Sage Pay SAP Business ByDesign Integration Guide [2026 Updated]

Connecting your payment gateway directly to your ERP system is one of the most effective ways to automate your financial workflows. If you're using SAP Business ByDesign for your operations and Sage Pay (now Opayo by Elavon) to process payments, you can link them to eliminate manual data entry and accelerate cash flow. This guide will walk you through the options for integrating these two platforms and provide a step-by-step method for achieving a reliable connection.

Why Integrate Sage Pay with SAP Business ByDesign?

While manually inputting payment data from Sage Pay into SAP might seem manageable for a small number of transactions, it’s not scalable and introduces unnecessary risk. Integrating the two systems creates a closed loop where payment information flows automatically, leading to significant benefits for your finance and operations teams.

• Automated Workflows: When a customer pays an invoice via Sage Pay, the integration can automatically find the corresponding invoice in SAP Business ByDesign and mark it as paid. This removes the need for someone to manually reconcile payments, freeing up time for more strategic work.
• Improved Accuracy: Manual data entry is a common source of errors, such as typos in payment amounts or applying a payment to the wrong invoice. Automation ensures that the transaction data from Sage Pay is transferred to SAP with complete accuracy, giving you a reliable financial record.
• Faster Cash Flow: By speeding up the process of recording and reconciling payments, you get a real-time view of your accounts receivable. This accurate view allows for better cash management and financial forecasting.
• Enhanced Customer Experience: A smooth integration enables faster payment processing and quicker order fulfillment. Customers receive confirmation that their payment has been received and applied correctly, which builds trust and improves their overall experience.

Understanding Your Integration Options

Connecting an external payment gateway like Sage Pay to a comprehensive ERP like SAP Business ByDesign typically requires a thoughtful approach. There isn't always a simple "plug-and-play" option, so you'll need to choose the method that best fits your technical resources, budget, and timeline. Here are the most common pathways.

1. Native Connectors via SAP App Center

SAP sometimes offers pre-built or partner-supported connectors for popular third-party applications. This is the first place you should check. These solutions are vetted by SAP, which generally ensures a higher level of reliability and security. However, they may come with additional licensing fees and may not offer the granular customization you need.

2. Custom API Development

For complete control, you can build a custom integration using the APIs provided by both Sage Pay and SAP. This method offers the most flexibility, allowing you to tailor every aspect of the data flow to your exact business processes. The downside is that it is the most time-consuming and expensive option, requiring dedicated developer resources with expertise in both SAP and payment gateway APIs.

3. Third-Party Connectors (iPaaS - Limited)

Platforms like Zapier or Make.com offer simple, trigger-based automations. While they can be handy for basic tasks like sending a notification when a payment is received, they are generally not robust enough for the detailed data synchronization required for a full ERP integration. Their support for complex SAP workflows is often limited, making them unsuitable for most financial use cases.

4. Third-Party Middleware Platforms (Recommended)

This is often the sweet spot for balancing cost, flexibility, and setup time. Middleware platforms, also known as Integration Platform as a Service (iPaaS), are designed to connect disparate systems. Tools like Celigo, MuleSoft, or Boomi act as a bridge, using pre-built API connectors to facilitate data exchange between Sage Pay and SAP. This approach reduces the need for custom coding while still offering powerful control over data mapping and workflow automation.

Here’s a quick comparison of the different methods:

Method

Setup Difficulty

Pricing

Features/Data Synced

Key Limitations

Native SAP Connector

Medium-High

Included in licensing or requires additional fee from SAP App Center

Payments, refunds, invoice updates, transaction status

Can be rigid; customization options may be limited.

Middleware (e.g., Celigo)

Medium

Monthly or annual subscription based on usage

Highly configurable data sync, event triggers, error handling

Represents an additional software cost; setup requires some technical knowledge.

Custom API Development

High

High upfront cost for developer hours

Completely custom data flows and workflows

Requires deep technical expertise; ongoing maintenance is your responsibility.

Simple Connectors (e.g., Zapier)

Easy-Medium

Subscription plans with usage limits

Mainly for basic payment triggers and notifications

Not suitable for complex financial reconciliation or deep ERP integration.

Step-by-Step Guide: Integrating Sage Pay and SAP Using Middleware

For most businesses, using a middleware platform provides the best combination of control and efficiency. The following steps outline the general process you would follow using an iPaaS solution like Celigo, MuleSoft, or Boomi.

Prerequisites:

• An active Sage Pay (Opayo) account with admin access.
• A running instance of SAP Business ByDesign with administrative permissions.
• An active subscription to a middleware platform.
• Someone on your team with a good understanding of your accounting processes and API configuration basics.

