Connecting Salesforce Sales Cloud with ERPNext for Real-Time Sales and Finance Alignment

CloudCache consulting helped a manufacturing company. They were facing operational strain due to disconnected systems. Our custom solution helped them with closed Won opportunities automatically created Sales Orders in ERPNext. Invoice and payment data synchronized back to Salesforce, giving account managers financial visibility. Product master and inventory data were aligned to improve quoting accuracy. Custom dashboards unified pipeline and revenue reporting.

The outcome included reduced manual effort, faster billing cycles, improved forecast accuracy, and shorter month-end reporting timelines.

About The Company

Our client is a manufacturing and distribution company. They serve industrial buyers across India and the Middle East. They supply customized components to OEMs and manage a mix of direct sales teams and channel partners.

Customer Challenges

At a surface level, everything seemed under control. Deals were closing. Invoices were being raised. Products were shipping. But when the management team tried to connect numbers across departments, inconsistencies started appearing.

The root issue was simple: Salesforce knew the customer journey. ERPNext knew the financial truth. They were not connected. Other issues were:

Disconnected Sales and Finance Data 

Sales teams were closing deals in Salesforce, but finance teams were generating invoices in ERPNext without direct system linkage.

• Opportunity data in Salesforce did not automatically convert into Sales Orders in ERPNext.
• Invoices and payment status from ERPNext were not visible to account managers in Salesforce.
• Revenue reports required manual data exports and spreadsheet reconciliation.

Manual Order Processing

Order booking involved multiple emails and manual entries between teams.

• Sales executives had to re-enter opportunity details into ERPNext after closure.
• Errors in manual entry led to billing discrepancies and credit note adjustments.

Inventory Visibility Issues

Sales representatives often committed delivery timelines without accurate stock visibility.

• Real-time inventory levels were only available inside ERPNext.
• Sales forecasts in Salesforce were not aligned with production planning in ERPNext.
• Backorders increased due to lack of coordinated planning.

Limited Reporting of Management

Higher authorities lacked a unified dashboard covering pipeline, order status, invoicing, and collections.

• Reports were generated separately from CRM and ERP.
• Finance and sales numbers did not always match during monthly reviews.
• Decision-making relied heavily on manual data validation.

Solutions

We assessed their system and decided to make a Salesforce Sales Cloud and integration, with structured two-way data synchronization.

The integration was built using secure REST APIs, custom middleware logic, and event-based automation.

Automated Opportunity to Sales Order Sync

This addressed the gap between closed deals and order execution.

• Configured Salesforce automation to trigger API calls when an opportunity reached “Closed Won.”
• Developed middleware logic to push customer, product, pricing, and tax details into ERPNext as a Sales Order.
• Implemented validation rules to ensure product codes and pricing structures matched ERPNext master data.

Real-Time Invoice and Payment Updates

This ensured sales teams had visibility into financial transactions.

• Created scheduled and event-based API integrations to fetch invoice status from ERPNext.
• Updated related Opportunity and Account records in Salesforce with invoice number, payment status, and outstanding amount.
• Built custom fields and related lists inside Salesforce to display ERPNext financial records for account managers.

Inventory and Product Data Synchronization

This helped align sales commitments with actual stock.

• Synced product master data from ERPNext into Salesforce to maintain SKU consistency.
• Integrated stock quantity updates at defined intervals for high-demand items.
• Enabled validation checks during quote creation to flag low-stock products.

Unified Reporting and Workflow Automation 

This improved decision-making across departments.

Designed custom Salesforce dashboards combining pipeline, order value, invoicing, and collections.

Results

The shift was noticeable within the first quarter after go-live. Not because dashboards looked better, but because conversations changed. Conversations during monthly reviews became shorter and more focused.

Key outcomes included:

• 35% reduction in manual order processing time through automated Sales Order creation.
• 20% improvement in invoice collection visibility, enabling proactive follow-ups by account managers.
• 32% drop in data correction cases
• 20% improvement in forecast alignment with production planning

Sales no longer had to chase finance for invoice updates. Finance no longer had to question CRM figures during board meetings.

Technology and Tools Used:

Salesforce Sales Cloud, ERPNext

Final Words

What made this engagement successful was the client’s willingness to openly discuss internal process gaps. CloudCache consulting delivered this custom solution with clarity, accuracy, and accountability between teams. By thoughtfully integrating  Salesforce Sales Cloud with ERPNext, we helped them remove repetitive manual work, improve financial visibility, and strengthen operational predictability. We continue to support them with enhancements and integration monitoring as their transaction volumes grow. With the right architectural planning , help of our Salesforce Professional resources library and practical execution, CRM and ERP systems can function as a unified operational engine rather than separate islands of information. You can go through our other clients' reviews on Upwork as well.