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

Keep Gatekeeper and Servicemax 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 Servicemax

Stop re-entering the same information in Gatekeeper and Servicemax: Stacksync keeps the records they share consistent in real time, in both directions.

Two tools in the daily stack often hold overlapping information: the same people, the same companies, or the same pieces of work, described twice. The tools do different jobs, so consolidating is not the answer; the overlap just needs to stop drifting.

Stacksync syncs Custom data groups, Users, Categories, Contracts in Gatekeeper with Service Contracts, Stock History, Accounts, Contacts in Servicemax in real time. You choose which records overlap, map the fields that should match, and pick a direction or let changes flow both ways. From then on, an update made in either tool is reflected in the other within seconds, without exports or copy-paste.

Because the sync is field-level, each tool keeps its own extras; only the shared data is held in agreement.

Common use cases

  • 01 Two-way sync Contracts between Gatekeeper and an ERP or warehouse so value, renewal dates, owner, and status stay current without manual re-keying.
  • 02 Sync Vendors (Suppliers) with a CRM or ERP so counterparty, compliance, contact, and spend records match across the VCLM and the systems of record.
  • 03 Keep Installed Products (SVMXC__Installed_Product__c) aligned with an asset or IoT database for warranty, entitlement, and service-history reporting.
  • 04 Consolidate Service Contracts and entitlement data into a warehouse for renewal forecasting and SLA compliance dashboards.

Common sync patterns

Where both tools track people or companies: one consistent record

Contact and company details corrected in either tool update the other, so nobody works from the old version.

Where one tool produces events: mirror them in the other

Payments, replies, messages, or tickets created in one tool can create or update matching records in the other, keeping context in one place.

Where Servicemax is where the team documents or plans: keep its data fed

Information that originates in Gatekeeper stays current in Servicemax instead of going stale after a one-time paste.

What you can sync between Gatekeeper and Servicemax

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 Servicemax objects How this pairing syncs
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. Contacts Standard Salesforce Contact; people linked to Accounts and service sites; synced with CRM and support person records. Workflow form data is specific to Gatekeeper and Contacts to Servicemax — 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. Cases Standard Salesforce Case; support records that often precede a Work Order; synced with help desk tools and reporting databases. Custom data groups is specific to Gatekeeper and Cases to Servicemax — each maps to any object or custom field on the other side.
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. Products Standard Salesforce Product2; catalog of serviceable products and spare parts referenced by Installed Products and Work Details. Users is specific to Gatekeeper and Products to Servicemax — 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. Work Orders SVMXC__Service_Order__c; the core field-service job record for install, repair, and maintenance; synced two-way with databases and pushed to ERPs at close. Categories is specific to Gatekeeper and Work Orders to Servicemax — 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. Work Details SVMXC__Service_Order_Line__c; line items on a Work Order for labor, parts used, and expenses; read out for billing or written back with usage. Contracts is specific to Gatekeeper and Work Details to Servicemax — each maps to any object or custom field on the other side.
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. Installed Products SVMXC__Installed_Product__c; the installed-base asset record driving entitlement and service history; synced with asset and IoT databases. Vendors (Suppliers) is specific to Gatekeeper and Installed Products to Servicemax — each maps to any object or custom field on the other side.

How changes propagate between Gatekeeper and Servicemax

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

Servicemax Gatekeeper Sub-second propagation

DetectionChanges in Servicemax are captured at the source via change data capture — no polling loop against its API. Salesforce mechanisms — Apex triggers or polling on SystemModstamp/LastModifiedDate, with Change Data Capture / Platform Events available per object.

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.
  • Servicemax: Governed by the Salesforce org-wide daily API request allocation, shared across all integrations and scaled by edition and license count.
What ships with Gatekeeper ⇄ Servicemax

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

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

Real-time

Two-way sync

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

No-code + pro-code

Workflow automation

Trigger automated workflows whenever Gatekeeper or Servicemax 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 Servicemax record.

Observability

Monitoring

Track your Gatekeeper ⇄ Servicemax 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 Servicemax.

How the Gatekeeper and Servicemax 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.

Servicemax

Integration surface
Salesforce REST, SOAP, and Bulk APIs (ServiceMax is a managed package on the Salesforce platform)
Authentication
Salesforce OAuth login via a user with API access; the connecting profile needs object and field permissions on ServiceMax's SVMXC__ objects
Change detection
Salesforce mechanisms — Apex triggers or polling on SystemModstamp/LastModifiedDate, with Change Data Capture / Platform Events available per object where enabled
Capabilities
read · write · CDC
Rate limits
Governed by the Salesforce org-wide daily API request allocation, shared across all integrations and scaled by edition and license count
How it works

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

    Choose tables

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

Gatekeeper and Servicemax 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
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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 412 integrations available for Gatekeeper and Servicemax.

Popular · 7 of 412
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