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ERP ⇄ AI

DEAR Inventory to Openai integration — real-time data sync

Keep DEAR Inventory and Openai in sync without custom scripts. Cut weeks of integration work, eliminate silent data drift, and give your team a single, reliable source of truth.

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Adopted by fast-scaling companies moving mission-critical data in real time

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Why teams connect DEAR Inventory and Openai

Ground Openai on the customers, suppliers, items, and transactions that live in DEAR Inventory, and write the classifications, scores, and extracted fields Openai produces back onto those records in real time.

Openai is a read-only source: Stacksync reads its data in real time and delivers it into DEAR Inventory, so DEAR Inventory always reflects the current state of Openai — without exports, scripts, or schedulers.

An AI system does not keep customers, orders, or invoices the way an ERP does. What it keeps is derived: the vectors and metadata in a store, or the classifications, extracted fields, and generated text a model produces over records it was handed. DEAR Inventory is where those source records actually live, across finance, operations, procurement, and inventory, and that data usually stays behind a strict API with many record types. Whatever Openai produces, whether a category, a risk flag, an extracted value, or an embedding, only earns its keep when it lands back on the record in DEAR Inventory where the business is run.

Stacksync connects Usage & Costs, Projects & Members, Audit logs, Models in Openai with Stock levels, Sale orders, Purchase orders, Customers in DEAR Inventory and keeps the two sides in sync in real time. Stock levels, Sale orders, Purchase orders, Customers from DEAR Inventory replicate into Openai continuously, so retrieval, classification, and reasoning run against current ERP records instead of last night's extract, and the fields Openai generates sync back onto the matching record in DEAR Inventory. Mapping is field-level, matching is on identifiers you choose, and Stacksync handles the ERP's API limits and schema drift, so there is no extraction pipeline to build or babysit.

Because every AI-side item carries the key of the record it came from, results always resolve to the right customer, supplier, or transaction. Openai reasons over the business as it actually is within seconds of a change, and the people running operations act on model output where they already work, without exporting a file or logging into a second system.

Common use cases

  • 01 Sync the OpenAI Models catalog and each project's fine-tuned models into Postgres so platform teams track every deployed and trained model in SQL.
  • 02 Land Fine-tuning jobs with their status, base model, hyperparameters, and result Files in a warehouse to power MLOps dashboards without per-viewer API calls.
  • 03 Push sale orders from a storefront or CRM into DEAR for fulfillment without manual re-entry.
  • 04 Land orders, costs, and inventory movements in a warehouse for margin and stock-turn reporting.

Common sync patterns

One consistent identity across both systems

A customer, supplier, item, or transaction in DEAR Inventory maps to the corresponding entry in Openai, so every AI result attaches to the right entity on both sides.

Document extraction round-trip

Purchase orders, invoices, or other documents flow from DEAR Inventory into Openai for parsing or classification, and the structured result returns to the record it came from.

ERP records as live context

Customers, suppliers, items, and transactions from DEAR Inventory replicate into Openai as they change, so search, retrieval, and reasoning run against current records rather than a periodic extract.

What you can sync between DEAR Inventory and Openai

Representative objects on each side — any object or custom field can map to any target. Schemas are auto-detected; types are converted between the two systems.

DEAR Inventory objects Openai objects How this pairing syncs
Assemblies / Production Bill-of-material and production records for light manufacturing workflows. Usage & Costs Per-model and per-project token, request, and dollar figures from the Administration Usage and Costs endpoints, read for FinOps chargeback and spend reporting. Assemblies / Production is specific to DEAR Inventory and Usage & Costs to Openai — each maps to any object or custom field on the other side.
Locations Warehouses and bins that scope stock levels and fulfillment. Projects & Members Organization projects, their members, and service accounts from the Administration API; read as an access-and-ownership inventory. Locations is specific to DEAR Inventory and Projects & Members to Openai — each maps to any object or custom field on the other side.
Products SKU records with pricing, suppliers, and bill-of-material links; the master data most syncs start from. Audit logs Organization audit-log events (API-key changes, logins, project edits) from the Administration API; read for compliance and security monitoring. Products is specific to DEAR Inventory and Audit logs to Openai — each maps to any object or custom field on the other side.
Stock levels Per-location availability derived from inventory transactions; read-heavy in storefront syncs. Models Catalog of available base, snapshot, and fine-tuned models with owner and capabilities; read-only reference data used to resolve inference and fine-tuning targets. Stock levels is specific to DEAR Inventory and Models to Openai — each maps to any object or custom field on the other side.
Sale orders Customer orders through their pick/pack/ship lifecycle; synced with storefronts and CRMs. Fine-tuning jobs Training jobs with status, base model, hyperparameters, trained-model name, and result files; status received by webhook or polled from queued through succeeded or failed. Sale orders is specific to DEAR Inventory and Fine-tuning jobs to Openai — each maps to any object or custom field on the other side.
Purchase orders Supplier orders and receiving records synced with accounting and planning tools. Files Uploaded training, validation, and batch-input files plus generated output files; listed and read by ID, not written back as business records in sync. Purchase orders is specific to DEAR Inventory and Files to Openai — each maps to any object or custom field on the other side.

How changes propagate between DEAR Inventory and Openai

Each direction of the sync is driven by what the source system can signal and what the destination accepts — detection, delivery, and expected latency below.

DEAR Inventory Openai Sub-second propagation

DetectionDEAR Inventory notifies Stacksync of record changes through webhook events. Polling with modified-since filters.

