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Business productivity ⇄ Accounting and finance

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

Keep Gatekeeper 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 Gatekeeper and Navan

Connect the financial records in Navan with the work happening in Gatekeeper, so both stay current without exports or copy-paste.

Navan holds the financial truth: who the customers are, what they were billed, what they paid. Gatekeeper is where part of the day-to-day work happens, and that work often involves the same customers and transactions. Without a live connection, the two drift apart, and people end up answering questions from stale copies.

Stacksync keeps Bookings, Custom Fields, Receipts, Repayments, Fees, and Adjustments in Navan and Files, Workflow form data, Custom data groups, Users in Gatekeeper in sync, bi-directionally and in real time. Whatever records Gatekeeper keeps and whatever events it produces, the overlap with Navan is mapped field by field, and a change on either side shows up on the other within seconds.

There is no middleware to build, no API rate limits to babysit, and no nightly job that leaves the morning running on yesterday's data.

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 Two-way sync Contracts between Gatekeeper and an ERP or warehouse so value, renewal dates, owner, and status stay current without manual re-keying.
  • 04 Sync Vendors (Suppliers) with a CRM or ERP so counterparty, compliance, contact, and spend records match across the VCLM and the systems of record.

Common sync patterns

Where Gatekeeper collects payments or triggers charges: events land in Navan

Payment and charge activity flows into Navan as it happens, so the books reflect reality without manual reconciliation.

Where Gatekeeper tracks people or companies: one identity

A customer's details updated in either system update the other, so finance and the rest of the business stop maintaining two versions of the same customer.

Where Gatekeeper handles customer conversations: billing context in view

Front-line teams see invoice and payment status from Navan next to the customer they are helping, without logging into the finance system.

What you can sync between Gatekeeper 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.

Gatekeeper objects Navan objects How this pairing syncs
Users Gatekeeper user and team records governed by role-based access; read to map contract and vendor owners, approvers, and internal contacts to CRM or HR records. Users Employee and cardholder records referenced by every transaction; usually provisioned from an HRIS and used to map spend to people and departments. Same entity on both sides — records pair one-to-one and field-level changes reconcile in both directions.
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. Manual Transactions Out-of-pocket reimbursements and payroll submissions; synced for approval and reimbursement, then GL-coded back into Navan. Files is specific to Gatekeeper and Manual Transactions to Navan — each maps to any object or custom field on the other side.
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. 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. Workflow form data is specific to Gatekeeper and Bookings to Navan — each maps to any object or custom field on the other side.
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. Custom Fields Company metadata such as cost centers and project codes; discovered via GET and their option lists created or updated via async POST. Custom data groups is specific to Gatekeeper and Custom Fields to Navan — each maps to any object or custom field on the other side.
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. Receipts Receipt images tied to each transaction; fetched read-only through presigned URLs for archival in a warehouse or document store. Categories is specific to Gatekeeper and Receipts to Navan — each maps to any object or custom field on the other side.
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. Repayments, Fees, and Adjustments Money-movement records including repayments, FX and platform fees, and credit or debit memos; read-only for reconciliation ledgers. Contracts is specific to Gatekeeper and Repayments, Fees, and Adjustments to Navan — each maps to any object or custom field on the other side.

How changes propagate between Gatekeeper 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.

Gatekeeper Navan 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 Navan through its API, with automatic retries and rate-limit backoff.

Navan Gatekeeper 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 Gatekeeper through its API, with automatic retries and rate-limit backoff.

Rate-limit considerations

  • 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.
  • 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 Gatekeeper ⇄ Navan

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

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

Real-time

Two-way sync

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

No-code + pro-code

Workflow automation

Trigger automated workflows whenever Gatekeeper 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 Gatekeeper or Navan record.

Observability

Monitoring

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

Trading partners

EDI

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

How the Gatekeeper and Navan connectors work

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.

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 Gatekeeper 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 Gatekeeper 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
    Gatekeeper connected
    Navan connected
    OAuth 2.0
    SSH tunnel
    SSL certificate
    VPC peering
  2. 02

    Choose tables

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

Gatekeeper and Navan 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
SOC 2 Type II
ISO 27001
HIPAA BAA
GDPR
CCPA
CSA STAR
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 402 integrations available for Gatekeeper and Navan.

Popular · 5 of 402
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