is payment and refund data handled between Heartland and Salesforce?
Payment and refund data from Heartland (e.g., successful transactions, refunds completed) is captured via webhooks and synchronized to a custom 'Paymentc' object in Salesforce. This provides detailed financial transaction visibility within your CRM, simplifying reconciliation and enabling comprehensive sales reporting. PCI DSS compliance is ensured through tokenization.

Customization FAQs

▸ What if I have custom fields in Heartland or Salesforce?
Our iPaaS solution offers robust support for custom fields in both systems. The visual mapping canvas allows for easy drag-and-drop mapping of custom fields. AI-assisted mapping can even suggest appropriate connections for similarly named custom fields, ensuring all your unique business data is synchronized.

Technical FAQs

▸ How do you handle API rate limits for Heartland and Salesforce?
Our iPaaS incorporates intelligent rate limit management strategies. This includes dynamic queuing of API requests, exponential backoff for retries, and leveraging bulk APIs (like Salesforce Bulk API 2.0 and Composite/Batch API) for large data loads. This ensures optimal throughput while respecting both systems' API limits, preventing service interruptions.

Security & Compliance FAQs

▸ What are the security best practices for integrating Heartland payment data?
Security is paramount. We adhere strictly to PCI DSS compliance, utilizing Heartland's tokenization services so raw card data is never stored or processed. All data in transit is encrypted with TLS 1.2+, and data at rest is AES-256 encrypted. OAuth 2.0 with the principle of least privilege is used for authentication, and credentials are stored securely in an encrypted vault.

Low-code FAQs

▸ Can business users build and manage these integrations without extensive coding?
Yes. Our solution leverages low-code/no-code iPaaS capabilities. Business users and citizen integrators can visually design, build, and manage complex integration workflows using drag-and-drop interfaces, pre-built connectors, and AI-assisted tools. This significantly reduces reliance on IT and accelerates time-to-market for new automations.
Implementation Timeline

Go live with Heartland + Salesforce 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 Salesforce, 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 + Salesforce 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 + Salesforce.

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 + Salesforce 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