How to sync your customers, contacts, products, quotes, orders and invoices between Upsales and Monitor using the Monitor G5 integration.
This article covers:
How to activate the Monitor app
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Click your profile picture in the navigation bar and select App directory:
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Select Monitor G5 in the Apps list and click Activate:
- Select Accept terms to continue.
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Now you need to add your Monitor credentials in the settings to connect the systems.
- To bring your existing Monitor data into Upsales, tick Enable initial sync and choose what to import under Initial sync settings. The initial sync runs when you save the settings.
Monitor set up
Customer sync settings
App setting |
Explained |
| Enable customer sync | Customers are synced between Upsales and Monitor in both directions. New and updated customers in Monitor will be synced to Upsales. New customers will be synced from Upsales to Monitor upon first opportunity/order placed in the chosen stage in the integration configuration.* |
| Do not sync new companies from Monitor to Upsales continuously | New customers created in Monitor are no longer created in Upsales. Companies that are already linked keep syncing from Monitor to Upsales. |
| Match an existing Upsales account by org. number before creating a new one | When a Monitor customer is not yet linked to Upsales, the integration looks for an unlinked Upsales account with the same organisation number and links that account instead of creating a duplicate. |
| Sync activities, appointments and emails from Upsales to Monitor | Activities, appointments and emails are shown in the CRM tab of the customer in Monitor. The support of continuous synchronization of these entities from Monitor to Upsales as of 22 August 2025 is not possible due to restrictions in the Monitor API. |
| Continuosly sync contacts from Upsales to Monitor | Enables/disables the continuous sync of contacts from Upsales to Monitor. There is no option available to disable Contact sync from Monitor to Upsales, therefore any sync of a Customer from Monitor to Upsales will also sync the associated Contacts. |
| Don't change Monitor customers from Upsales | Saving an account in Upsales no longer changes the customer in Monitor, nor the contacts and activities sent along with it. A customer that is missing in Monitor is still created when a quote or order is sent to Monitor, or with the customer sync button. |
| Choose which status-code a new customer synced from Upsales to Monitor will get | The status that new customers get when they are synced from Upsales to Monitor. Enter the number that is displayed next to the status in Monitor. |
| Sync customers without syncing quote/order at order create (specific stages) | Catches the opportunity/order in the chosen stages and syncs only the customer, not the opportunity/order itself. Choose one or more stages under Stages to sync customers without syncing quote/order/invoice. |
| Stop customersync with this Status Upsales -> Monitor, enable customersync with this Status Monitor -> Upsales | Enter a number referencing a Customer Status in Monitor. |
| User customer sync button (sync customers without placing order) | Will display a widget that when pressed will sync the customer from Upsales to Monitor. |
| Continuosly update customer number from Monitor to Upsales | Will allow the changing of customer numbers and their sync from Monitor to Upsales. |
| Stop Upsales from setting all addresses if they are missing in Monitor | There are several different addresses in both Monitor and Upsales. If this setting is toggled, the integration will only map 1 address from Upsales to 1 address in Monitor instead of setting all types of addresses if they are empty. |
| Show customers Article-Number widget on account card | Displays a widget on the account card that, when pressed, will display a modal showing the mapping between the Monitor users articles mapped to the corresponding article number that the customer has. |
| Sync general addresses as one line | For Monitor addresses in the General address format, all address lines are kept in the address field in Upsales, one line per row, instead of being split into address, zip code and city. |
| Extra field mapping account | Maps extra fields on the Monitor customer to custom fields on the Upsales account. The values are synced from Monitor to Upsales. |
*There are exceptions to this rule depending on the settings in the app configuration. Changes made in Upsales on customers already existing in Monitor will be synced to Monitor.
Product sync settings
Monitor acts as the master for product and pricing data. New and updated products are synchronized from Monitor to Upsales in a one-way synchronization.
Alert If you are performing internal indexing of products (parts) you must turn on the setting Uses product indexing in the configuration.
