Real-Time vs Batch Integration in Dynamics 365: How to Choose
When integrating Dynamics 365 with external systems, one of the first decisions you’ll face is real-time vs batch (scheduled) integration. It might sound simple, but choosing the wrong approach can lead to performance issues, unhappy users, or even data inconsistency.
In this blog, I’ll Walk through the key differences, when to use each, and lessons we’ve learned from real projects across Dynamics 365 CRM and F&O.
The Basics: What’s the Difference?
| Type | Description |
| Real-Time | Data syncs immediately after an event (record created/updated, API call). |
| Batch | Data syncs periodically (every 5 mins, hourly, nightly, etc.) via schedule. |
Think of real-time like WhatsApp you send a message, it goes instantly. Batch is like checking your email every hour you get all updates at once.
When to Use Real-Time Integration
Use It When:
- a. You need instant updates across systems (e.g., Order status changes in CRM reflected in F&O immediately).
- b. There’s a business-critical dependency (e.g., Finance can’t invoice unless CRM order is synced).
- c. You’re working with low to medium data volume.
Example:
When a Sales Order is created in D365 CRM, we trigger a Logic App instantly to create the corresponding Project Contract in F&O.
Key Considerations
- a. Higher load on API endpoints.
- b. Error handling is trickier — you need retry policies or dead-letter queues.
- c. Real-time failures can cause user frustration.
When to Use Batch Integration
Use It When:
- Data doesn’t need to sync immediately (e.g., syncing Marketing Leads every night).
- You’re dealing with high volumes and need throttling.
- Your source/target APIs don’t support high-frequency access.
Example:
We batch sync Time Entries from CRM to F&O every night using Azure Logic Apps and Azure Blob checkpointing.
Key Considerations
- a. Risk of data staleness (users don’t see updates instantly).
- b. May require delta tracking or checkpointing logic.
Our Experience from the Field
On one recent project:
- a. Real-time integration helped Sales and Finance teams stay in sync instantly across CRM and F&O.
- b. But for historical data loads and Time Entries, we shifted to batch using recurrence + checkpoints in Blob.
As a Result, the system was stable, scalable, and cost-effective.
To conclude, you don’t have to pick just one. Many of our D365 projects use a hybrid model:
- a. Real-time for critical workflows (Sales Order sync)
- b. Batch for background syncs (Projects, Time Entries, etc.)
Start by analysing your data volume, user expectations, and system limits — then pick what fits best.
We hope you found this blog useful, and if you would like to discuss anything, you can reach out to us at transform@cloudFronts.com
