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Not every auto parts store needs real-time sync between its ERP and TecDoc - the right choice depends on how fast stock moves, what the ERP actually supports, and how much budget exists for implementation. A store with a few hundred SKUs and infrequent orders can run fine on a sync every 15-30 minutes, while a distributor with fast stock turnover needs near-instant updates, or it ends up selling parts that are already gone.
The right choice isn't "real-time is always better" - it's "which option is justified for your ERP and volume". This article compares real-time and periodic sync for TecDoc stock and pricing data head-to-head, looks at how the most common ERPs in Romania (SAP, WinMentor, Saga) behave, and gives a simple decision plan.
Real-time vs periodic sync: what each one actually means
Real-time sync means a stock or price change in the ERP reaches the TecDoc catalog within seconds, usually through a webhook fired by the ERP on every change. Periodic sync (polling) means the application queries the ERP at a fixed interval - anywhere from 5 minutes to a few hours - and applies only what changed since the last run.
The real difference for the customer isn't technical, it's visible: with real-time, a sold-out product disappears from the catalog almost instantly; with 15-minute polling, there's a window where the product still shows as available after stock hit zero in the ERP.
When real-time sync is worth it
| Criterion | Real-time recommended | Periodic is enough |
|---|---|---|
| Stock turnover speed | Fast-moving parts, limited stock across many SKUs | Stable stock, high quantities per SKU |
| Concurrent order volume | High traffic, real risk of overselling the last unit | Low order volume, low risk of overselling |
| ERP capabilities | ERP can push events (webhook) or has a modern API | Classic ERP, only export/database access available |
| Implementation budget | Budget for a dedicated endpoint, retries, monitoring | Limited budget, a classic scheduled job is enough |
| Price sensitivity (exchange rate, campaigns) | Prices that change multiple times a day | Prices updated weekly or monthly |
In practice, many stores end up with a hybrid setup: real-time only for stock (where an overselling risk costs real money - an order you can't fulfill), periodic for prices (where a delay of a few minutes rarely causes an actual problem).
How SAP, WinMentor, Saga, and a custom ERP actually behave
The real ability to run real-time sync depends first on what integration interface the ERP in use offers. The details below are orientative and should be confirmed with the ERP vendor or internal documentation, since they vary between versions and modules.
- SAP - modern versions (SAP S/4HANA, SAP Business One with integration modules) typically have APIs or connectors that support webhook-style notifications or near real-time events. Implementation is more complex and usually requires involving the SAP partner managing the system, but real-time is generally achievable without workarounds.
- WinMentor - integration is typically done through the local database or a dedicated export/import module, without a native webhook for external events. Scheduled polling at a short interval (5-15 minutes), reading directly from the database or an intermediate export, is the most common practical option.
- Saga - similar to WinMentor, typical integration relies on data export or database access, not real-time events. Frequent polling is the standard solution; "true" real-time would require custom development on top of Saga's API, if it exposes one granular enough.
- Custom ERP (built in-house or by another vendor) - flexibility is highest here: if the team maintaining the ERP can add a webhook on the stock/price change event, real-time is realistic and relatively cheap to implement. If the custom ERP doesn't already have such a hook, polling remains the faster option to deliver.
A common pattern: classic accounting/management-oriented ERPs (WinMentor, Saga) tend toward polling as the main solution, while integration-oriented systems (modern SAP, custom ERPs with an exposed API) allow real-time without disproportionate effort.
Orientative cost and effort for each option
The figures below are orientative, vary depending on catalog complexity and the specific ERP, and are not an offer - confirm an exact cost through a technical discussion for your store's specific situation.
- Simple periodic sync (scheduled job, export/import) - relatively low implementation effort, minimal maintenance, suitable as a first step for most stores that don't yet have a TecDoc-ERP integration.
- Robust periodic sync (with validation, retries, monitoring, unmapped-code reporting) - medium effort, recommended for catalogs with more than a few thousand active SKUs.
- Real-time sync (webhook, processing queue, shadow tables for zero downtime) - higher effort, justified when minutes of latency actually cost lost orders or stock complaints.
Risks specific to each option
- Real-time with an ERP that doesn't confirm event delivery - if the ERP's webhook has no retry mechanism, an event lost during a network interruption can leave a product with incorrect stock until the next change. Mitigation: add a less frequent safety polling run (e.g. once an hour) that recovers any missed event.
- Polling too rarely on fast-moving stock - a one-hour interval on stock that changes often constantly produces gaps between what the customer sees and actual stock. Mitigation: shorten the interval specifically for fast-turnover products, not the whole catalog at once.
- Wrong assumption about ERP capability - choosing a real-time architecture before confirming what the ERP actually supports (WinMentor and Saga especially) leads to budget spent on a solution that can't be delivered as planned. Mitigation: confirm explicitly with the ERP vendor or internal admin what integration interfaces exist before picking an architecture.
Practical decision plan
- Estimate daily order volume and stock turnover speed on your main SKUs - this number matters more than catalog size.
- Confirm with the ERP administrator (SAP, WinMentor, Saga, or custom) which integration interfaces already exist: API, webhook, scheduled export, direct database access.
- Calculate the cost of a stock discrepancy: how many orders on sold-out parts you currently get, and how much resolving them costs (returns, rescheduling, unhappy customer).
- Pick your starting point: simple polling if discrepancies are rare, real-time (or a hybrid real-time stock + periodic price) if discrepancies are frequent or costly.
- Implement the simpler option first on a subset of fast-moving products, validate the results, then extend to the rest of the catalog.
FAQ: frequently asked questions about TecDoc-ERP integration
Does real-time sync automatically mean zero downtime?
No. Real-time reduces the latency until an update is reflected, but zero downtime is a separate problem, solved through write architecture (usually shadow tables and atomic switching), regardless of whether the sync itself is real-time or periodic.
Can I switch from periodic sync to real-time later?
Yes, and it's a common migration path: many stores start with polling, validate the ERP-TecDoc mapping and data flow, then add a webhook for critical events (e.g. stock reaching zero) without fully dropping polling, which remains as a safety net.
Can WinMentor or Saga do real-time sync?
Generally not natively - typical integration for these ERPs relies on data export or database access, not real-time events. "True" real-time would require custom development on top of the available interface; confirm with the ERP administrator what's possible in the installed version.
How often should polling run, orientatively?
For fast-moving stock, a 5-15 minute interval is a reasonable starting point; for prices updated rarely, intervals of a few hours or a daily run are enough in most cases.
Is it worth investing in real-time from the start, even with a small catalog?
Not necessarily. For a small catalog with infrequent orders, the implementation cost of real-time rarely pays off compared to a well-built periodic sync. The investment becomes relevant once order volume and stock turnover grow enough to cause real losses from discrepancies.
Conclusion
Choosing between real-time and periodic sync for TecDoc and your ERP comes down to three concrete factors: stock turnover speed, what your ERP (SAP, WinMentor, Saga, or custom) actually supports, and the real cost of your current discrepancies. There's no universally correct option - there's a correct option for your volume and budget, and it's usually fine to start simple and move toward real-time only on the parts where discrepancies actually cost money.
Need a tailored solution for your auto parts catalog? Let's talk about how to connect your ERP to TecDoc, whatever system you're running.
AI-generated image, used for illustrative purposes.
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