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CRM ⇄ Accounting and finance

Apollo.io to Navan integration — real-time, two-way sync

Keep Apollo.io and Navan 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 Apollo.io and Navan

Sync customers, invoices, and payment status between Navan and Apollo.io in real time, so sales sees the money and finance sees the relationship.

Finance and sales describe the same customers in different systems. Apollo.io knows the relationship: who the contacts are and what is in motion with the account. Navan knows the money: what was invoiced, what was paid, what is overdue. When the two are connected only by exports, each side works partly blind.

Stacksync links Manual Transactions, Bookings, Custom Fields, Receipts in Navan to People (database records), Sequences, Deals (Opportunities), Tasks and calls in Apollo.io with bi-directional, real-time sync. New customers, updated billing details, invoice status, and payment activity move in whichever direction you configure, field by field, with conflicts resolved by rules you set. The result is one version of each customer, visible from both sides.

Common use cases

  • 01 Push coded expense transactions into an accounting system, then set their ERP sync status in Navan so the same records are not exported twice.
  • 02 Pull Bookings by date range into a database to reconcile travel reservations against Card Transactions and monitor travel-policy spend.
  • 03 Push CRM opportunity stages back into Apollo so reps see pipeline context while sequencing.
  • 04 Land sequence enrollment status and outcomes in a warehouse for outbound performance reporting.

Common sync patterns

Payment status on the account

Invoice and payment status from Navan appears on the account in Apollo.io, so reps see overdue balances before they promise the next order.

Billing detail changes flow back

When a contact or address is corrected in Apollo.io, Navan gets the update before the next invoice goes out.

Collections with context

Finance sees the account owner and relationship history from Apollo.io when chasing a balance, and sales sees that the chase is happening.

What you can sync between Apollo.io and Navan

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.

Apollo.io objects Navan objects How this pairing syncs
Custom fields Account- and contact-level custom attributes mapped field-by-field in a sync. Custom Fields Company metadata such as cost centers and project codes; discovered via GET and their option lists created or updated via async POST. Same entity on both sides — records pair one-to-one and field-level changes reconcile in both directions. Custom fields on either side are included in the mapping.
Deals (Opportunities) Pipeline records that can be read and written to keep Apollo aligned with the CRM of record. Card Transactions Navan physical and virtual card spend; read via GET, then GL codes, cost centers, and ERP sync status are written back per transaction through the transaction update endpoint. Deals (Opportunities) is specific to Apollo.io and Card Transactions to Navan — each maps to any object or custom field on the other side.
Tasks and calls Rep activity records synced for activity reporting and coaching workflows. Connect Transactions External and personal card feed matched into Navan; retrieved read-only and coded with custom-field values through the transaction update endpoint. Tasks and calls is specific to Apollo.io and Connect Transactions to Navan — each maps to any object or custom field on the other side.
Contacts People saved to your Apollo account, synced with emails, phone numbers, and enrichment fields. Manual Transactions Out-of-pocket reimbursements and payroll submissions; synced for approval and reimbursement, then GL-coded back into Navan. Contacts is specific to Apollo.io and Manual Transactions to Navan — each maps to any object or custom field on the other side.
Accounts Company records with firmographic attributes, matched to CRM accounts during sync. Bookings Flight, hotel, rail, and car reservations from the Booking API; pulled read-only by createdFrom/createdTo date range for trip and travel-spend reporting. Accounts is specific to Apollo.io and Bookings to Navan — each maps to any object or custom field on the other side.
People (database records) Prospects from Apollo's global database, pulled into downstream systems once enriched or saved. Receipts Receipt images tied to each transaction; fetched read-only through presigned URLs for archival in a warehouse or document store. People (database records) is specific to Apollo.io and Receipts to Navan — each maps to any object or custom field on the other side.

How changes propagate between Apollo.io and Navan

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.

Apollo.io Navan Interval-based propagation

DetectionStacksync polls Apollo.io for changes on an incremental schedule, reading only records changed since the previous pass. Polling on updated-at timestamps.

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

Navan Apollo.io Sub-second propagation

DetectionNavan notifies Stacksync of record changes through webhook events. Navan's Expense API supports webhooks for transaction and expense events.

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

Rate-limit considerations

  • Apollo.io: Rate limits and enrichment credits vary by plan; bulk endpoints are throttled separately from single-record calls.
  • Navan: Requests are throttled with HTTP 429 and Navan recommends retrying with exponential backoff; the Expense/Public API must first be enabled per account by Navan.
What ships with Apollo.io ⇄ Navan

Connect Apollo.io and Navan for flexible, real-time data sync.

Real-time sync, workflow automation, event queues, EDI, and monitoring, for every Apollo.io–Navan connection.

Real-time

Two-way sync

Changes in Apollo.io or Navan instantly reflect in both systems. No stale data, no manual imports.

No-code + pro-code

Workflow automation

Trigger automated workflows whenever Apollo.io or Navan 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 Apollo.io or Navan record.

Observability

Monitoring

Track your Apollo.io ⇄ Navan sync health, view errors, and replay failed events in one click.

Trading partners

EDI

Transform legacy EDI complexity into simple database interactions between Apollo.io and Navan.

How the Apollo.io and Navan connectors work

Apollo.io

Integration surface
REST API
Authentication
API key (passed in request headers); master keys unlock account-wide endpoints
Change detection
Polling on updated-at timestamps; webhook callbacks exist only for delivering asynchronous enrichment results, not as a general change-event stream
Capabilities
read · write
Rate limits
Rate limits and enrichment credits vary by plan; bulk endpoints are throttled separately from single-record calls

Navan

Integration surface
REST (Expense API and Booking API)
Authentication
OAuth 2.0 client-credentials flow; an admin creates a client_id and client_secret under Settings > Integrations and exchanges them at Navan's OAuth token endpoint for a short-lived bearer token that is refreshed on expiry (separate US and EU regional hosts)
Change detection
Navan's Expense API supports webhooks for transaction and expense events; sync engines also poll GET endpoints with date-range and updatedAt filters (createdFrom/createdTo for bookings) to backfill history and reconcile. There is no database-level CDC.
Capabilities
read · write · webhooks
Rate limits
Requests are throttled with HTTP 429 and Navan recommends retrying with exponential backoff; the Expense/Public API must first be enabled per account by Navan.
How it works

How to connect Apollo.io to Navan — 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 Apollo.io and Navan 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
    Apollo.io connected
    Navan connected
    OAuth 2.0
    SSH tunnel
    SSL certificate
    VPC peering
  2. 02

    Choose tables

    Pick the Apollo.io and Navan 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 · Apollo.io ⇄ Navan
    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
    Apollo.io Navan
    Company company_name text
    Email email text
    Amount amount numeric
    Created created_at timestamp
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FAQ

Apollo.io and Navan integration FAQ

SECURITY

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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.

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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 403 integrations available for Apollo.io and Navan.

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