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Accounting and finance ⇄ Human resources

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

Keep Navan and Smartrecruiters 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 Navan and Smartrecruiters

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

Navan runs the money side of the company: who gets paid, what it costs, and which part of the business the cost belongs to. Smartrecruiters 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 Receipts, Repayments, Fees, and Adjustments, Users, Card Transactions in Navan with Jobs, Job Postings, Interviews, Offers in Smartrecruiters 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 Pull Bookings by date range into a database to reconcile travel reservations against Card Transactions and monitor travel-policy spend.
  • 02 Sync Users and department mappings from an HRIS into reporting tables so every transaction is attributed to a cost center and manager.
  • 03 Subscribe to the Webhooks API to react to new applications and status changes in near real time across downstream systems.
  • 04 Two-way sync Candidates and Applications with Postgres so recruiting-ops apps read and update hiring status, tags, and custom fields in SQL while recruiters keep working in SmartRecruiters.

Common sync patterns

Department and cost-center alignment

The org structure maintained in Smartrecruiters keeps the departments or cost centers in Navan 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.

People-driven costs land in finance

Compensation, reimbursements, or other costs tied to a person on the Smartrecruiters side flow into Navan for posting, so the books reflect what people actually cost without manual re-entry.

What you can sync between Navan and Smartrecruiters

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.

Navan objects Smartrecruiters objects How this pairing syncs
Users Employee and cardholder records referenced by every transaction; usually provisioned from an HRIS and used to map spend to people and departments. Users Company users (recruiters, hiring managers) with roles, access groups, and activation state; read and written via the User Management API. Same entity on both sides — records pair one-to-one and field-level changes reconcile in both directions.
Custom Fields Company metadata such as cost centers and project codes; discovered via GET and their option lists created or updated via async POST. Jobs Requisitions (positions) with openings, departments, locations, and hiring team; created, patched, and read out for requisition and time-to-fill reporting via the Jobs API. Custom Fields is specific to Navan and Jobs to Smartrecruiters — each maps to any object or custom field on the other side.
Receipts Receipt images tied to each transaction; fetched read-only through presigned URLs for archival in a warehouse or document store. Job Postings Job ads and publications pushed to the career site and job boards; created and managed via the job publication endpoints (rate-limited to 2 requests/sec). Receipts is specific to Navan and Job Postings to Smartrecruiters — each maps to any object or custom field on the other side.
Repayments, Fees, and Adjustments Money-movement records including repayments, FX and platform fees, and credit or debit memos; read-only for reconciliation ledgers. Interviews Interview types, timeslots, templates, and scheduled interviews with interviewers and times; created, updated, and read for scheduling and interviewer-load analytics. Repayments, Fees, and Adjustments is specific to Navan and Interviews to Smartrecruiters — each maps to any object or custom field on the other side.
Card Transactions Navan physical and virtual card spend; read via GET, then GL codes, cost centers, and ERP sync status are written back per transaction through the transaction update endpoint. Offers Offer records tied to an Application with status, custom offer fields, and offer documents; readable and writable, commonly synced to an HRIS on hire (documents endpoint limited to 2 requests/sec). Card Transactions is specific to Navan and Offers to Smartrecruiters — each maps to any object or custom field on the other side.
Connect Transactions External and personal card feed matched into Navan; retrieved read-only and coded with custom-field values through the transaction update endpoint. Approvals Approval requests for jobs and offers; requests can be created, retrieved as pending, commented on, and approved or rejected via the Approvals API. Connect Transactions is specific to Navan and Approvals to Smartrecruiters — each maps to any object or custom field on the other side.

How changes propagate between Navan and Smartrecruiters

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.

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

Smartrecruiters Navan Sub-second propagation

DetectionSmartrecruiters notifies Stacksync of record changes through webhook events. Webhooks API — subscribe to events (new application, candidate updated, status changed) delivered with a signing secret and retrievable callback logs.

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

Rate-limit considerations

  • 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.
  • Smartrecruiters: Per API credential: most endpoints allow up to 10 requests/sec (job publication and offer documents 2/sec), plus a concurrency limiter of up to 8 simultaneous requests (GET /candidates capped at 1). Exceeding returns 429; responses carry X-RateLimit-Limit/Remaining and concurrent-limit headers.
What ships with Navan ⇄ Smartrecruiters

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

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

Real-time

Two-way sync

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

No-code + pro-code

Workflow automation

Trigger automated workflows whenever Navan or Smartrecruiters 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 Navan or Smartrecruiters record.

Observability

Monitoring

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

Trading partners

EDI

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

How the Navan and Smartrecruiters connectors work

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.

Smartrecruiters

Integration surface
SmartRecruiters REST APIs (SmartAPIs) on api.smartrecruiters.com — Candidates, Application, Jobs, Interviews, Offers, Users, Approvals, plus a Webhooks API for event subscriptions
Authentication
X-SmartToken API key header for a customer's own integration (grants full company access, no scopes or expiry), or OAuth 2.0 authorization-code flow for partner and Marketplace apps with user-scoped permissions
Change detection
Webhooks API — subscribe to events (new application, candidate updated, status changed) delivered with a signing secret and retrievable callback logs; otherwise poll list endpoints with updated-after-style filters. No log-based change data capture.
Capabilities
read · write · webhooks
Rate limits
Per API credential: most endpoints allow up to 10 requests/sec (job publication and offer documents 2/sec), plus a concurrency limiter of up to 8 simultaneous requests (GET /candidates capped at 1). Exceeding returns 429; responses carry X-RateLimit-Limit/Remaining and concurrent-limit headers.
Smartrecruiters setup guide
How it works

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

    Choose tables

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

Navan and Smartrecruiters 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
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 501 integrations available for Navan and Smartrecruiters.

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