App setting |
Explained |
| Enable product sync | Enable/disable product sync. |
| Sync products from Monitor to Upsales on creation | Enable/disable sync of products from Monitor to Upsales when a product is created. |
| Sync products from Monitor to Upsales on update | Enable/disable sync of products from Monitor to Upsales when a product is updated. |
| Switch places of Article-No and Name of products | Some customers prefer to view article numbers instead of article names. This setting switches places of the name and the article number when products are initially synced from Monitor to Upsales, which makes the article number searchable in the order modal. |
| Sync english product names | Will sync English product names to a custom field on the product in Upsales. |
| Only set some product categories to active | Will only set the selected categories to active when products are initially synced from Monitor to Upsales. A free-text field is displayed where you enter the categories that should be set to active. The names need to be exactly the same as displayed in Monitor, separated by “;”. |
| Convert Monitor part-preparation to Upsales bundles | Traditionally, only “Fictitious” articles in Monitor are synced as Upsales bundles. This setting allows “Part-preparations” (another type of Monitor article) to also be synced in as Upsales bundles. |
| Automatically put products in right upsales-category | Puts each product in the Upsales product category that matches its product group in Monitor. |
| Extra field mapping products | Maps extra fields on the Monitor part to custom fields on the Upsales product. The values are synced from Monitor to Upsales. |
Monitor order settings
App setting |
Explained |
| Enable Monitor order sync | Enable/disable order sync. |
| Enable Monitor blanket-order sync | Enable/disable blanket-order synchronization from Monitor to Upsales. Choose the Upsales stage for blanket orders under Stage. |
| Ignore orders before this date / Ignore orders after this date | Limits which orders the initial sync imports. Shown when orders are included in the initial sync. |
| Sync orders from Monitor to Upsales continually | Enable/disable order sync from Monitor to Upsales when an order is created in Monitor. |
| Update orders from Monitor to Upsales continually | Enable/disable order sync from Monitor to Upsales when an order is updated in Monitor. |
| Sync order rows | Sync order rows from Monitor to the Upsales order. |
| Sync preliminary orders from Monitor | Also syncs orders that are marked as preliminary in Monitor. When this is off, preliminary orders are skipped. |
| Stage | The Upsales stage that corresponds to an order in Monitor. |
| Sync Upsales orders to Monitor on creation | Enable/disable sync of Upsales orders to Monitor when they are created in Upsales. |
| Sync Upsales orders to Monitor on update | Enable/disable sync of Upsales orders to Monitor when they are updated in Upsales. |
| Pre-invoice Part ID | Part ID of preliminary payment order rows, for when you want this product filtered out when orders are synced from Monitor to Upsales. Contact us to set this up. |
| Skip Part IDs | Monitor Part IDs, separated by “;”, whose rows are left out when order rows are synced to Upsales. Use the internal Part ID from Monitor (Inventory/Parts, the Id value), not the article number. |
| Order type (of orders originating from a Quote) | Selects which Monitor Order Type an order originating from a Quote will get in Monitor. |
| Allowed order types to sync from Monitor | The Monitor order types that are synced to Upsales. If none are selected, all customer orders with the basic type “New sales” are synced. |
| Sync unit-type to order row field | Enable/disable automatic setting of the “Unit type” field on the order row, which displays whether the product is sold in kg, m², pcs and so on. |
| Automatically sync product unit price to order row | Enable/disable automatic syncing of the product unit price to the order row. |
| Show delivery address dropdown | Enable/disable the delivery address dropdown on the opportunity/order. |
| Warehouse sort order | Limits the warehouse modal so that only certain warehouses are displayed. |
| Automatically apply customer currency on order | Will automatically set the currency that the customer uses to the order. |
| Automatically pre-select default Monitor contact on new orders | Sets the customer's default contact from Monitor as the contact on new orders. |
| Prohibit placing orders with inactive product order rows | Will stop users from saving orders that contain products that are set to inactive in Upsales. |
