Microsoft Dynamics GP and Stampli integration

What moves between them

Invoices approved in Stampli flow from Stampli into Microsoft Dynamics GP. ml-connector polls Stampli's SFTP outbound directory at regular intervals (typically 15 minutes) to detect new invoice exports. Each approved invoice is read from the CSV or XML file, validated against vendor and GL account dimensions in Dynamics GP, and written as a new payables invoice in the Work state. The invoice carries the Stampli invoice number, vendor, amount, GL account, and approval date. Reference data such as vendors and GL accounts are aligned during configuration so every invoice maps to valid dimensions in Dynamics GP. Payments executed in Stampli are also exported and can be reconciled against Dynamics GP payments, although payment posting follows the same unposted-only rule as invoices.

How ml-connector handles it

ml-connector stores both credential sets encrypted. On the Stampli side it connects via SFTP, maintains a list of processed files to avoid duplicates, and polls the outbound directory on your defined schedule. On the Dynamics GP side it connects via the REST SBA endpoint using the customer's Windows domain account, validates that the fiscal period is open and the vendor and GL account exist, then POSTs the new invoice wrapped in the required Payload key structure. Because Dynamics GP does not support idempotency keys and write operations work only on unposted transactions, ml-connector tracks processed Stampli invoices by their unique identifier and never re-posts the same approval twice. If a post fails due to a closed fiscal period or a missing vendor, the invoice is logged with full audit details and can be replayed once the period opens or the vendor is created. Polling frequency is tied to your AP workflow rhythm, not to Stampli's 5-minute internal sync, so invoices may be 15-20 minutes old when they reach Dynamics GP but they arrive in the correct order and with complete audit trails.

A real-world example

A mid-sized B2B services company with 50 employees runs Microsoft Dynamics GP on a local Windows Server for accounting and vendor management. The finance team uses Stampli to capture invoices, route them through multi-level approvals, and match them to purchase orders before payment. Before the integration, each approved invoice was printed or exported from Stampli and manually entered into Dynamics GP by a senior accountant, a process that took 2-3 hours per day and introduced keying errors. With Microsoft Dynamics GP and Stampli connected, approved invoices are pushed automatically to Dynamics GP every 15 minutes, pre-mapped to the correct vendor and GL account. The accountant now spends that time on cash flow analysis and exception handling instead of data entry, and invoice-to-GL reconciliation is instantaneous.

What you can do

• •Automatically post approved invoices from Stampli into Microsoft Dynamics GP as payables transactions in the Work state, mapped to the correct vendor and GL account.
• •Poll Stampli's SFTP outbound directory on a schedule aligned to your approval workflow, detecting and processing new invoice exports without manual re-entry.
• •Validate vendors and GL accounts against Dynamics GP before posting, and handle blocked fiscal periods by deferring invoices until the period opens.
• •Authenticate Stampli via SFTP credentials and Microsoft Dynamics GP via Windows Active Directory, managing both encrypted credential sets and preventing duplicate posts.
• •Track processed invoices by unique identifier and maintain a full audit trail of every file read, validation step, and GL post for compliance and reconciliation.

Questions

Why does ml-connector poll Stampli instead of receiving push notifications?

Stampli does not publish a public webhook system for third-party integrations, so polling the SFTP outbound directory is the only third-party method available without a formal Stampli partnership. ml-connector polls on your defined interval, typically every 15 minutes, which keeps invoices fresh while respecting your AP workflow rhythm.

What happens if a fiscal period is closed in Dynamics GP when an invoice arrives from Stampli?

ml-connector validates that the fiscal period is open before posting. If the period is closed, the invoice is logged with full audit details and deferred. Once the period opens in Dynamics GP, the invoice can be replayed automatically without re-export from Stampli.

Does ml-connector prevent duplicate invoices from being posted to Dynamics GP?

Yes. ml-connector tracks processed Stampli invoices by their unique identifier and maintains a record of every file it has read from the SFTP directory. It will never post the same approved invoice twice, even if Stampli's export runs multiple times or the file remains in the directory.