ERP and POS integration: connect your online store to your stock

In short: an ERP or POS integration keeps one stock count for your shop, your warehouse and your online store. Stock and prices come into the store from your software, and online orders go back into it on their own. In CloudCart each ready connector is an app under Apps, products are matched by SKU or barcode, and any other system connects through the API.

This guide is for sellers across Europe who run a shop, a restaurant or a warehouse next to their online store: what an integration moves, how often stock updates, how to avoid duplicates and which EU rules apply. Field names are as they appear in the CloudCart admin. For the basics of what an ERP system is, see ERP system: what it is and how it connects to an online store.

What an ERP, POS and warehouse integration does

An integration is an app that reads stock and prices from your business software and shows them in the online store, then sends online orders and customers back. Your software stays the master for stock. The store stays the master for orders, product descriptions and photos.

Integrations work in three ways: a direct connection over an API, a file connection through an FTP server, and a distributor catalogue that brings a supplier's products in with your markup.

Software	Type	Into the store	Back to the software	How often
Finale Inventory	Cloud warehouse management (WMS)	Products and stock from one chosen warehouse	Orders, optionally with stock reserved	Every 8 hours, orders on the chosen event
R-Keeper	Restaurant POS	Menu, stock per location	Orders and their payment	Catalogue every 8 hours, orders on the chosen event
Microinvest	Retail inventory and ERP	Products, stock, price from a chosen price field	In export mode: store data	On change or on manual sync
Barsy	POS and ERP for shops and restaurants	Catalogue, stock and prices per location	Orders on the chosen event	Catalogue every 8 hours, orders within seconds
Micro.bg	Cloud inventory and accounting	Stock and prices	Orders and customers, immediately	Every 3 minutes
Gensoft	ERP over SOAP	Catalogue, prices, stock	Orders, cancelled orders	Every 4 hours
SelMatic	Inventory and ERP	Stock, prices, categories	Orders sent by hand, one by one	Stock every 4 hours, categories every 8 hours
PosMaster	POS and inventory over FTP	Products, stock per warehouse	An order file	Once a day, orders on the chosen event
Colibri ERP	Cloud ERP over SOAP or REST	Products, categories, stock, price from a chosen price list	Nothing	Periodic import
IT4Profit (ASBIS), Polycomp	Distributor catalogue	Products, categories, prices with markup	Nothing	Catalogue every 24 hours, categories every 3 hours

Finale Inventory and R-Keeper are used internationally. Microinvest, Barsy, Micro.bg, Gensoft, SelMatic, PosMaster and Colibri are business software from Bulgaria and South-East Europe, and are most useful if you sell in or into that region. You need a licence for the software from its vendor; any ERP not on the list connects through the API.

Who needs it, and why the EU cares about your stock count

An integration pays off for sellers who import a supplier's catalogue. Three typical cases:

• A shop with a till and a website. The last unit sells at the till, and the website stops selling it at the next sync.
• A restaurant with online ordering. Website orders go straight into the POS with the chosen extras.
• An electronics store selling from a distributor. Products, prices and stock come in, and you set the markup.

If someone copies 30 online orders a day into the stock software and each takes 3 minutes, that is an hour and a half a day, or about 33 hours a month over 22 working days. With a connector the order arrives in the software by itself, and typing errors disappear.

Stock accuracy is also a legal matter in the EU. Under the Unfair Commercial Practices Directive 2005/29/EC, applied in all member states since 12 December 2007, Annex I point 5 lists "bait advertising" among practices that are always unfair: inviting customers to buy at a price while you have reason to think you cannot supply reasonable quantities. A product shown in stock for days after it sold out can drift into that territory during a campaign. Delivery has a deadline too: unless you agreed another date, EU consumer law expects goods within 30 days, and if you still fail after an extra deadline the customer can cancel and get a refund, as Your Europe explains.

Microinvest: connecting it to the online store

Microinvest Warehouse Pro is retail software for stock, sales and tills in shops and restaurants. It connects from Apps → Microinvest: you enter the licence identifier and API password on the Settings tab, choose the direction and the match field, and click Save. You need a paid Microinvest licence with its network module switched on. The plan limits are 100, 2,000 and 7,500 products and unlimited for Baby Pack, Starter Pack, CC Pro and CC Master (Pricing).