Step 1: Obtain Your Sage Pay API Credentials

Before you can connect any third-party tool, you need to get your unique API keys from Sage Pay. These keys act like a username and password that allow your middleware platform to securely access your transaction data.

Log in to your Sage Pay (Opayo) administrator dashboard. Navigate to the section for API keys or developer settings. You will typically need to find your Vendor Name, API Key, and API Password or a similar set of credentials. Store these securely, as you will need them in the next step.

Step 2: Connect Sage Pay and SAP to Your Middleware Platform

Next, log in to your chosen middleware platform. The interface will guide you to create a new integration or workflow. The first task is to establish connections to your applications.

• For Sage Pay: Look for the Sage Pay (or Opayo) connector. You will be prompted to enter the API credentials you obtained in Step 1.
• For SAP Business ByDesign: Find the SAP Business ByDesign connector. This process might be more detailed, requiring your SAP system URL, access credentials, and potentially enabling specific communication scenarios within your SAP instance.

Once both systems are connected, the middleware can communicate with them.

Step 3: Define and Map Your Data Flows

This is the most important part of the configuration. You need to tell the middleware exactly what data to move and where it should go. A common workflow is syncing successful payments to update invoices.

You’ll create a data map that links fields from Sage Pay to corresponding fields in SAP. For example:

• Sage Pay Transaction ID → SAP External Payment Reference
• Sage Pay Total Amount → SAP Payment Amount
• Sage Pay Transaction Date → SAP Payment Date
• Sage Pay Customer Reference/Invoice Number → SAP Invoice ID

Be meticulous here. An incorrect mapping could result in payments being applied to the wrong invoices or amounts being recorded inaccurately.

Step 4: Configure Automation Triggers

With your data map in place, you now define the trigger that starts the automation. The trigger is an event that the middleware platform listens for. A common trigger is: "When a new, successful transaction is completed in Sage Pay."

Once the trigger event occurs, you define the action to be taken in your ERP:

• Action: Find the matching invoice in SAP Business ByDesign using the invoice number from the Sage Pay transaction data.
• Next Action: Create a new incoming payment record in SAP and apply it to that invoice.
• Final Action: Update the invoice status to "Paid" or "Partially Paid" depending on the amount received.

You can also set up flows for other events, like processing refunds or handling chargebacks.

Step 5: Test the Integration Thoroughly

Never deploy an integration without testing it in a safe environment. Most middleware platforms and ERP systems offer a "sandbox" or testing environment. Run several test transactions in your Sage Pay sandbox account.

• Process a full payment for an invoice.
• Process a partial payment.
• Process a refund.
• Simulate a failed transaction to see how errors are handled.

Verify that each transaction appears correctly in your SAP sandbox. Check that invoice statuses are updated, payment records are created, and all data fields are populated as expected.

Step 6: Go Live and Monitor

Once you are confident the integration is working correctly, you can deploy it to your live environment. The first step is to connect your middleware to your live Sage Pay and SAP accounts. During the first few days, closely monitor the integration. Watch the first few transactions flow through in real time to ensure everything is operating as designed. Check the middleware dashboard for any errors or failed tasks and address them promptly.

Common Issues and Troubleshooting

Even with careful planning, you might encounter bumps in the road. Here are a few common issues and what to do about them:

• API Authentication Errors: This usually means your credentials are incorrect or have expired. Double-check your API keys, User IDs, and passwords in both the middleware platform and the application itself.
• Data Mismatches: If data appears in the wrong field in SAP, your data mapping is likely the culprit. Revisit your mapping configuration and ensure field formats are compatible (e.g., date formats match).
• Sync Delays: Some middleware platforms run on polling intervals (e.g., checking for new data every 15 minutes). If you need real-time updates, you may need to use webhooks or adjust your polling frequency, which could affect your subscription cost.
• Failed Payments Not Notifying: Ensure you have a workflow designed for failed transactions. You might need to set up a specific rule to flag these in SAP or send a notification to your finance team for manual review.

Final Thoughts

Integrating Sage Pay with SAP Business ByDesign transforms your payment and reconciliation process from a manual, time-consuming task into an efficient, automated workflow. By choosing the right integration method, such as a flexible middleware platform, you can create a reliable system that strengthens financial accuracy and saves your team valuable hours.

Successfully navigating ERP integrations often involves clarifying complex transaction scenarios and ensuring they comply with tax regulations. When you face questions about the taxability of specific payments, multi-state sales tax obligations, or proper revenue recognition, having an instant research tool is invaluable. We built Feather AI to provide accounting and tax professionals with immediate, citation-backed answers, helping you resolve these issues confidently without derailing your project.