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Communications ⇄ CRM

Gmail to Xactly integration — real-time, two-way sync

Keep Gmail and Xactly 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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Why teams connect Gmail and Xactly

Keep Xactly and Gmail working from the same contacts, and log every call, message, and meeting back on the record, in real time and in both directions.

Xactly holds the people the business talks to: the contacts, their phone numbers and email addresses, and which rep owns the relationship. Gmail is where the talking happens, whether that is calls, texts, email, or meetings. The two depend on the same people, and when the contact list in one drifts from the other, outreach goes to stale numbers and the record of what was said never makes it back to the account.

Stacksync syncs Credits, Transactions (Commission & Bonus), Participants (Payees), Positions & Titles in Xactly with Labels, Drafts, Attachments, History in Gmail field by field, in real time, and in both directions. Current contact details flow out to Gmail so it can reach the right person, and the calls, messages, and meetings Gmail produces flow back onto the matching record in Xactly. You decide which system owns which fields, and conflicts resolve by rules you set.

Common use cases

  • 01 Sync Participants, Positions, Titles, and Quotas from an HRIS/HCM and planning tools into Xactly so the org hierarchy and targets stay aligned with headcount changes.
  • 02 Push approved Payment Summary amounts from Incent into a payroll or accounts-payable system so payouts are paid from the mastered comp result.
  • 03 Log sent and received Messages onto CRM contact and deal timelines automatically so reps never copy-paste email history.
  • 04 Create Drafts in a rep's mailbox from CRM templates and sequences, keeping sends authentic to the sender's address and signature.

Common sync patterns

New contacts reachable right away

A contact created or updated in Xactly appears in Gmail within seconds, so outreach starts without exporting a list or re-keying numbers.

Where Gmail reaches out: contacts kept current

Names, phone numbers, email addresses, and the owning rep from Xactly stay current in Gmail, so every call, text, or email goes to the right person at the right address.

Calls, messages, and meetings on the record

Activity handled in Gmail appears on the matching contact and account in Xactly, so the next person sees the full history without leaving the CRM.

What you can sync between Gmail and Xactly

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.

Gmail objects Xactly objects How this pairing syncs
Drafts Unsent messages; created and updated from templates or sequence tools so reps review before sending from their own mailbox. Credits Crediting records that tie an order to a participant and position; system-calculated credits are read, while manual and adjustment credits are loaded through Connect, so read and write. Drafts is specific to Gmail and Credits to Xactly — each maps to any object or custom field on the other side.
Attachments File payloads referenced by message part; read out to storage or a document system for archival and compliance workflows. Transactions (Commission & Bonus) Calculated commission and bonus line items produced by Incent's calculation engine; read as the output of comp runs for reporting and downstream payout, so effectively read-only results. Attachments is specific to Gmail and Transactions (Commission & Bonus) to Xactly — each maps to any object or custom field on the other side.
History The incremental change log keyed by historyId; used for efficient delta sync so only mailbox changes since the last cursor are fetched. Participants (Payees) Sales reps and payees keyed to positions; loaded and updated from HRIS/HCM source data through Connect (write) and read for roster reporting, so read and write. History is specific to Gmail and Participants (Payees) to Xactly — each maps to any object or custom field on the other side.
Messages Individual emails with headers, body, and label state; read out to a CRM or warehouse for activity logging, and sent or modified two-way from sales tools. Positions & Titles Org-hierarchy positions and titles that credits and quotas roll up to; loaded and maintained through Connect (write) and read to resolve the hierarchy, so read and write. Messages is specific to Gmail and Positions & Titles to Xactly — each maps to any object or custom field on the other side.
Threads Conversation groupings that keep replies together; synced so a CRM timeline or support desk shows the full exchange, not isolated messages. Quotas / Targets Period quota and target values per position or plan; loaded from planning tools through Connect (write) and read for attainment reporting, so read and write. Threads is specific to Gmail and Quotas / Targets to Xactly — each maps to any object or custom field on the other side.
Labels User and system labels (INBOX, SENT, custom); applied and removed via sync to mirror pipeline stages or triage states from an external system. Payment Summary (Payable) Approved payable amounts per participant per period; read as the output that feeds payroll and accounts payable, so effectively read-only. Labels is specific to Gmail and Payment Summary (Payable) to Xactly — each maps to any object or custom field on the other side.

