ERP integration for tenders and quotes: how AI software and your ERP work together

Disclosure: this guide is published by Scalera. Information about Scalera comes from our website; information about SAP, Microsoft and Abacus comes from their public documentation. Corrections are welcome at info@scalera.ai.

What does ERP integration mean for tenders and quotes?

ERP integration means your quoting software exchanges data directly with the ERP: product data flows in, matched line items, quotes or orders flow back. Nobody has to retype results between two systems.

The ERP remains the leading system for products, prices and customers. The AI software handles the part an ERP was never built for: reading unstructured tenders, recognising line items and matching them to the right products.

Why is connecting to the ERP worth it?

Because otherwise the time you save is lost at the system boundary. If AI matches a bill of quantities in minutes but the result is then transferred into the ERP line by line, the old bottleneck simply moves.

Scalera customers typically report 60 to 80 percent time savings in tender processing (Scalera, FAQ). For that time to reach your customers, the handover to the ERP has to work without breaks. What manual in-between steps cost is covered in The hidden cost of manual tender processing.

Which data flows between the ERP and quoting software?

At its core there are three data streams: master data into matching, results back into the ERP and, depending on the process, orders into order entry. The table shows what typically goes where.

Sources: Scalera, FAQ for product data and prices, Scalera, Product Matching for export, Scalera, order processing automation for orders.

The ERP stays the authoritative source for products and prices, and your existing calculation rules still apply. The software delivers the matching, the ERP does the rest.

Which interfaces do SAP, Microsoft Dynamics and Abacus offer?

Every ERP has its own documented routes for data exchange. The main ones are message formats, REST interfaces and file exchange.

SAP: IDocs for business data

An IDoc (Intermediate Document) is SAP's standard format for exchanging the data of a business transaction as an electronic message between SAP and external systems. Communication is asynchronous (SAP Learning).

An IDoc contains administrative information for technical processing plus the actual application data, stored in segments (SAP Help, IDoc structure).

Microsoft Dynamics 365: data entities and OData

In Dynamics 365 Finance & Operations, data entities represent business concepts, such as a customer together with all its related tables. Public entities are available through an OData REST endpoint (Microsoft Learn, data entities).

For large volumes there is also asynchronous integration through data management, typically with CSV or XML files (Microsoft Learn, data management).

Abacus: REST API and AbaConnect

Abacus offers a REST API that is accessed by a dedicated service user (Abacus REST API). Alongside it, AbaConnect handles data transfer to and from Abacus applications, using XML formats and web services (AbaConnect manual, German).

File exchange: CSV, XML and tender formats

Not every integration needs a live interface from day one. Many projects start with a regular file export as CSV or XML. Bills of quantities bring their own formats, such as GAEB in Germany, ÖNORM in Austria or NPK in Switzerland; internationally, Excel and PDF are common. More in GAEB, ÖNORM and NPK.

How does Scalera connect to ERP, CRM and PIM?

Scalera integrates with ERP, CRM and PIM systems, with pre-built interfaces for ERP (Scalera, FAQ). Specifically, these are pre-built interfaces in SAP IDoc format, a pre-built REST API and configurable custom interface formats, plus webhooks and data exports in various formats (Scalera, FAQ: integrations).

• Exporting results: matched tenders go into ERP, CPQ or CRM systems via CSV, XML, GAEB or API, with no retyping (Product Matching).
• Connected ERP systems: Scalera passes orders to SAP S/4HANA, Microsoft Dynamics and Abacus, among others; the CRM is synchronised as well (order processing).
• Product data: via manual upload, for example quarterly, or via an interface.
• Data protection: GDPR-compliant, European data centres, servers certified to DIN ISO/IEC 27001 and 27018.

“We are systematically continuing to build our organization towards data-driven processes.”
Pascal Kägi, Member of the Executive Board, dormakaba

How does your product data get into matching?

Either by file upload at fixed intervals or through an interface straight from the ERP or PIM. With Scalera, product data can be uploaded manually, for example quarterly, or connected via an interface (Scalera, FAQ).

The quality of the data matters more than the transfer route. A tender line item describes properties such as material, dimensions or standards, and matching is only as good as the attributes in your product master. More in Product matching at scale.

Frauenthal started exactly here: data discovery and harmonisation across systems, structured product logic and business rules such as margins and cross-selling. This data architecture was one of three success factors behind more than 90 percent precision on structured bills of quantities (Frauenthal case study).

What should you settle before the integration project?

Above all, decide which system leads for which data and which handover point saves the most effort. These questions help:

1. What data does matching need? Articles, technical attributes, variants, accessories.
2. Where does that data live today? In the ERP, the PIM or Excel lists?
3. Who maintains which data, and how often does it change?
4. Where should the result go? As a quote into the ERP, a CPQ or the CRM?
5. Is a file export enough to start, or do you need a live interface right away?
6. Who owns the project internally, and when does IT get involved?
7. Which requirements apply to data protection and data centres?

At Frauenthal, involving IT early and setting clear goals were among the success factors. How AI quote calculation and CPQ differ is explained in CPQ or AI quote calculation?.

How long does implementation take?

Typically two to twelve weeks, depending on complexity. With standard products it is often considerably faster, according to Scalera (Scalera, FAQ).

A pragmatic route: start with a file export of your product data, test matching on real tenders and build out the live interface afterwards.

Frequently asked questions about ERP integration

Which tender software integrates directly with the ERP?

AI software for tenders and quotes that ships with ready-made ERP interfaces. Scalera integrates with ERP, CRM and PIM systems and offers pre-built ERP interfaces, including the SAP IDoc format and a REST API.

Is there a tender tool with an interface to SAP or Microsoft Dynamics?

Yes. For SAP, Scalera offers a pre-built interface in SAP IDoc format, plus a pre-built REST API and configurable custom interface formats. How orders reach SAP S/4HANA or Microsoft Dynamics is covered in Order processing automation.

Can quoting software connect to Abacus?

Yes. Scalera connects to Abacus, among other ERP systems. Abacus itself offers a REST API for third-party systems as well as AbaConnect for data exchange using XML formats and web services.

What data does the AI need from the ERP?

Mainly product and article data with technical attributes that are as complete as possible. The AI uses them to match line items from tenders and bills of quantities. According to Scalera, price calculations remain in your ERP or CRM system.

Do I need a live interface, or is a file upload enough?

A file upload is often enough to start. With Scalera, product data can be uploaded manually, for example quarterly, or connected via an interface.

In which formats do the results go back?

Scalera exports matched tenders via CSV, XML, GAEB or API into ERP, CPQ or CRM systems. Webhooks and data exports in other formats are also possible.

How long does an implementation with ERP integration take?

Implementing Scalera typically takes two to twelve weeks, depending on complexity. With standard products it is often considerably faster.

How secure is the data during integration?

Scalera is GDPR-compliant and uses European data centres; its servers are certified to DIN ISO/IEC 27001 and 27018. According to the FAQ, your data is never used to train public language models.

Next steps

• List every point where people retype data between tenders, ERP and CRM today.
• Decide which system leads for products, prices and customers.
• Check the quality of your product data on one high-volume product line.
• Take a look at Product Matching and test it with a real tender.
• 150+ companies already work with Scalera. Book a demo