1. Enter the access details and choose the direction in Action. The Enable / Disable button lets you pause the sync without losing settings. import (default) brings Microinvest data into the store. export sends store data to Microinvest.
2. Choose Compare by. Barcode matches the first Microinvest barcode (BarCode1) with the variant barcode in the store. SKU or EAN matches the second barcode (BarCode2) with the variant SKU.
3. Choose the Price field. Microinvest has 10 price fields, PriceOut1 to PriceOut10, and PriceOut2 goes online by default. Your shop price can sit in PriceOut1 and your online price in PriceOut2.
4. Tick in Updates what Microinvest may change, such as name, description or category. Unticked fields stay under your control in the store.
5. Run the sync from the Status tab. Check Import history for created and updated products, then place a test order.

Important: Microinvest usually runs on an office server, so its API may need to be opened to the internet; limit access to known IP addresses or a VPN. The connector does not issue invoices; those come from invoicing in CloudCart or your accounting software.

Micro.bg: stock every 3 minutes

Micro.bg is cloud inventory and accounting software. It updates stock and prices every 3 minutes and receives every new, edited or deleted order immediately. The sync runs from the Micro.bg side: you copy an API key from Settings → API in CloudCart into Micro.bg, add the store address and start it. Micro.bg needs a licence for at least 2 users.

Barsy: POS and stock for shops and restaurants

Barsy connects from Apps → Barsy with a server URL, username and password, and refreshes the catalogue and stock every 8 hours. The Store Locations app must be installed first, because each Barsy location is linked to a location in the store.

After Validate credentials and connect, you choose the Action mode: Import and Sync imports the catalogue and keeps it updated, Sync only changes stock and prices of products already linked. Products match by ID, SKU or Barcode in the store against a Barsy field (article_id by default). You map payment and delivery methods, including Delivery with Glovo, and choose when the order goes to Barsy: New Order, Order complete, or Paid or Sent. Allow send order stops order sending without stopping the catalogue sync.

Each order goes to Barsy only once, even after several status changes. For restaurants, the Link modificators tab links Barsy modifier groups (size, extras, sauce) to product options in the store, so "pizza with extra cheese" arrives with the right extra.

R-Keeper: the restaurant POS and online orders

R-Keeper connects from Apps → R-Keeper with three fields: server URL, SID and Company ID. Like Barsy, it needs Store Locations, refreshes the menu every 8 hours and sends each order to the POS at the event you choose.

Each R-Keeper location is linked to a store location. Products match by SKU, Barcode or ID in the store against ID or Code in R-Keeper, and the order is sent at New Order, Sent, Paid or Order complete (the default). Payment types are mapped one to one, and delivery is Personal delivery or Delivery with Glovo.

R-Keeper receives the order first and the payment separately, when the order is paid or completed. How a restaurant takes orders on its own website is on the page online ordering for restaurants.

Gensoft: SOAP connection every 4 hours

Gensoft connects from Apps → Gensoft with the SOAP service address (WSDL url), an employee login and a password, which are checked before saving. The catalogue updates every 4 hours, and each import brings only what changed since the last one. Works with sets whether stock is kept in batches or characteristics, and the Diagnostics tab helps when something does not sync.

PosMaster and SelMatic

PosMaster exchanges files with the store through an FTP server and syncs the catalogue and stock once a day. Several warehouse folders can feed one store. Only plain FTP is supported, so protect the server with a firewall or VPN. PosMaster has no protection against double sending: each matching status change writes a new file, so the software must recognise orders by number.

SelMatic updates stock and prices every 4 hours and categories every 8 hours. Orders do not go to SelMatic automatically; they are sent by hand, one at a time.

IT4Profit and Polycomp: distributor catalogues with markup

IT4Profit (ASBIS) and Polycomp import the distributor's catalogue with categories, prices and stock, and you add a markup in percent. Data flows only into the store; orders do not go to the distributor. IT4Profit allows a markup per category from 0 to 500%; with Polycomp you pick a price column and its stock statuses become quantities. Both import up to 100, 500, 500 and 1,000 products on Baby Pack, Starter Pack, CC Pro and CC Master.

Colibri ERP and Finale Inventory

• Colibri ERP imports products, categories and stock over SOAP or REST, with a chosen price list, markup and category mapping. Orders stay in CloudCart.
• Finale Inventory: warehouse and mode. You enter the account name, username and password, pick the warehouse (facility) and the mode: import products with stock, or update quantities only. Products are matched by Product ID, UPC or EAN in Finale against SKU in the store.
• Finale Inventory: orders. With Commit orders, each website order reserves stock in Finale Inventory the moment it is placed. An order prefix separates online orders from other channels.

