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Business productivity ⇄ CRM

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

Keep Smartsheet 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 Smartsheet and Xactly

Sync what happens in Smartsheet with the customer records in Xactly, 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 Users and Groups, Sheets, Rows, Columns in Smartsheet to Positions & Titles, Quotas / Targets, Payment Summary (Payable), Products & Customers in Xactly with bi-directional, real-time sync. Activity and record changes in Smartsheet update the matching contact or account in Xactly, and CRM data flows the other way wherever Smartsheet can store and use it.

Common use cases

  • 01 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.
  • 02 Pull Reports and Sheets into a warehouse for cross-project reporting and dashboards without manual CSV exports.
  • 03 Push approved Payment Summary amounts from Incent into a payroll or accounts-payable system so payouts are paid from the mastered comp result.
  • 04 Replicate Products and Customer/Account master from CRM/ERP into Xactly so crediting rules resolve against consistent reference data.

Common sync patterns

Where Smartsheet supplies contact or company data

Enriched fields land directly on records in Xactly, and refreshes keep them from going stale.

Where Smartsheet can store CRM context: fields kept current

Owner, lifecycle stage, or account details from Xactly sync into Smartsheet, so people working there have the context without switching tools.

What you can sync between Smartsheet 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.

Smartsheet objects Xactly objects How this pairing syncs
Users and Groups Account membership and sharing; synced to keep an HR or identity source aligned with sheet and workspace access. Products & Customers Product and customer/account master used in crediting rules and reporting; loaded and updated from CRM/ERP through Connect (write) and read for lookups, so read and write. Users and Groups is specific to Smartsheet and Products & Customers to Xactly — each maps to any object or custom field on the other side.
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. Orders Sales order and transaction records loaded into Incent as the raw input for crediting and calculation; created and updated through Connect load and ETL steps (write) and read back for reconciliation, so read and write. Sheets is specific to Smartsheet and Orders to Xactly — each maps to any object or custom field on the other side.
Rows Records inside a sheet, each with createdAt/modifiedAt and cells keyed by columnId; the primary unit synced to and from external tables. 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. Rows is specific to Smartsheet and Credits to Xactly — each maps to any object or custom field on the other side.
Columns Define sheet schema and cell type (TEXT_NUMBER, DATE, CONTACT_LIST, PICKLIST, CHECKBOX); read via the API so field mappings can be generated. 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. Columns is specific to Smartsheet and Transactions (Commission & Bonus) to Xactly — each maps to any object or custom field on the other side.
Cells Row-by-column values; writes must match the column type and no single cell can exceed 4,000 characters. 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. Cells is specific to Smartsheet and Participants (Payees) to Xactly — each maps to any object or custom field on the other side.
Reports Read-only roll-ups spanning multiple sheets; pulled into a warehouse for cross-sheet reporting, capped at 50,000 rows. 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. Reports is specific to Smartsheet and Positions & Titles to Xactly — each maps to any object or custom field on the other side.

How changes propagate between Smartsheet 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.

Smartsheet Xactly 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 applied to Xactly as a row-level write, with types converted between the two schemas.

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

Rate-limit considerations

  • 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.
  • 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 Smartsheet ⇄ Xactly

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

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

Real-time

Two-way sync

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

No-code + pro-code

Workflow automation

Trigger automated workflows whenever Smartsheet 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 Smartsheet or Xactly record.

Observability

Monitoring

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

Trading partners

EDI

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

How the Smartsheet and Xactly connectors work

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.

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

    Choose tables

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

Smartsheet 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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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 534 integrations available for Smartsheet and Xactly.

Popular · 8 of 534
All Smartsheet integrations All Xactly integrations Browse all integrations
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