Real-time
Two-way sync
Changes in Insightly or Smartsheet instantly reflect in both systems. No stale data, no manual imports.
CRM ⇄ Business productivity
Insightly to Smartsheet integration — real-time, two-way sync
Keep Insightly and Smartsheet in sync without custom scripts. Cut weeks of integration work, eliminate silent data drift, and give your team a single, reliable source of truth.
- SOC 2 and 6 other compliance frameworks
- POC with real engineers in minutes
Adopted by fast-scaling companies moving mission-critical data in real time
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Why teams connect Insightly and Smartsheet
Sync what happens in Smartsheet with the customer records in Insightly, 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 Smartsheet 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 Attachments, Discussions and Comments, Users and Groups, Sheets in Smartsheet to Opportunities, Projects, Tasks, Events in Insightly with bi-directional, real-time sync. Activity and record changes in Smartsheet update the matching contact or account in Insightly, and CRM data flows the other way wherever Smartsheet can store and use it.
Common use cases
- 01 Trigger downstream actions in an operational database when a Row's status Cell changes, using sheet webhooks for near-real-time updates.
- 02 Two-way sync a project-tracker Sheet's Rows with a Postgres table so engineering works in SQL while project managers stay in Smartsheet.
- 03 Keep Insightly projects aligned with delivery or PSA tools after opportunities close
- 04 Write product usage or billing data from internal databases into Insightly custom fields for account context
Common sync patterns
Where Smartsheet supplies contact or company data
Enriched fields land directly on records in Insightly, and refreshes keep them from going stale.
Where Smartsheet can store CRM context: fields kept current
Owner, lifecycle stage, or account details from Insightly sync into Smartsheet, so people working there have the context without switching tools.
What you can sync between Insightly and Smartsheet
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.
| Insightly objects | Smartsheet objects | How this pairing syncs | |
|---|---|---|---|
| Opportunities Pipeline records feed forecasting and warehouse-based reporting. | Reports Read-only roll-ups spanning multiple sheets; pulled into a warehouse for cross-sheet reporting, capped at 50,000 rows. | Opportunities is specific to Insightly and Reports to Smartsheet — each maps to any object or custom field on the other side. | |
| Projects Delivery records created from won opportunities sync with PSA and task tools. | Attachments Files linked to rows or sheets; posting one carries a 10x rate cost, so bulk file sync is throttled to 30 per minute. | Projects is specific to Insightly and Attachments to Smartsheet — each maps to any object or custom field on the other side. | |
| Tasks Activity records keep follow-ups consistent across systems. | Discussions and Comments Threaded comments on rows and sheets; read out to sync collaboration history or activity into another system. | Tasks is specific to Insightly and Discussions and Comments to Smartsheet — each maps to any object or custom field on the other side. | |
| Events Calendar items sync for a complete activity timeline. | Users and Groups Account membership and sharing; synced to keep an HR or identity source aligned with sheet and workspace access. | Events is specific to Insightly and Users and Groups to Smartsheet — each maps to any object or custom field on the other side. | |
| Notes Free-text context attaches to synced records for downstream visibility. | Sheets The core container; each sheet has typed columns, rows, and a modifiedAt stamp. Stacksync treats a sheet as a table and syncs its rows two-way. | Notes is specific to Insightly and Sheets to Smartsheet — each maps to any object or custom field on the other side. | |
| Products Product catalog entries support line-item syncing on opportunities and quotes. | Rows Records inside a sheet, each with createdAt/modifiedAt and cells keyed by columnId; the primary unit synced to and from external tables. | Products is specific to Insightly and Rows to Smartsheet — each maps to any object or custom field on the other side. |
How changes propagate between Insightly and Smartsheet
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.
Insightly Smartsheet Interval-based propagation
DetectionStacksync polls Insightly for changes on an incremental schedule, reading only records changed since the previous pass. Polling on record updated-date fields.
DeliveryEach detected change is written to Smartsheet through its API, with automatic retries and rate-limit backoff.
Smartsheet Insightly Sub-second propagation
DetectionSmartsheet notifies Stacksync of record changes through webhook events. Sheet-scoped webhooks subscribed to *.* events notify on row and cell changes.
