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Accounting and finance ⇄ Business productivity

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

Keep Navan 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.

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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 Smartsheet

Connect the financial records in Navan with the work happening in Smartsheet, so both stay current without exports or copy-paste.

Navan holds the financial truth: who the customers are, what they were billed, what they paid. Smartsheet is where part of the day-to-day work happens, and that work often involves the same customers and transactions. Without a live connection, the two drift apart, and people end up answering questions from stale copies.

Stacksync keeps Repayments, Fees, and Adjustments, Users, Card Transactions, Connect Transactions in Navan and Reports, Attachments, Discussions and Comments, Users and Groups in Smartsheet in sync, bi-directionally and in real time. Whatever records Smartsheet keeps and whatever events it produces, the overlap with Navan is mapped field by field, and a change on either side shows up on the other within seconds.

There is no middleware to build, no API rate limits to babysit, and no nightly job that leaves the morning running on yesterday's data.

Common use cases

  • 01 Sync Users and department mappings from an HRIS into reporting tables so every transaction is attributed to a cost center and manager.
  • 02 Sync Card Transactions and Manual Transactions into Postgres or a warehouse so finance analyzes corporate spend in SQL without manual CSV exports.
  • 03 Write records from a CRM or ERP into Smartsheet Rows so ops teams manage intake and status in a grid, then push status Cells back to the source.
  • 04 Pull Reports and Sheets into a warehouse for cross-project reporting and dashboards without manual CSV exports.

Common sync patterns

Where Smartsheet tracks people or companies: one identity

A customer's details updated in either system update the other, so finance and the rest of the business stop maintaining two versions of the same customer.

Where Smartsheet handles customer conversations: billing context in view

Front-line teams see invoice and payment status from Navan next to the customer they are helping, without logging into the finance system.

Where Smartsheet collects payments or triggers charges: events land in Navan

Payment and charge activity flows into Navan as it happens, so the books reflect reality without manual reconciliation.

What you can sync between Navan 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.

Navan objects Smartsheet objects How this pairing syncs
Receipts Receipt images tied to each transaction; fetched read-only through presigned URLs for archival in a warehouse or document store. Columns Define sheet schema and cell type (TEXT_NUMBER, DATE, CONTACT_LIST, PICKLIST, CHECKBOX); read via the API so field mappings can be generated. Receipts is specific to Navan and Columns to Smartsheet — 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. Cells Row-by-column values; writes must match the column type and no single cell can exceed 4,000 characters. Repayments, Fees, and Adjustments is specific to Navan and Cells to Smartsheet — each maps to any object or custom field on the other side.
Users Employee and cardholder records referenced by every transaction; usually provisioned from an HRIS and used to map spend to people and departments. Reports Read-only roll-ups spanning multiple sheets; pulled into a warehouse for cross-sheet reporting, capped at 50,000 rows. Users is specific to Navan and Reports to Smartsheet — 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. Attachments Files linked to rows or sheets; posting one carries a 10x rate cost, so bulk file sync is throttled to 30 per minute. Card Transactions is specific to Navan and Attachments to Smartsheet — 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. Discussions and Comments Threaded comments on rows and sheets; read out to sync collaboration history or activity into another system. Connect Transactions is specific to Navan and Discussions and Comments to Smartsheet — each maps to any object or custom field on the other side.
Manual Transactions Out-of-pocket reimbursements and payroll submissions; synced for approval and reimbursement, then GL-coded back into Navan. Users and Groups Account membership and sharing; synced to keep an HR or identity source aligned with sheet and workspace access. Manual Transactions is specific to Navan and Users and Groups to Smartsheet — each maps to any object or custom field on the other side.

How changes propagate between Navan 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.

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

Smartsheet Navan 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 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.
  • 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 Navan ⇄ Smartsheet

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

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

Real-time

Two-way sync

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

No-code + pro-code

Workflow automation

Trigger automated workflows whenever Navan 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 Navan or Smartsheet record.

Observability

Monitoring

Track your Navan ⇄ Smartsheet 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 Smartsheet.

How the Navan and Smartsheet 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.

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 Navan 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.

  1. 01

    Connect your apps

    Authenticate Navan 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.

    • OAuth 2.0
    • SSH tunnel
    • VPC peering
    Navan connected
    Smartsheet connected
    OAuth 2.0
    SSH tunnel
    SSL certificate
    VPC peering
  2. 02

    Choose tables

    Pick the Navan 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.

    • Standard objects
    • Custom objects
    • Auto-schema
    objects · Navan ⇄ Smartsheet
    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 Smartsheet
    Company company_name text
    Email email text
    Amount amount numeric
    Created created_at timestamp
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FAQ

Navan and Smartsheet 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
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ISO 27001
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GDPR
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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 506 integrations available for Navan and Smartsheet.

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