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CRM ⇄ Business productivity

Freshsales to Gatekeeper integration — real-time, two-way sync

Keep Freshsales and Gatekeeper 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 Freshsales and Gatekeeper

Sync what happens in Gatekeeper with the customer records in Freshsales, in real time and in both directions.

The CRM is supposed to be the record of every customer relationship, but customer-relevant information also accumulates in the other tools a team runs. Whatever Gatekeeper holds or produces that touches a customer, whether conversations, payments, replies, enriched data, or notes, the CRM only benefits if it arrives without someone copying it over.

Stacksync connects Categories, Contracts, Vendors (Suppliers), Files in Gatekeeper to Products, Contacts, Accounts, Deals in Freshsales with bi-directional, real-time sync. Activity and record changes in Gatekeeper update the matching contact or account in Freshsales, and CRM data flows the other way wherever Gatekeeper can store and use it.

Common use cases

  • 01 Write contract or vendor records into Gatekeeper when a deal closes in the CRM to kick off downstream procurement and legal workflows.
  • 02 Two-way sync Contracts between Gatekeeper and an ERP or warehouse so value, renewal dates, owner, and status stay current without manual re-keying.
  • 03 Sync sales activities and appointments into analytics tools for rep productivity reporting.
  • 04 Two-way sync of contacts and accounts between Freshsales and a Postgres database so product and data teams query CRM data with SQL.

Common sync patterns

Where Gatekeeper can store CRM context: fields kept current

Owner, lifecycle stage, or account details from Freshsales sync into Gatekeeper, so people working there have the context without switching tools.

Where Gatekeeper supplies contact or company data

Enriched fields land directly on records in Freshsales, and refreshes keep them from going stale.

Where Gatekeeper processes payments

Charges, refunds, and subscription changes appear on the account in Freshsales, so revenue context lives with the relationship.

What you can sync between Freshsales and Gatekeeper

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.

Freshsales objects Gatekeeper objects How this pairing syncs
Tasks Rep to-dos created from external triggers or synced for productivity reporting. Categories The classification taxonomy applied to contracts and vendors (type, department, business unit); synced so categorization stays consistent between Gatekeeper and downstream reporting or ERP dimensions. Tasks is specific to Freshsales and Categories to Gatekeeper — each maps to any object or custom field on the other side.
Appointments Scheduled meetings readable for activity analytics. Contracts The core contract records holding value, key dates, renewal terms, status, type, owner, and the linked vendor; created, read, updated, and deleted so contract data moves two-way between Gatekeeper and a database, ERP, or CRM. Appointments is specific to Freshsales and Contracts to Gatekeeper — each maps to any object or custom field on the other side.
Notes Free-text records attached to contacts, accounts, and deals. Vendors (Suppliers) Company records for counterparties and suppliers with onboarding status, compliance, risk, contacts, and spend; read and written to keep vendor master data aligned with a CRM or ERP. Notes is specific to Freshsales and Vendors (Suppliers) to Gatekeeper — each maps to any object or custom field on the other side.
Sales activities Configurable activity types logged against records, useful for engagement scoring. Files Document files attached to contracts and vendors - executed PDFs, certificates, and compliance evidence; read to pull signed files and evidence out, or written to push generated documents in. Sales activities is specific to Freshsales and Files to Gatekeeper — each maps to any object or custom field on the other side.
Products Catalog items attached to deals for line-level revenue data. Workflow form data The structured data captured on Gatekeeper workflow forms (intake requests, vendor onboarding, risk assessments); exposed by the API since 2025 so form results sync into an operational database, not only contract and vendor records. Products is specific to Freshsales and Workflow form data to Gatekeeper — each maps to any object or custom field on the other side.
Contacts Person records carrying lifecycle stages; the main entity for two-way CRM syncs. Custom data groups Customer-configured custom fields and data groups; because the JSON:API and its docs are dynamic, any custom data added in Configuration exposes the same read/write endpoints as the standard objects and syncs the same way. Contacts is specific to Freshsales and Custom data groups to Gatekeeper — each maps to any object or custom field on the other side.

How changes propagate between Freshsales and Gatekeeper

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.

Freshsales Gatekeeper Sub-second propagation

DetectionFreshsales notifies Stacksync of record changes through webhook events. Polling with updated-at filters through views.

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

Gatekeeper Freshsales Interval-based propagation

DetectionStacksync polls Gatekeeper for changes on an incremental schedule, reading only records changed since the previous pass. No native developer webhook subscription API and no database change-data-capture log.

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

Rate-limit considerations

  • Freshsales: Subject to per-account API rate limits that vary by Freshworks plan.
  • Gatekeeper: Gatekeeper publishes no fixed public per-minute request quota; throughput is governed per key by its endpoint permissions, and every call is recorded (parameters, payload, response) under API Logs for monitoring. Pace bulk writes and use JSON:API pagination on list endpoints.
What ships with Freshsales ⇄ Gatekeeper

Connect Freshsales and Gatekeeper for flexible, real-time data sync.

Real-time sync, workflow automation, event queues, EDI, and monitoring, for every Freshsales–Gatekeeper connection.

Real-time

Two-way sync

Changes in Freshsales or Gatekeeper instantly reflect in both systems. No stale data, no manual imports.

No-code + pro-code

Workflow automation

Trigger automated workflows whenever Freshsales or Gatekeeper 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 Freshsales or Gatekeeper record.

Observability

Monitoring

Track your Freshsales ⇄ Gatekeeper sync health, view errors, and replay failed events in one click.

Trading partners

EDI

Transform legacy EDI complexity into simple database interactions between Freshsales and Gatekeeper.

How the Freshsales and Gatekeeper connectors work

Freshsales

Integration surface
REST API
Authentication
API key sent as a Token authorization header
Change detection
Polling with updated-at filters through views; outbound webhooks can be configured via workflow automations
Capabilities
read · write · webhooks
Rate limits
Subject to per-account API rate limits that vary by Freshworks plan

Gatekeeper

Integration surface
RESTful API following the JSON:API specification, tenant-scoped with interactive docs at {tenant}.gatekeeperhq.com/api_docs and a published Postman collection. The API is dynamic: it exposes the standard Contract and Vendor objects plus any custom data groups and workflow-form data configured in the tenant.
Authentication
API keys created and managed under Configuration > API Keys and passed as a token; each key carries granular per-endpoint permissions set to read-only or write, so access is scoped per object. Multiple keys can be issued and revoked independently.
Change detection
No native developer webhook subscription API and no database change-data-capture log; detect changes by polling the JSON:API list endpoints filtered and sorted on updated-at timestamps. Gatekeeper's own event automation - Workflow Engine phase transitions and Interconnect process orchestration - runs inside the platform rather than as a subscribable webhook stream.
Capabilities
read · write
Rate limits
Gatekeeper publishes no fixed public per-minute request quota; throughput is governed per key by its endpoint permissions, and every call is recorded (parameters, payload, response) under API Logs for monitoring. Pace bulk writes and use JSON:API pagination on list endpoints.
How it works

How to connect Freshsales to Gatekeeper — 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 Freshsales and Gatekeeper 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
    Freshsales connected
    Gatekeeper connected
    OAuth 2.0
    SSH tunnel
    SSL certificate
    VPC peering
  2. 02

    Choose tables

    Pick the Freshsales and Gatekeeper 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 · Freshsales ⇄ Gatekeeper
    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
    Freshsales Gatekeeper
    Company company_name text
    Email email text
    Amount amount numeric
    Created created_at timestamp
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FAQ

Freshsales and Gatekeeper 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.

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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 423 integrations available for Freshsales and Gatekeeper.

Popular · 6 of 423
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