Sage X3 and BILL integration

What moves between them

Supplier records and purchase orders flow from Sage X3 into BILL. ml-connector polls Sage X3 for new and updated suppliers and purchase orders on a schedule you set, maps them to BILL vendor and bill creation endpoints, and creates or updates vendors and bills in BILL. GL account mappings ensure that bill lines posted to BILL align with the Sage X3 GL structure. The flow is one-way from Sage X3 to BILL; payments and invoice approvals in BILL do not feed back to Sage X3.

How ml-connector handles it

ml-connector stores both Sage X3 and BILL credentials encrypted and handles token refresh on both sides. On Sage X3 it polls the supplier and purchaseOrder entity classes using the updatedDate field to detect changes since the last run, and it paginates through results since Sage X3 defaults to 20-record page sizes. On BILL it refreshes the session token before each call (since tokens expire in 35 minutes) and creates vendors and bills by matching supplier and PO records to BILL vendor and bill endpoints. Sage X3 access tokens expire in 5 minutes and are refreshed automatically; refresh tokens remain valid for 30 days. Mapping is handled at the supplier and bill level so that purchase order line items align with the GL accounts they touch in Sage X3. If a Sage X3 supplier has no matching vendor in BILL, ml-connector creates one on first encounter. Retries are applied to transient failures, and every record carries an audit trail for replay if a downstream call fails.

A real-world example

A mid-market manufacturing distributor runs Sage X3 for procurement and finance, and uses BILL for AP automation and vendor payments across multiple locations. Before the integration, the AP team manually transcribed supplier information and purchase orders from Sage X3 into BILL every week, and reconciliation required checking both systems to confirm which invoices matched which POs. With Sage X3 and BILL connected, suppliers and POs sync automatically from Sage X3 into BILL on a daily schedule, so BILL always has the current vendor master and purchase order detail. AP staff can match incoming bills to the PO data already in BILL without leaving the system, and the weekly transcription work is eliminated.

What you can do

• •Sync supplier records from Sage X3 into BILL as vendors, keeping your vendor master in step.
• •Sync purchase orders from Sage X3 into BILL as bills, aligned with the GL accounts they reference in Sage X3.
• •Poll Sage X3 on a schedule you control, detecting changes via updatedDate and modifiedDateTime fields.
• •Refresh access tokens automatically on both sides and handle Sage X3 5-minute token expiry.
• •Track every supplier and PO sync with a full audit trail for compliance and replay on failure.

Questions

Since Sage X3 has no webhooks, how does the integration stay current?

ml-connector polls Sage X3 at a schedule you set, reading suppliers and purchase orders and detecting new or changed records via the updatedDate and modifiedDateTime fields on each entity. This approach trades real-time push for predictability and full control over sync timing, which aligns well with how procurement cycles operate.

How does the integration map Sage X3 purchase orders into BILL bills?

Each Sage X3 purchase order becomes a bill record in BILL, with line items and GL account references preserved from the Sage X3 source. Suppliers are matched first, so every bill in BILL can be traced back to its source PO in Sage X3 by organization and PO number.

What happens if Sage X3 supplier data changes after a sync?

ml-connector polls Sage X3 regularly and detects updates via the modifiedDateTime field on the supplier record. If a supplier name, contact, or address changes in Sage X3, the next poll cycle picks up the change and syncs it into BILL, keeping the two systems aligned.