DeliveryOpenai does not accept inbound record writes, so this direction carries requests rather than records: Openai's output flows back as field updates on the originating DEAR Inventory records.

Openai DEAR Inventory Sub-second propagation

DetectionOpenai notifies Stacksync of record changes through webhook events. Push webhooks (Standard Webhooks spec, whsec_ signing secret) fire on batch.completed, fine_tuning.job.succeeded/failed, response.completed/failed,.

DeliveryEach detected change is written to DEAR Inventory through its API, with automatic retries and rate-limit backoff.

Rate-limit considerations

  • DEAR Inventory: Subject to the platform's per-account API rate limits.
  • Openai: Rate limits are set per organization and per project as RPM/RPD and TPM/TPD and rise across five spend-based usage tiers; responses carry x-ratelimit-remaining headers and return HTTP 429 on breach.
What ships with DEAR Inventory ⇄ Openai

Connect DEAR Inventory and Openai for flexible, real-time data sync.

Real-time sync, workflow automation, event queues, EDI, and monitoring, for every DEAR Inventory–Openai connection.

Real-time

Real-time sync

Changes in DEAR Inventory or Openai instantly reflect in both systems. No stale data, no manual imports.

No-code + pro-code

Workflow automation

Trigger automated workflows whenever DEAR Inventory or Openai data changes, update records, fire webhooks, or kick off sequences without brittle API scripts.

At scale

Event queues

Handle millions of events per minute without losing a single DEAR Inventory or Openai record.

Observability

Monitoring

Track your DEAR Inventory ⇄ Openai sync health, view errors, and replay failed events in one click.

Trading partners

EDI

Transform legacy EDI complexity into simple database interactions between DEAR Inventory and Openai.

How the DEAR Inventory and Openai connectors work

DEAR Inventory

Integration surface
REST API
Authentication
Account ID plus application key sent as request headers
Change detection
Polling with modified-since filters; webhook notifications for sale and purchase events are available on subscriptions that include the Automation module
Capabilities
read · write · webhooks
Rate limits
Subject to the platform's per-account API rate limits

Openai

Integration surface
REST API: data-plane inference and authoring (api.openai.com/v1) plus the Administration API (/v1/organization/*) for usage, costs, projects, and audit logs
Authentication
Bearer API key scoped to a project or user (sk-...) in the Authorization header, with optional OpenAI-Organization and OpenAI-Project headers; the Administration API requires an Admin key (sk-admin-...)
Change detection
Push webhooks (Standard Webhooks spec, whsec_ signing secret) fire on batch.completed, fine_tuning.job.succeeded/failed, response.completed/failed, and eval.run events; objects without a webhook are read by list plus GET-by-ID. No row-level CDC feed.
Capabilities
read · webhooks
Rate limits
Rate limits are set per organization and per project as RPM/RPD and TPM/TPD and rise across five spend-based usage tiers; responses carry x-ratelimit-remaining headers and return HTTP 429 on breach.
How it works

How to connect DEAR Inventory to Openai — three steps, no code

Configure and sync within minutes, no code. Whether you sync 50k or 100M+ records, Stacksync handles the queues, infra, and plumbing. Integrations are non-invasive and need zero setup on your systems.

  1. 01

    Connect your apps

    Authenticate DEAR Inventory and Openai with each platform's native method — OAuth, API keys, or service accounts — plus secure options like SSH tunneling, IP whitelisting, and VPC peering.

    • OAuth 2.0
    • SSH tunnel
    • VPC peering
    DEAR Inventory connected
    Openai connected
    OAuth 2.0
    SSH tunnel
    SSL certificate
    VPC peering
  2. 02

    Choose tables

    Pick the DEAR Inventory and Openai objects to sync — Stacksync auto-detects both schemas, including custom fields where the platform exposes them. Sync to existing tables, or let Stacksync create new ones with ideal data types.

    • Standard objects
    • Custom objects
    • Auto-schema
    objects · DEAR Inventory ⇄ Openai
    Customers 12,480
    Sales Orders 8,213
    Invoices 5,902
    Items 1,344
  3. 03

    Map fields

    Fields map automatically even when names and types differ. Stacksync handles transformation and type casting for you, zero configuration required.

    • Auto-map
    • Type casting
    • Transforms
    DEAR Inventory Openai
    Company company_name text
    Email email text
    Amount amount numeric
    Created created_at timestamp
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FAQ

DEAR Inventory and Openai integration FAQ

SECURITY

Security teams trust Stacksync

As a data company, we understand the importance of keeping your data secure. Stacksync is built with security best practices to keep your data safe at every layer, and is DPF-certified for US, EU, UK and CH data transfers.

Learn more about security
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DPF US-EU-UK-CH
→ SECURITY WITH BENEFITS

SSO & SCIM

Let your users access Stacksync from your centralized user management systems. Works with Okta, Azure, Google SSO and more.

Alerts

Immediately get alerted about record syncing issues over email, Slack, PagerDuty and WhatsApp. Resolve issues from a centralized dashboard with retry and revert options.

Secure connection options

Securely connects to your systems with:

OAuth 2 SSH Tunnelling SSL certificates IP Whitelisting VPN gateway VPC peering and more

Related integrations

Every pair below is a real-time, two-way sync. Search all 381 integrations available for DEAR Inventory and Openai.

Popular · 5 of 381
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