Microsoft Dynamics 365 and Klaviyo
Integration Agency & Consultants
Marketing performance often plateaus when teams can no longer trust the customer data coming out of the ERP. When Dynamics 365 and Klaviyo are out of step, segmentation errors and delayed triggers lead to wasted spend and customer frustration. We connect these systems to ensure transactional honesty, transforming granular ERP data into actionable marketing segments that reflect the real state of your customer relationships.
Auditing data gaps across your ecosystem
We connect Microsoft Dynamics 365 and Klaviyo, integrating your ERP and ESP platforms for efficient operations. Our consulting services are invaluable, with our system audit uncovering inefficiencies and integration gaps between Microsoft Dynamics 365, Klaviyo, ERP, and ESP systems. This enables our consultants and your team to take decisive action, ensuring your technology ecosystem runs smoothly and efficiently. As a result, you can deliver an outstanding customer experience, confident that your systems are aligned and optimised for your business needs.
Solution Design
We design the integration between Microsoft Dynamics 365 and Klaviyo with clear data ownership to prevent profile fragmentation. Dynamics 365 typically acts as the authoritative source for customer master records and historical transaction data, while Klaviyo manages engagement events and marketing preferences. A critical design decision involves the frequency of transactional updates. We commonly prioritised batching granular order data to ensure financial records in the ERP remain clean, even if this creates a slight lag in Klaviyo reporting. This trade-off ensures that marketing segments are built on verified data rather than unconfirmed checkout attempts. This approach directly impacts your operating model, where finance closes the month based on Dynamics 365 totals, while marketing executes automated journeys triggered by synchronised, high-fidelity customer identifiers.
Mapping transactional events to marketing triggers
Dynamics 365 acts as the source of truth for customer and order records, with the integration transforming ERP transactional events into Klaviyo triggers. We prioritise data integrity by mapping specific Sales Order statuses to ensure post-purchase flows only fire for verified transactions. To avoid customer-facing errors, we use the Global Trade Item Number (GTIN) or Product Name rather than D365 Internal Names. Our monitoring identifies data mismatches, such as missing product attributes or sync failures, before they skew your attribution reporting.
Securing data flows with enterprise middleware
Leveraging IPaaS with SO 27001 and SOC 2 and above security accreditations, Microsoft Dynamics 365 and Klaviyo integrations are delivered efficiently and securely. IPaaS connects ERP and ESP platforms, automates data between Microsoft Dynamics 365 and Klaviyo, and reduces manual effort. This approach ensures ERP and ESP data integrity, supports compliance, and simplifies complex integrations, all while maintaining robust security as a minimum requirement.
Monitoring synchronisation health and data decay
Standard dashboards often report that a sync is active, yet fail to show the underlying data decay. We provide visibility into the gaps where Dynamics 365 records and Klaviyo profiles diverge. If a transactional event fails to reach Klaviyo or a customer record is updated in the ERP but not the ESP, the monitoring layer surfaces the exception. Instead of waiting for a campaign to fail or a customer to complain, you receive alerts that identify which records need attention. This moves you from reactive troubleshooting to operational control over your marketing data.
Defining internal ownership and error handling
Handover focuses on ensuring marketing and ecommerce teams can maintain data integrity between Dynamics 365 and Klaviyo. We define clear ownership: marketing typically manages segment logic and flow triggers within Klaviyo, while operations owns the accuracy of customer and order data within Dynamics 365. Your team learns to identify common sync exceptions, such as mismatched email identifiers or failed transactional triggers, by reading alerts through the integration layer. We provide operational documentation that maps where each customer attribute originates and how to check sync status during weekly reporting. This is a practical reference for the people running the daily business, ensuring finance and marketing remain aligned on customer purchase history.
Managing long term technical stability post-launch
Our support model is designed to prevent data gaps from becoming operational problems. After launch, we monitor the integration to ensure that order statuses and customer attributes stay in step as transaction volume grows. If a sync fails or data drifts between Dynamics 365 and Klaviyo, we work to resolve the root cause before it impacts your campaign performance. We manage the technical health of the connection so your marketing team can focus on engagement rather than data troubleshooting.
Common failures
Broken links in shipping confirmations
Operational impact: D365 updates a Sales Order to 'Fulfilled', triggering the Klaviyo Shipping Confirmation, but the tracking URL is missing or incorrectly mapped from the TrackingNumber field. Customers receive emails with broken links, driving a spike in 'Where is my order' (WISMO) tickets for the support team.
Prevention / Action: Map the tracking URL explicitly from the D365 tracking field to the Klaviyo event payload. Test the payload structure across different carriers to ensure the URL remains valid and clickable.
Catalog sync rejection
Operational impact: Dynamics 365 Released Products often lack a Default Search Name. Klaviyo's catalog synchronisation requires a name field; without it, the item is rejected. This leads to missing products in dynamic email blocks and broken back-in-stock automations.
Prevention / Action: Ensure every synchronised SKU in D365 has a populated Search Name or Product Name. Implement a validation step in the integration layer to flag items missing required attributes before the sync fails.
Fragmented customer profiles
Operational impact: A person appears as multiple profiles because the integration fails to merge web signups with D365 customer records. This causes loyalty data to drift, where the marketing team sends new customer welcomes to long-standing loyal clients.
Prevention / Action: Use a lookup-then-update strategy keyed on email address. Establish D365 as the master for the core customer record post-purchase, merging initial Klaviyo activity into the enriched ERP profile.
Frequently asked questions
We treat Microsoft Dynamics 365 as our source of truth for all customer data. How does the integration ensure this is reflected in Klaviyo?
This is the recommended operating model. The integration ensures that when a customer record is created or updated in Dynamics 365, the corresponding profile in Klaviyo is synchronised automatically. This means marketing segments built on attributes like customer lifetime value or order history are always based on the most current ERP data, preventing campaigns from being sent to the wrong audience.
Our campaign performance is poor and we suspect data delays. How does this integration address that?
Poor performance is often due to a lag between an event in the ERP and it being actionable for marketing. For example, a customer's first wholesale order in Microsoft Dynamics 365 should immediately move them into a new segment in Klaviyo. This integration closes that gap by ensuring that changes to customer records or sales order status in Dynamics 365 are reflected in Klaviyo promptly, improving campaign timing and relevance.
What happens if a single sales order is split into multiple shipments in Dynamics 365?
This is a common failure point that can lead to poor customer experience if not handled correctly. A basic integration might trigger a single, confusing 'Order Fulfilled' event in Klaviyo based on the first shipment from the Dynamics 365 sales order. A properly configured integration creates distinct fulfilment events for each shipment, allowing Klaviyo flows to accurately notify customers about exactly which items have been dispatched.
Can we run 'back in stock' campaigns in Klaviyo using live inventory levels from Dynamics 365?
Yes, but this requires robust configuration because it is a frequent point of failure. If warehouse codes in Microsoft Dynamics 365 are not perfectly mapped to the corresponding location identifiers in the integration, the stock sync will fail. This means Klaviyo's 'back in stock' alerts will not trigger for waiting customers, leading directly to lost sales opportunities.