How often stock syncs

Stock follows the rhythm of the software: from every 3 minutes with Micro.bg to once a day with PosMaster and the distributor catalogues. Microinvest sends data on change or when you run a manual sync. Orders reach the POS systems right after the chosen event, usually within seconds.

With a slow cycle, the last unit can stay on the website until the next sync. Run a manual sync before campaigns, keep a separate website quantity on fast sellers, and switch off selling at zero stock for items you cannot deliver later.

What happens when a product does not match

If a product code from the software does not match an SKU or barcode in the store, the sync creates it as a new product, and that is where duplicates come from. After the first link, each connector keeps its own record of "product in the software ↔ variant in the store", so changing an SKU later does not break it. Clean barcodes help most; the guide to EAN barcodes and GS1 covers them.

• Manual linking. In Gensoft, R-Keeper and PosMaster the products tab links one store product to one product in the software.
• Reset import in Microinvest unlinks all products without deleting them and cannot be undone. In Barsy and Gensoft it re-imports everything and keeps the links.

Important: after Reset import in Microinvest, make sure Compare by points to a field that is filled in on both sides before you import again. Otherwise the import creates duplicates.

Without a ready connector: API, imports and the admin

If your ERP or warehouse system has no app in CloudCart, there are three routes:

• The CloudCart API. Your developer or your software vendor connects it with an API key from Settings → Api keys. The API is included from Starter Pack up, with 50, 100 and 150 requests per minute on Starter Pack, CC Pro and CC Master. Documentation is at cloudcart.dev.
• CSV and XML import. For a supplier feed or a scheduled export from your software, see the guide to product import from CSV and XML.
• Stock in the admin. In Products → Inventory each tracked product and variant is a row with quantity, price, SKU and barcode, and bulk actions update many rows at once. Store Locations keeps stock per location. More on warehouses and outsourced logistics is on the page Inventory, fulfillment and ERP and in the guide to fulfillment and 3PL warehouses.

Any system that receives your customers' names and addresses from the store, an ERP included, processes personal data on your behalf. GDPR (applied since 25 May 2018) requires a contract with such a processor under Article 28, so check that your software vendor's data processing agreement covers the order data it receives. If you also invoice EU businesses abroad from your ERP, note that the VAT in the Digital Age package, Directive (EU) 2025/516, brings digital reporting for intra-EU B2B transactions from 1 July 2030. The guide to e-invoicing explains what that means for an online store.

Stock checks with an AI assistant

An AI assistant connected to the store with a PAT token reads products, stock and orders, and does the checks around a sync in seconds. Claude Code, ChatGPT/Codex, Gemini CLI, Cursor or VS Code get exactly the rights you grant. The token is created in Settings → PAT Tokens, by the store owner only, as Read Only, Full Access or selected resources such as inventory or orders, with an optional expiry date and allowed IP addresses.

Comparing 500 products by hand at 20 seconds a row takes about 2 hours 45 minutes; the assistant returns only the rows that differ.

Examples: "Show me variants without an SKU or barcode", "Here is the stock export from my software; which products have a different quantity in the store?" or "Which Black Friday products have stock below 3?"

The assistant can also calculate days of cover (stock ÷ average daily sales): a product with 8 days of stock and a 10-day supplier lead time will be missing for at least 2 days. Step-by-step setup is in the guide to managing your online store with Claude.

Good practice when connecting your stock

1. Clean up codes first. Every variant has an SKU or barcode, identical in the store and in the software.
2. Decide which system owns each field. The usual split: the software owns stock and price, the store owns names, descriptions and photos.
3. Run promotions in one place. If the software owns the price, make the online promotion a discount in the store, or the sync will overwrite it.
4. Test with one order. Order on the website, find it in the software, then cancel it and check that stock returns.
5. Watch the logs. Import history and the order history show every sync and every error.

Selling in several countries with a separate store per language and currency? Stock and catalogue setup for that is covered in the guide to multilingual and multi-currency stores.

Mistakes to avoid

• An empty or wrong Compare by. The most common cause of duplicates with Microinvest.
• Barsy or R-Keeper without Store Locations. The app does not start until locations exist.
• A Microinvest server or PosMaster FTP open to everyone. Restrict access by IP or use a VPN.

Frequently asked questions

Have a question about connecting your stock software? Write to us at support@cloudcart.com.