If you’ve ever tried to get two big systems to talk to each other—like Sap and Salesforce—you know it’s rarely as easy as the sales decks promise. This guide is for admins, architects, and IT folks who want practical, real-world steps for syncing data between Sap and Salesforce without losing your mind (or your weekends).
Here’s how to get it done, what pitfalls to dodge, and which “best practices” are actually worth your time.
1. Know What You’re Syncing—And Why
Before you touch a connector or write a line of code, get crystal clear on what data really needs to move between Sap and Salesforce. The biggest messes start when people try to sync everything they could sync, instead of what they actually need.
Start here: - Make a short list of the objects/tables that need to move—customers, orders, products, invoices, whatever. - For each, figure out if you need real-time sync, near real-time, or batch (once a day, etc.). - Ask: Who needs this data, in which system, and for what purpose?
Pro tip: Less is more. Every extra field you sync is another place for things to break or get out of whack.
2. Pick the Right Integration Approach
There are three main ways to connect Sap and Salesforce. Each has trade-offs. Don’t let vendors push you toward the shiniest option—pick what fits your real needs.
a. Middleware/Integration Platforms
Tools like MuleSoft, Dell Boomi, or SAP’s own PI/PO are popular because they handle a lot of the plumbing and error handling for you.
- Best for: Complex logic, multiple systems, or when you already have middleware in place.
- Watch out for: High licensing costs, steep learning curves, and “middleware sprawl.”
b. Direct API Integrations
You can connect Salesforce directly to Sap’s APIs (or vice versa), usually using REST or SOAP calls.
- Best for: Simple, point-to-point flows where you control both ends.
- Watch out for: API limits, custom code maintenance, and versioning headaches.
c. File-Based Integration
Still surprisingly common—especially for nightly/batch syncs. Data gets dumped to a file (CSV or XML), then imported by the other system.
- Best for: Large, infrequent data loads or when you’re working with legacy Sap modules.
- Watch out for: Data lag, file format mismatches, and manual clean-up.
Reality check: Most mature organizations use a mix of these, depending on the data and business need. Don’t feel pressured to go “all in” on any one approach.
3. Map Your Data—Don’t Assume It Matches
Sap and Salesforce speak different languages. Field names, data types, and even the meaning of “customer” can be wildly different. Don’t skip the mapping step.
How to do it right: - Build a data mapping document—yes, an actual spreadsheet—listing each field, its data type, and any transformation rules. - Watch for differences in date formats, IDs (numeric vs. alphanumeric), currencies, and picklist values. - Decide how you’ll handle missing or dirty data. Will you clean it in Sap, Salesforce, or during the transfer?
Pro tip: If you can’t map a field 1:1, don’t just “make it fit.” Sometimes it’s better to leave a field out than to force bad data across.
4. Handle Data Quality Early (Or Pay Later)
Bad data in one system will turn into bad data in both if you just sync it blindly. Integration won’t fix data problems—it’ll multiply them.
What to do: - Run data quality reports before you connect anything. - Clean up duplicates, invalid emails, and inconsistent values. - Set up error handling for records that fail validation—don’t just drop them silently.
Honest advice: No one ever regrets spending time on data quality up front. Everyone regrets skipping it.
5. Set Up Error Handling and Monitoring From Day One
Things will go wrong. Syncs will fail. Someone will enter weird characters. Plan for it.
Minimal error handling looks like: - Logging every sync attempt and result (success/failure). - Sending alerts for failures—don’t rely on someone remembering to check. - Clear, actionable error messages (not just “integration failed”). - A simple way to reprocess failed records without manual data entry.
Pro tip: If you’re using middleware, use its built-in monitoring tools. But don’t assume they’re set up out of the box—double check.
6. Start Small and Build Iteratively
Don’t try to sync every object, every field, and every process all at once. Start with the most critical flows, get them working, then expand.
- Pick a single object (like Account/Customer) and get end-to-end sync working.
- Test with real (but anonymized) data—edge cases, weird characters, and all.
- Get feedback from end users before rolling out more fields or objects.
Common mistake: “Big bang” integrations almost always blow up. Go step by step.
7. Pay Attention to Security and Compliance
When you’re moving customer or financial data between Sap and Salesforce, make sure you’re not opening up security holes.
- Use encrypted connections (HTTPS, SFTP).
- Limit which data is transferred—don’t sync sensitive fields unless you have to.
- Control who can trigger or access the integration jobs.
- Audit data transfers regularly—especially if you’re subject to GDPR, HIPAA, or similar.
8. Document Everything (No, Really)
Future you (or the next admin) will thank you for this.
- Document all mappings, logic, error handling, and schedules.
- Keep integration credentials in a safe (not in someone’s email).
- Write down why certain fields are (or aren’t) synced—context gets lost fast.
What to Ignore (Most of the Time)
- “Zero code” integration promises: There’s always some configuration or code needed, especially for error handling and custom business logic.
- Overly generic templates: Prebuilt connectors can save time, but rarely fit your business 100%. Expect to customize.
- Syncing everything, just because: If no one uses the data in both systems, don’t waste time syncing it.
Wrapping Up
Integrating Sap with Salesforce isn’t magic, and it’s almost never “seamless” right out of the box. Focus on the basics: know your data, keep things simple, and build in error handling from the start. Iterate as you go, document what you do, and don’t be afraid to say “no” to syncing fields no one actually needs.
Stick to what matters, automate the annoying parts, and you’ll save yourself a lot of late nights and grumpy emails down the line.