How changes propagate between Gmail and Xactly

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.

Gmail Xactly Sub-second propagation

DetectionGmail notifies Stacksync of record changes through webhook events. Incremental sync via users.history.list from a stored historyId cursor, plus real-time push notifications through Google Cloud Pub/Sub watch on the.

DeliveryEach detected change is applied to Xactly as a row-level write, with types converted between the two schemas.

Xactly Gmail Interval-based propagation

DetectionStacksync polls Xactly for changes on an incremental schedule, reading only records changed since the previous pass. No CDC log for external tools to consume.

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

Rate-limit considerations

  • Gmail: Quota is measured in units per user per second (e.g. messages.list = 5 units, messages.send = 100 units) against a 250 quota-unit/user/second limit and a daily project cap; exceeding limits returns 429 with exponential backoff expected.
  • Xactly: Xactly does not publish numeric per-second rate limits. The Connect platform enforces query concurrency and long-running-query limits, so large extracts are paged and heavy loads/queries run as asynchronous Connect jobs (submit, then retrieve results) rather than row-by-row calls; batch loads are the supported path for high volume.
What ships with Gmail ⇄ Xactly

Connect Gmail and Xactly for flexible, real-time data sync.

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

Real-time

Two-way sync

Changes in Gmail or Xactly instantly reflect in both systems. No stale data, no manual imports.

No-code + pro-code

Workflow automation

Trigger automated workflows whenever Gmail or Xactly 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 Gmail or Xactly record.

Observability

Monitoring

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

Trading partners

EDI

Transform legacy EDI complexity into simple database interactions between Gmail and Xactly.

How the Gmail and Xactly connectors work

Gmail

Integration surface
Gmail API (REST, v1)
Authentication
OAuth 2.0 via Google — user-authorized consent with granular scopes (gmail.readonly, gmail.modify, gmail.send, gmail.labels); restricted scopes require Google's app verification for production use
Change detection
Incremental sync via users.history.list from a stored historyId cursor, plus real-time push notifications through Google Cloud Pub/Sub watch on the mailbox (watch must be renewed at least every 7 days)
Capabilities
read · write · webhooks
Rate limits
Quota is measured in units per user per second (e.g. messages.list = 5 units, messages.send = 100 units) against a 250 quota-unit/user/second limit and a daily project cap; exceeding limits returns 429 with exponential backoff expected.

Xactly

Integration surface
Xactly Connect REST API v2 (JSON), plus ODBC/JDBC drivers over the same ANSI-SQL data model. Incent data is exposed as SQL-queryable objects (for example xactly_order, xactly_credit, xactly_transaction, xactly_payment); data is loaded and extracted through Connect load/query steps and server-side ETL Pipelines. The base host is region/pod-specific (for example https://<pod>.xactlycorp.com).
Authentication
OAuth 2.0 via the Xactly Connect API Gateway (bearer tokens issued on behalf of an Xactly Incent user), with HTTP Basic authentication using a dedicated Xactly Connect service-user's credentials also supported for the Connect REST API v2. The connecting user needs Connect/API access plus the relevant object permissions in Incent.
Change detection
No CDC log for external tools to consume. Incremental sync uses SQL predicates on modified/last-updated timestamp columns (for example WHERE modified_date > watermark) against Connect's queryable objects, or scheduled Connect ETL Pipelines that pull deltas since the last run. Xactly Connect has no outbound HTTP webhooks, so change detection is pull/ETL-based.
Capabilities
read · write
Rate limits
Xactly does not publish numeric per-second rate limits. The Connect platform enforces query concurrency and long-running-query limits, so large extracts are paged and heavy loads/queries run as asynchronous Connect jobs (submit, then retrieve results) rather than row-by-row calls; batch loads are the supported path for high volume.
Xactly setup guide
How it works

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

    Choose tables

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

Gmail and Xactly 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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SOC 2 Type II
ISO 27001
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CCPA
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 380 integrations available for Gmail and Xactly.

Popular · 8 of 380
All Gmail integrations All Xactly integrations Browse all integrations
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