Sage X3 and Stampli integration

What moves between them

The flow runs from Stampli into Sage X3. After invoice approval in Stampli, ml-connector polls the Stampli SFTP export directory on a configurable interval (typically every 15 minutes), retrieves the invoice and vendor CSV files, and posts each approved invoice into Sage X3 as a supplier invoice (supplierBpInvoice). Vendors are matched to Sage X3's supplier master and created if missing. GL accounts and cost centers from Stampli are mapped to Sage X3's analytical account dimensions, ensuring that invoice line allocations land on valid expense accounts. Payment data flows in one direction only (from Stampli to X3), so Sage X3 remains the master record for cash management and outbound transactions.

How ml-connector handles it

ml-connector stores the Stampli SFTP credentials encrypted and connects to the SFTP server on a defined poll schedule. Because Stampli exports files rather than exposing an API, ml-connector retrieves the latest CSV/XML files from the outbound directory, parses them according to Stampli's documented flat-file schema, and deduplicates based on invoice number and vendor ID to avoid re-posting duplicate records. On the Sage X3 side, ml-connector uses GraphQL (Xtrem) for cloud instances and REST api1 for on-premise deployments, authenticating with OAuth2 or HTTP Basic Auth depending on the instance configuration. For each Stampli invoice, ml-connector looks up or creates the vendor in X3, validates that the GL accounts and cost centers exist in the target analytical dimensions, and posts the invoice line by line into Sage X3's accounts payable module. Access tokens expire in 5 minutes, so ml-connector refreshes on every request or after a 401 response. Because Stampli has no test sandbox accessible to third parties, integration testing occurs on a live Stampli account coordinated with Stampli support. Every file parse, vendor lookup, and invoice posting is logged with a full audit trail so failed records can be inspected and replayed.

A real-world example

A mid-sized professional services firm uses Sage X3 for accounting and project cost tracking across multiple customer engagements. The finance team processes 200+ invoices per month from vendors and uses Stampli to capture, approve, and code each bill before posting to the ledger. Before the integration, invoices were approved in Stampli and then manually re-entered into Sage X3 by the accounting clerk, a process that took 2-3 hours per week and introduced typos in account allocations. With Stampli and Sage X3 connected, each approved invoice is automatically posted to X3's payable module and allocated to the correct project cost center. The manual re-keying step is eliminated, and month-end close starts with all invoices already recorded and reconciled.

What you can do

• •Post approved Stampli invoices and vendors into Sage X3's supplier master and accounts payable module on a configurable poll schedule.
• •Map Stampli GL accounts and cost centers to Sage X3's analytical account dimensions so invoice allocations land on valid expense accounts.
• •Authenticate Sage X3 with OAuth2 (GraphQL) or HTTP Basic Auth (REST api1) depending on the deployment version, and Stampli with SFTP credentials.
• •Deduplicate invoices by invoice number and vendor ID so re-polling Stampli exports does not create duplicate vendor invoices in X3.
• •Track full audit logs on every file parse, vendor lookup, and invoice posting, with the ability to replay failed records when downstream validation errors occur.

Questions

Why does this integration poll Stampli via SFTP rather than calling a REST API?

Stampli does not publish a public REST API; file-based integration via SFTP is the only third-party path without a formal Stampli partnership agreement. ml-connector handles the polling, file parsing, and deduplication so your team does not have to manage the SFTP connection or CSV parsing logic.

Can invoices flow back from Sage X3 to Stampli, or is this one-way?

The integration is one-way, from Stampli to Sage X3. Stampli is the master for invoice capture and approval, while Sage X3 is the master for GL posting and cash management. Payment execution and cash movements remain in Sage X3 and are not written back to Stampli.

What happens if Stampli's SFTP export contains an invoice for a vendor that does not exist in Sage X3?

ml-connector creates the vendor in Sage X3 before posting the invoice, using the vendor name, tax ID, and address from the Stampli export. If the vendor already exists in X3, ml-connector matches it by tax ID or vendor number and reuses the existing record.