DeliveryEach detected change is written to Insightly through its API, with automatic retries and rate-limit backoff.
Rate-limit considerations
- Insightly: Daily API request caps vary by Insightly plan.
- Smartsheet: 300 requests per minute per access token; heavy calls like posting attachments cost 10x (30/min). A 429 returns errorCode 4003, back off ~60s.
What ships with Insightly ⇄ Smartsheet
Connect Insightly and Smartsheet for flexible, real-time data sync.
Real-time sync, workflow automation, event queues, EDI, and monitoring, for every Insightly–Smartsheet connection.
No-code + pro-code
Workflow automation
Trigger automated workflows whenever Insightly or Smartsheet 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 Insightly or Smartsheet record.
Observability
Monitoring
Track your Insightly ⇄ Smartsheet sync health, view errors, and replay failed events in one click.
Trading partners
EDI
Transform legacy EDI complexity into simple database interactions between Insightly and Smartsheet.
How the Insightly and Smartsheet connectors work
Insightly
- Integration surface
- REST API (versioned)
- Authentication
- API key sent via HTTP Basic authentication
- Change detection
- Polling on record updated-date fields
- Capabilities
- read · write
- Rate limits
- Daily API request caps vary by Insightly plan
Smartsheet
- Integration surface
- REST API (v2.0)
- Authentication
- OAuth 2.0 authorization-code flow, or a raw/personal API access token passed as a Bearer header
- Change detection
- Sheet-scoped webhooks subscribed to *.* events notify on row and cell changes; otherwise polling on sheet and row modifiedAt timestamps
- Capabilities
- read · write · webhooks
- Rate limits
- 300 requests per minute per access token; heavy calls like posting attachments cost 10x (30/min). A 429 returns errorCode 4003, back off ~60s.
How it works
How to connect Insightly to Smartsheet — 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.
- 01
Connect your apps
Authenticate Insightly and Smartsheet with each platform's native method — OAuth, API keys, or service accounts — plus secure options like SSH tunneling, IP whitelisting, and VPC peering.
Insightly
connected
Smartsheet
connected
OAuth 2.0SSH tunnelSSL certificateVPC peering - 02
Choose tables
Pick the Insightly and Smartsheet 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.
objects · Insightly ⇄ SmartsheetCustomers 12,480Sales Orders 8,213Invoices 5,902Items 1,344 - 03
Map fields
Fields map automatically even when names and types differ. Stacksync handles transformation and type casting for you, zero configuration required.
Insightly SmartsheetCompany company_name textEmail email textAmount amount numericCreated created_at timestamp
FAQ
Insightly and Smartsheet integration FAQ
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Yes. Stacksync provides a managed, real-time two-way integration between Insightly and Smartsheet: authenticate both systems, choose the objects to sync (such as Insightly's Opportunities and Projects), map fields visually, and changes propagate both ways in milliseconds — no code required.
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Insightly: REST API (versioned). Authentication: API key sent via HTTP Basic authentication. Smartsheet: REST API (v2.0). Authentication: OAuth 2.0 authorization-code flow, or a raw/personal API access token passed as a Bearer header. Stacksync manages authentication, retries, and rate limits on both sides.
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Smartsheet: Reports are read-only and capped at 50,000 rows; paged report reads return at most 10,000 rows per request. Insightly: The API authenticates with a per-user API key passed over HTTP Basic authentication rather than an OAuth flow. Stacksync's field mapping accounts for these differences between Insightly and Smartsheet without custom code.
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Stacksync is SOC 2 Type II and ISO 27001 certified with HIPAA BAA support. Data is encrypted in transit, and a zero-persistent-storage architecture means Insightly and Smartsheet records are not retained after a sync operation.
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Stacksync pricing is usage-based and starts at $1,000/month, including the managed Insightly and Smartsheet connectors, real-time two-way sync, monitoring, and support. That replaces building and maintaining a custom Insightly–Smartsheet integration in-house.
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Yes — Stacksync ships production-grade connectors for both Insightly and Smartsheet. The connectors handle authentication, schema detection, rate limits, and retries; you configure the sync, and Stacksync operates it.
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.
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:
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