Sync supplier contacts and details across systems

Purpose

1. Eliminate manual entry by synchronizing supplier contacts, addresses, phone numbers, and terms across inventory, accounting, POS, procurement, and communications platforms.

2. Maintain up-to-date supplier records, reduce errors, and enable timely updates reflecting changes from any synchronized system.

3. Ensure all relevant departments (purchasing, finance, restaurant floor, kitchen) have instant access to consistent and accurate supplier information for seamless ordering, invoicing, and reporting.

4. Enable onboarding of new suppliers in one location to automatically distribute data to all critical business systems, reducing administrative workload and compliance risk.

Trigger Conditions

1. New supplier creation in any connected platform (inventory, ERP, accounting, POS, email, CRM, or procurement portal).

2. Update or edit of existing supplier details on any linked account.

3. Scheduled synchronization at defined intervals (hourly, daily).

4. Manual sync initiation by staff for urgent updates.

5. Supplier record deletion or deactivation in any primary source system.

Platform Variants

1. QuickBooks Online

• API: "Create or Update Vendor" — POST/PUT /v3/company/{companyId}/vendor
  
• Configure to add/edit supplier whenever changes are detected elsewhere.
  

2. Xero

• API: "Contacts" endpoint — PUT /contacts/{contactID}
  
• Push updated supplier records from other sources directly.
  

3. Square POS

• Inventory > Suppliers — Import/Update via API “Batch Upsert Catalog Objects”
  
• Sync supplier details to Square’s supplier directory.
  

4. Clover

• Feature: “Supplier Management” API — POST/PUT /v3/merchants/{mId}/suppliers
  
• Enable automatic addition and updating of supplier profiles.
  

5. Lightspeed

• Retail Supplier endpoint — POST/PUT /suppliers.json
  
• Send supplier data on add/edit events.
  

6. Zoho Inventory

• API: “Contacts” — PUT /contacts/{contact_id}
  
• Reflect any cross-platform edits into Zoho Inventory.
  

7. Microsoft Dynamics 365 Business Central

• API: “Vendors” — PATCH /vendors/{id}
  
• Auto-push new/changed supplier data here.
  

8. SAP Business One

• Service Layer: BusinessPartners endpoint — PATCH /BusinessPartners('{CardCode}')
  
• Update supplier master data based on triggers.
  

9. Oracle NetSuite

• REST API: Vendor endpoint — PATCH /record/vendor/{id}
  
• Sync supplier contacts regularly.
  

10. Google Contacts

• People API — POST/PUT /v1/people:createContact / updateContact
  
• Automatically maintain a current supplier directory.
  

11. HubSpot

• Contacts API — PATCH /crm/v3/objects/contacts/{contactId}
  
• Suppliers as contacts; distribute updated information.
  

12. Salesforce

• API: SObjects — PATCH /services/data/vXX.X/sobjects/Account/{supplierId}
  
• Ensure supplier records are consistent.
  

13. Trello

• Custom Fields Power-up — Populate supplier card fields using API PUT /cards/{id}/customField/{fieldId}/item
  
• Maintain supplier tracking boards in sync.
  

14. Airtable

• Base API — PATCH /v0/{baseId}/Suppliers/{recordId}
  
• Integrate and update supplier table.
  

15. Monday.com

• Boards API — mutation change_column_values(board_id, item_id, column_values)
  
• Reflect supplier changes on project management boards.
  

16. Slack

• API: conversations.list and chat.postMessage — Notify specific channels on supplier updates.
  
• Alert staff to changes or additions in real time.
  

17. Gmail (Google Workspace)

• API: Users.settings.sendAs — POST to push updated supplier emails/aliases to contacts.
  
• Synchronize supplier communications setup.
  

18. Dropbox

• API: Files — POST /files/upload
  
• Automatically create a supplier folder and upload reference docs.
  

19. Box

• API: Users/Groups — POST /folders to generate supplier documentation folders.
  
• Keep supplier docs matched with master records.
  

20. Supplier Portal (Custom or SaaS, e.g., Precoro)

• API: Suppliers — PATCH /api/suppliers/{supplierId}
  
• Automate channeling updates from internal to supplier-facing systems and vice versa.
  

Benefits

1. Data consistency ensures all systems reflect the most current supplier information.

2. Reduced manual entry and human error in supplier records management.

3. Quicker onboarding for new suppliers across all platforms.

4. Streamlined end-to-end procurement, invoicing, and compliance tracking.

5. Improved team efficiency and reduced interdepartmental coordination burdens.