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Human resources ⇄ Accounting and finance

Greenhouse to Rillet integration — real-time, two-way sync

Keep Greenhouse and Rillet 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 Greenhouse and Rillet

Keep the employee, department, and cost records that Rillet and Greenhouse share consistent in real time, so the finance system and the people system stop drifting apart.

Rillet runs the money side of the company: who gets paid, what it costs, and which part of the business the cost belongs to. Greenhouse runs the people side: who works here, which team they sit in, and how their employment changes over time. The two overlap on the same people and the same org structure, because every employee is also a payee and every department is also a cost center. When that overlap is maintained by hand, a new hire, a transfer, or a termination has to be keyed twice, and the two systems start to disagree about who is active and where the cost lands.

Stacksync syncs Bill, Journal Entry, Invoice Payment, Charge in Rillet with Jobs, Offers, Scorecards, Scheduled Interviews in Greenhouse bi-directionally and in real time. A person added, updated, or deactivated on either side appears on the other within seconds, with field-level mapping and conflict resolution in place of CSV exports and nightly batch jobs.

That matters most when money follows a people event. A hire that finance can pay, a leaver whose access ends, a transfer that redirects cost to the right team, all happen from one change instead of two, so headcount and spend reconcile from the same set of records.

Common use cases

  • 01 Mirror journal entries and contract revenue data into a warehouse for board and ARR reporting.
  • 02 Push billing events from a product or usage-metering system into Rillet for revenue recognition.
  • 03 Two-way sync Candidates and Applications with Postgres so recruiting-ops apps read and update stage, status, and custom fields in SQL while recruiters stay in Greenhouse.
  • 04 Write enriched or sourced Candidates from external tools into Greenhouse and keep contact fields refreshed as data changes.

Common sync patterns

One employee identity

A person's name, ID, or contact details corrected in either system update the other, so finance and HR reference the same person instead of maintaining two versions.

Department and cost-center alignment

The org structure maintained in Greenhouse keeps the departments or cost centers in Rillet current, so spend and headcount roll up the same way.

Status changes propagate

A role, department, or employment-status change in either system updates the other within seconds, so cost allocation, access, and reporting reflect the current state.

What you can sync between Greenhouse and Rillet

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.

Greenhouse objects Rillet objects How this pairing syncs
Users Greenhouse users (recruiters, hiring managers); read and written, and referenced by the On-Behalf-Of header on every write. Invoice Payment Synced with incremental and full sync per the Stacksync docs. Users is specific to Greenhouse and Invoice Payment to Rillet — each maps to any object or custom field on the other side.
Departments and Offices Org structure attached to Jobs; read and written to keep reporting hierarchies aligned with an HRIS or warehouse. Charge Synced with incremental and full sync per the Stacksync docs. Departments and Offices is specific to Greenhouse and Charge to Rillet — each maps to any object or custom field on the other side.
Candidates Person records with contact details, tags, and custom fields; read and written via Harvest, often created from sourcing or enrichment pipelines. Reimbursement Synced with incremental and full sync per the Stacksync docs. Candidates is specific to Greenhouse and Reimbursement to Rillet — each maps to any object or custom field on the other side.
Applications Links a Candidate to a Job; carries current stage, status, and source. Movable, rejectable, and hireable through Harvest write calls. Custom Field Synced with incremental and full sync per the Stacksync docs. Applications is specific to Greenhouse and Custom Field to Rillet — each maps to any object or custom field on the other side.
Jobs Requisitions with openings, hiring team, departments, and offices; created and patched via Harvest, read out for funnel and time-to-fill reporting. Account Synced with incremental and full sync per the Stacksync docs. Jobs is specific to Greenhouse and Account to Rillet — each maps to any object or custom field on the other side.
Offers Offer records tied to an Application with status and custom offer fields; readable and patchable, commonly synced to HRIS on hire. Customer Synced with incremental and full sync per the Stacksync docs. Offers is specific to Greenhouse and Customer to Rillet — each maps to any object or custom field on the other side.

How changes propagate between Greenhouse and Rillet

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.

Greenhouse Rillet Sub-second propagation

DetectionGreenhouse notifies Stacksync of record changes through webhook events. HMAC-SHA256 signed webhooks for candidate, application, job, and interview events, plus polling list endpoints with created_after / updated_after /.

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

Rillet Greenhouse Sub-second propagation

DetectionRillet pushes changes as they happen — webhook events backed by change data capture. Near real-time updates via change tracking.

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

Rate-limit considerations

  • Greenhouse: Harvest enforces a per-integration limit over a rolling 10-second window (X-RateLimit-Limit, commonly 50 requests / 10s for approved integrations); responses carry X-RateLimit-Remaining and, on a 429, X-RateLimit-Reset and Retry-After.
  • Rillet: Subject to the platform's API rate limits.
What ships with Greenhouse ⇄ Rillet

Connect Greenhouse and Rillet for flexible, real-time data sync.

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

Real-time

Two-way sync

Changes in Greenhouse or Rillet instantly reflect in both systems. No stale data, no manual imports.

No-code + pro-code

Workflow automation

Trigger automated workflows whenever Greenhouse or Rillet 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 Greenhouse or Rillet record.

Observability

Monitoring

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

Trading partners

EDI

Transform legacy EDI complexity into simple database interactions between Greenhouse and Rillet.

How the Greenhouse and Rillet connectors work

Greenhouse

Integration surface
Harvest REST API (plus read-only Job Board API and the Ingestion API for bulk candidate import)
Authentication
HTTP Basic Auth with a Harvest API key (key as username, blank password, colon appended then Base64-encoded); write calls require an On-Behalf-Of header naming the Greenhouse user
Change detection
HMAC-SHA256 signed webhooks for candidate, application, job, and interview events, plus polling list endpoints with created_after / updated_after / last_activity_after filters
Capabilities
read · write · webhooks
Rate limits
Harvest enforces a per-integration limit over a rolling 10-second window (X-RateLimit-Limit, commonly 50 requests / 10s for approved integrations); responses carry X-RateLimit-Remaining and, on a 429, X-RateLimit-Reset and Retry-After.
Greenhouse setup guide

Rillet

Integration surface
REST API (OpenAPI-specified, with production and sandbox environments)
Authentication
API key generated in Rillet (Organization Setting -> API Access); uncheck Read Only for bidirectional sync, check Read Only for one-way sync
Change detection
Near real-time updates via change tracking; incremental sync per object, with delete detection (some objects checked every 1h or 4h)
Capabilities
read · write · CDC · webhooks
Rate limits
Subject to the platform's API rate limits.
Rillet setup guide
How it works

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

    Choose tables

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

Greenhouse and Rillet 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

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