When working with CRM and ERP integrations, timing is everything. The ability to sync any changes instantly between Salesforce and your ERP system ensures that your teams work with the most accurate and up-to-date information—whether it’s a new customer record, a quote update, or a closed opportunity.
With Rapidi’s integration platform, real-time data synchronization is possible using Salesforce Outbound Messages as triggers.
This article explains how Salesforce outbound messages can be used to create an instant sync between Salesforce and your ERP system, such as Microsoft Dynamics, Business Central, NAV, or others.
Why Real-Time Integration Matters
When integrating Salesforce CRM and your ERP system, timing is crucial. Instant synchronization ensures your teams always have the latest information—whether it’s a new customer, a quote update, or a closed deal.
What Are Salesforce Outbound Messages?
Outbound Messages are part of Salesforce’s declarative automation tools. They are used in workflow rules or approval processes to send SOAP messages to a designated external system when a specific change occurs on a record.
How It Works: Outbound Messages as Real-Time Triggers
So, Rapidi enables real-time data sync by leveraging Salesforce Outbound Messages to send updates to external systems (like your ERP) whenever specific changes occur - with no code required.
For example you can take advantage of the Salesforce Outbound Messages when:
- a new Account is created
- an Opportunity Stage is changed
- a Quote is marked as Approved
This message is sent automatically and contains the selected fields from the record.
Let's explore a little further on how Rapidi uses those Salesforce Outbound Messages to update your ERP data in real-time.
How Does Rapidi Use Outbound Messages for Instant Sync?
Rapidi listens for incoming messages from Salesforce. When an Outbound Message is sent:
- Salesforce detects a change on the relevant object (e.g., Account, Contact, Opportunity).
- An outbound message is triggered via a Workflow Rule or Process Builder.
- The message is sent to a secure Rapidi endpoint, which:
- Parses the message
- Identifies the record type and action
- Immediately executes the configured data transfer job
- Rapidi fetches the full record details (if needed) and pushes them to the destination ERP system.
No need to wait for a scheduled sync — the process happens in real time.
- Salesforce detects a change and triggers an Outbound Message via Workflow Rule or Process Builder.
- The message is sent to a secure Rapidi endpoint.
- Rapidi parses the message, identifies the action, and immediately executes the appropriate data transfer.
- Full record details are fetched (if needed) and pushed to your ERP—no waiting for scheduled syncs.
Key Use Cases for Triggered-Based Sync
Here are some examples of when instant sync via outbound messages is particularly useful:
- Instantly create a new Customer in ERP when added in Salesforce: The record is immediately pushed to the ERP as a new customer card.
- Push approved Quotes to ERP as Sales Orders in real-time: The approved quote is sent instantly to the ERP to create a sales order.
- Immediately update ERP Contact data when edited in Salesforce: The changes are reflected right away in the ERP contact master data.
Best Practices for Triggered Sync
- Limit the number of outbound messages per object to avoid conflicts and redundancies.
- Use filters in your workflow rule to only trigger syncs on meaningful changes.
- Avoid syncing on every field update—only use it when the data must be immediately reflected in the ERP.
- Ensure proper error handling in Rapidi to retry or report failed syncs.
IS SecurE to trigger those Real time Syncs?
Yes. Rapidi endpoints are protected via authentication and SSL encryption. You can also whitelist IPs to limit who can post to your sync endpoint.
Summary
Salesforce Outbound Messages offer a powerful way to trigger real-time, event-driven data syncs with your ERP system via Rapidi. This approach ensures your business systems are always aligned and that customer-facing teams work with the latest data—without waiting for batch schedules or manual exports.
By combining the automation power of Salesforce with the smart routing and processing capabilities of Rapidi, you can enable truly seamless data flow across your systems.
Read more about on how to trigger instant sync via Rapidi and as always if you need help setting this up feel free to contact the Rapidi Support Team
Watch this explainer video learn how to configure the instanc sync via Rapidi. In this presentation, Andreea explains the concept of real-time synchronization between Salesforce and other systems using Salesforce outbound messages with Rapidi.
Frequently Asked Questions (FAQ)
About the author
Andreea Arseni, Data Integration Consultant
Andreea has extensive experience with data and system integration projects. She is customer-oriented, possesses great technical skills and she is able to manage all projects in a professional and timely manner.
