Connect Navision, SAP, Pantheon or any ERP to OWIS in real time – without double entry and expensive custom integrations

Introduction: When processes demand more than ERP can offer

ERP systems are the heart of most organizations: they record data, keep numbers, manage finances. And while some ERPs have workflow modules, they are usually not designed to be a tool for managing business processes across the entire organization.

In reality, most processes – from contracts and orders, to invoices and approvals – require more: clear flows, validations according to internal rules, legal compliance, accountability and transparency. This is where OWIS comes into play.

But – how do you introduce another system without causing user revolt? How do you prevent duplication of work, errors, unnecessary complications?

Two systems, one goal: precise and reliable process execution

OWIS does not compete with ERP. It complements ERP.

ERP is a data system.

OWIS is a flow system.

Where ERP records — OWIS asks: who, when, why and with whose approval.

This division of roles is natural. But in terms of implementation, it often becomes a source of problems: if we introduce another system, it means more work, more points of failure and more confused users.

That is why integrations are not positioned as a luxury – but as an absolute necessity.

Classic integrations: slow, expensive and fragile

Traditional approaches – such as direct database connections, custom connectors or ad hoc API scripts – often end up as temporary solutions that become permanent complications.

They are difficult to adapt.
Every change in the ERP “breaks” the integration.
Developers are needed.
Documentation is often non-existent.

In practice, this often means that when something breaks, and when it breaks, you don’t know where or why. A change in one system breaks everything.

Okay, maybe we’re being a little dramatic, but the point is still there – such integrations are rigid, expensive and don’t offer the flexibility that is needed today.

How Automation Flow handles integration – example of incoming invoices

Since we at OWIS often help partners optimize workflows for processing incoming invoices, it quickly becomes clear: the process will not be complete without integration with the ERP system. Because even though the invoice is approved through OWIS, its final destination is the ERP — where records are kept, posted, and paid.

If we want the process to bring full value, we need to ensure that OWIS and ERP “understand each other” without additional user effort.

That’s why we developed Automation Flow – our tool for automating data exchange between OWIS and other systems, without the need for coding. Flows are visually arranged, connected into a flow, and run silently in the background — all the user sees is that “everything works.”

1. Receipt and processing of invoices in OWIS

An invoice arrives (physically or electronically), is recorded in OWIS and goes through a standard process. During the process, users enter key data: supplier, amount, currency, document number, dates, cost schedule and any other information agreed with the client. OWIS thus becomes the place where the invoice is first validated, reviewed and approved — in accordance with company rules.

*Invoice data - The form is customizable according to needs and ERP integration*

2.Sending data to ERP via Automation Flow

Once the invoice has passed final validation, the user performs a specific action in OWIS, which triggers the Automation Flow. The Flow takes the data from OWIS and automatically sends it to the ERP system — where a document is created with all the necessary information.

*Automation Flow – Integration configuration through visual designer*

3. ERP processing and information return in OWIS

After a document has been processed in ERP (e.g. posted), ERP starts a new Automation Flow that sends feedback back to OWIS. This information is not written "somewhere on the side", but becomes an automatic part of the process in OWIS: a system action is created that records the event (e.g. "invoice posted"), and additionally, the document number assigned by ERP can be transferred, for later search or reporting.

*Invoice posted - Key event data is returned from the ERP system to OWIS*

Result?

✅ OWIS and ERP "talk" in real time

✅ No manual data entry from one place to another

✅ Invoice status is always known - in both systems

✅ One version of the truth - no spreadsheets, emails and additional checks

It is precisely this kind of flow - transparent, automated and frictionless - that allows OWIS and ERP to function together as one extended system, not as two separate worlds.

5. "But that's not all..."

What else can Automation Flow do?

Run flows in real time or on a schedule (e.g. every 5 minutes)
Fetch data from another system and automatically create objects in OWIS
Send data to ERP after validation – without human intervention
Notify users if something “gets stuck”
Keep detailed logs of every step and every response of the system

If an error occurs — you know where. And you know why.

What if we change the ERP?

Although it doesn't happen often — it does happen. Replacing Navision with SAP, moving from Pantheon to something new...

With classic integrations, this means: starting over. New project. New cost.

With Automation Flow, this means: replacing one link in the flow.

OWIS does not depend on a specific ERP — but on the communication protocol.

Conclusion: when everyone does what they do best

In economics, there is a concept of comparative advantage — the greatest effect comes when everyone does what they do best.

So, as we said at the beginning:

ERP manages data.

OWIS manages processes.

Automation Flow connects them.

The user feels nothing except that – everything flows. No jumping between applications, no double work, no lost statuses.

Automation Flow makes sure that there is no silence between the systems.

OWIS and ERP integration without code: how OWIS Automation Flow creates a unified process flow