Biexus Integration & Orchestration Platform

MLT-Consulting proposes the Biexus Integration & Orchestration Platform as the middleware layer to connect the client's Salesforce CRM environment with their Sage accounting/ERP system. Biexus is designed to sit between business applications — not to replace them — orchestrating the flow of data, applying business rules, and providing operational visibility across integrated systems.

The proposed initial scope covers the synchronisation of customer accounts and contacts, publication of product and price-list data, creation of sales orders or invoices from closed-won opportunities, and the return of financial status information to Salesforce. This document outlines the proposed architecture, data flows, implementation approach, and a 44-hour estimated effort for one initial orchestration use case.

Business objectives

• Ensure customer account and contact information is consistent between Salesforce and Sage.
• Make product and price-list data from Sage available to sales users in Salesforce.
• Automate the creation of sales orders or invoices in Sage when opportunities are won in Salesforce.
• Provide sales teams with real-time visibility into invoice status, payments, and account standing.
• Reduce manual data entry, eliminate duplicate records, and minimise reconciliation effort.

Integration challenges addressed

• Data silos: Customer, product and financial data locked in separate systems with no automated exchange.
• Manual rekeying: Sales and finance teams duplicate effort entering the same data in both systems.
• Inconsistency: Differing account numbers, credit terms and product codes across systems cause errors.
• Limited visibility: Sales teams cannot see outstanding balances or payment status without requesting reports from finance.
• Scalability: As transaction volumes grow, manual processes become unsustainable.

Biexus is an integration and orchestration platform that connects enterprise applications through their APIs. Rather than replacing existing systems, Biexus acts as a middleware layer that reads from and writes to each connected system according to configurable workflows and business rules.

The platform is designed to handle the full lifecycle of an integration: connecting to source and destination systems, mapping and transforming data between different schemas, orchestrating multi-step workflows, applying validation and business rules, handling errors and retries, and providing logging and monitoring for operational visibility.

The proposed solution connects Salesforce and Sage through Biexus, with bi-directional data flows tailored to each integration use case. Biexus manages API connections to both systems, maps and transforms data between their respective schemas, and orchestrates workflows that respond to events in either system.

The solution is designed to be extensible: additional systems, objects, or workflows can be added in future phases without re-architecting the core integration layer. The initial implementation focuses on one orchestration use case, with the remaining use cases phased in as agreed scope.

The diagram below illustrates the proposed relationship between Salesforce, the Biexus platform, and Sage. Biexus sits between the two systems, managing API connections, data transformation, workflow orchestration, and operational monitoring.

A. Customer accounts and contacts

Keep customer account and contact information consistent between Salesforce and Sage. Sage is expected to remain the master for account numbers and credit terms. Biexus would synchronise account and contact records in both directions, with field-level ownership rules to prevent conflicts.

B. Products and price lists

Publish product and price-list information from Sage into Salesforce. Sage remains the master for product codes, descriptions and pricing. Biexus would map product fields from the Sage schema to the Salesforce product and price-book schema, validate required fields, and make the data available to sales users.

• Product code, description and unit of measure mapped from Sage to Salesforce product fields.
• Price-list items mapped to Salesforce price book entries with currency and unit price.
• Validation ensures mandatory fields are present before records are created or updated.
• Sync frequency to be agreed (scheduled or on-change, subject to Sage API capabilities).

C. Sales orders and invoices

When an opportunity is closed-won or a quote is approved in Salesforce, the integration may create a corresponding sales order or invoice in Sage, subject to confirmation of the business process.

• Trigger: Opportunity stage changes to "Closed-Won" (or quote approval — to be confirmed).
• Validation: Required fields checked; customer must exist in Sage; product codes must match.
• Data transfer: Opportunity line items mapped to Sage sales order lines with quantities and prices.
• Response handling: Sage order number written back to Salesforce opportunity for reference.
• Duplicate prevention: Biexus checks whether an order already exists for this opportunity before creating a new one.

D. Financial information returned to Salesforce

Return relevant financial information from Sage to Salesforce so sales teams can understand account standing and make better-informed decisions.

E. Hosting and connectivity

Data mapping defines how fields in the source system correspond to fields in the destination system. Biexus is designed to support field-level mapping with transformation functions where source and destination schemas differ.

Orchestration workflows define the sequence of steps that Biexus executes when a trigger event occurs. Each workflow can include conditional logic, branching, data lookups, and multi-step destination actions.

End-to-end example: Closed-won opportunity → Sales order in Sage

Business rule examples

• Only create a Sage sales order if the Salesforce opportunity stage is "Closed-Won" and the account exists in Sage.
• Check credit hold status before creating an order — flag or hold if the account is over credit limit.
• Prevent duplicate orders by checking whether a Sage order already references the Salesforce opportunity ID.
• Write the Sage order number back to the Salesforce opportunity upon successful creation.

Secure handling of credentials and system access

• API credentials for Salesforce and Sage are stored securely within the Biexus platform — not hard-coded in workflows.
• OAuth token management and refresh handled by the platform where supported by the target API.
• Access to integration configurations and credentials restricted to authorised administrators.
• Specific encryption standards, key management and security certifications — to be confirmed during technical discovery.

Error handling and retry

• Errors are caught, logged and classified (transient vs. permanent failure).
• Transient failures (e.g. rate limits, temporary network issues) are retried automatically per a configurable retry policy.
• Permanent failures (e.g. validation errors, missing required fields) are flagged for manual review without blocking subsequent records.
• Failed transactions can be replayed after correction without creating duplicates.

Logging, monitoring and operational visibility

• Every workflow execution is logged with timestamps, records processed, success/failure status and error details.
• Execution dashboards provide visibility into run history, throughput and error rates.
• Alerting can be configured to notify the operations team of failures or threshold breaches.
• Audit trail supports troubleshooting and compliance reporting.

Supportability and future expansion

• Workflows are configurable and can be modified without code changes to the core platform.
• Additional systems, objects and workflows can be added in future phases.
• Support ownership and service-level expectations — to be confirmed during discovery.

Methodology

The implementation follows a structured approach: discovery and solution design, environment setup, data mapping and transformation build, orchestration flow development, error handling and monitoring configuration, and go-live support.

Estimated effort

Assumptions

Exclusions

The following questions must be answered during technical discovery. Items marked "Critical"must be resolved before the final design and quotation can be approved.