Sage X3 and Monday.com integration

What moves between them

Purchase orders and sales invoices flow from Sage X3 into Monday.com on a configurable schedule, mapped to items in procurement and sales boards respectively. GL entries post to a finance board with cost center and project dimensions preserved. Supplier and customer master records sync as columns in reference boards so team members can link work to Sage X3 entities. All syncs are read-only from Sage X3 to Monday.com; Monday.com changes do not flow back to Sage X3.

How ml-connector handles it

ml-connector authenticates to Sage X3 with OAuth2 (GraphQL) or HTTP Basic Auth (REST api1) and stores credentials encrypted. Because Sage X3 access tokens expire every 5 minutes, ml-connector caches refresh tokens and obtains new bearer tokens before each poll window without disrupting the sync schedule. For Monday.com, ml-connector uses the customer's OAuth2 app to obtain a bearer token or stores a Personal API Token encrypted. Sage X3 polls use updatedDate fields to detect changes since the last sync, preventing re-ingestion of unchanged records. Monday.com column values require JSON-encoded strings in mutations, so numeric GL amounts and dates are serialized correctly. Webhook challenges are verified on board subscription. Purchase orders are mapped to Monday.com items with custom columns for PO number, supplier, amount, and status; GL entries create items with account code, amount, and date columns linked to the appropriate cost center item for financial reconciliation.

A real-world example

A mid-market distributor runs Sage X3 for procurement, inventory, and accounting across three regional warehouses, and uses Monday.com for operations and project management. Before integration, procurement teams created purchase orders in Sage X3, then re-entered them into Monday.com boards for visibility and status tracking. Finance reviewed posted invoices offline and manually reconciled GL totals against project budgets. With Sage X3 and Monday.com connected, purchase orders flow into the procurement board automatically on creation, invoice amounts update the PO item as receipts arrive, and month-end GL postings populate the finance board with account and cost-center detail. The operations team sees real-time PO status without manual entry, and finance closes the month by reviewing Monday.com boards that already contain the posted detail from Sage X3.

What you can do

• •Sync purchase orders and sales invoices from Sage X3 to Monday.com procurement and sales boards with supplier, amount, and status tracking.
• •Post Sage X3 general ledger entries to a finance board with cost center, project, and account code detail for real-time reconciliation.
• •Authenticate Sage X3 with OAuth2 (GraphQL) or HTTP Basic Auth (REST api1) and Monday.com with OAuth2 or Personal API Token, with 5-minute token refresh for X3.
• •Detect changes in Sage X3 using updatedDate fields to poll only new and modified records, preventing duplicate ingestion.
• •Encode Monday.com column values as JSON strings for correct serialization of amounts, dates, and references to linked items.

Questions

Which direction does data move between Sage X3 and Monday.com?

Data flows one direction: from Sage X3 into Monday.com. Purchase orders, invoices, and GL entries are read from Sage X3 on a schedule and written to Monday.com items and columns. Monday.com changes do not flow back to Sage X3. This keeps Monday.com as the source of truth for operational status while Sage X3 remains the financial system of record.

How does ml-connector handle Sage X3's short access token lifetime?

Sage X3 access tokens expire every 5 minutes, but refresh tokens are valid for 30 days. ml-connector caches the refresh token encrypted and obtains a new bearer token before each poll window, so syncs continue without interruption even though individual tokens have a short lifespan. Token renewal is transparent to the schedule.

Why must Monday.com column values be JSON-encoded strings?

Monday.com's GraphQL mutations require column values as JSON-encoded strings, not objects. ml-connector automatically serializes numeric amounts, dates, and references as valid JSON strings so GL amounts and PO due dates render correctly in the board columns and remain sortable and filterable in Monday.com.