| Send net price to Monitor instead of list price plus a discount | Applies to orders and quotes. By default a row is sent to Monitor as the list price plus a discount percentage calculated from the price charged, so Monitor shows a discount even when none was entered. With this setting the price charged is sent with no discount. The row value is the same either way, but Monitor no longer records that a discount was given. |
| Allow setting Additional row to Article row | Additional rows in Monitor that carry a part number are synced to Upsales as rows with that product. |
Quote sync settings
App setting |
Explained |
| Enable Quote sync | Enable/disable Quote sync. |
| Ignore quotes before this date / Ignore quotes after this date | Limits which quotes the initial sync imports. Shown when quotes are included in the initial sync. |
| Sync Quotes from Monitor to Upsales on creation | Enable/disable sync of Quotes from Monitor to Upsales when they are created. |
| Sync Quotes from Monitor to Upsales on update | Enable/disable sync of Quotes from Monitor to Upsales when they are updated. |
| Monitor field used as Upsales close date | Which date on the Monitor quote is used as the close date of the opportunity: Valid through date (giltighetsdatum) or Quote date. The date syncs both ways. |
| Sync quote rows | Enable/disable sync of quote rows from Monitor to Upsales. |
| Stage | The Upsales stage that corresponds to a quote in Monitor. |
| Separate stage for printed quotes | Quotes that are printed in Monitor move to their own stage, “Skickad offert (Monitor)”, which the integration creates the first time it is needed. You can rename the stage and change its probability. An opportunity is only moved forward, so one that a user has already moved further stays where it is. |
| Sync Upsales quotes to Monitor on creation | Enable/disable sync of Quotes from Upsales to Monitor when they are created. |
| Sync Upsales quotes to Monitor on update | Enable/disable sync of Quotes from Upsales to Monitor when they are updated. |
| Make quotes independent from Upsales stages | Enables/disables the absolute mapping between the Quote stage in Upsales and the Quote entity in Monitor. This is useful when you want to use multiple stages to represent a Quote in Upsales. If this setting is used, the Quote must be created with either the Rows to quote button or the Create quote button. |
| Use rows to quote button | Enable/disable visibility of the Rows to quote button in the order modal. |
Invoice sync settings
The invoice sync settings are not shown by default. Contact Upsales support if you want to sync invoices.
App setting |
Explained |
| Enable Invoice sync | Enable/disable Invoice sync. |
| Ignore invoices before this date / Ignore invoices after this date | Limits which invoices the initial sync imports. Shown when invoices are included in the initial sync. |
| Sync invoices from Monitor to Upsales on creation | Enable/disable sync of Invoices from Monitor to Upsales when they are created. |
| Sync invoices from Monitor to Upsales on update | Enable/disable sync of Invoices from Monitor to Upsales when they are updated. |
| Stage | The Upsales stage that corresponds to an invoice in Monitor. |
| Sync Upsales invoices to Monitor on creation | Enable/disable sync of Invoices from Upsales to Monitor when they are created. |
| Sync Upsales invoices to Monitor on update | Enable/disable sync of Invoices from Upsales to Monitor when they are updated. |
| Sync Upsales order-date to Monitor invoice-date | Will set the date of the Accounts Receivable related to the Monitor invoice to the order date of the Upsales invoice. |
| Sync Monitor invoice-date to Upsales order-date | Currently has no function. |
| Use order rate for invoice | Uses the currency rate of the original Monitor order for the invoice, instead of the rate that applied on the invoice date. |
| Select which Monitor-date to map to Upsales-date | Which Monitor date is used as the date of the Upsales invoice: Monitor Order date, Monitor Invoice Log date, Monitor Proforma date or Monitor Delivery Note date. |
| Purchase cost field for bought articles / Purchase cost field for other articles | Whether the purchase cost on invoice rows is taken from Standard Price or Fifo Price in Monitor, set separately for bought articles and other articles. |
| Include MO in purchase cost for bought articles | Adds the MO markup from Monitor to the purchase cost of bought articles. |
Initial sync settings
These settings decide what the initial sync imports from Monitor to Upsales. They apply when Enable initial sync is ticked on the Monitor account, and each option is shown once sync of that entity is enabled.
- Sync Quotes from Monitor to Upsales on initial sync
- Sync Orders from Monitor to Upsales on initial sync
- Sync Invoices from Monitor to Upsales on initial sync
- Sync Products from Monitor to Upsales on initial sync
- Sync customers from Monitor to Upsales on initial sync
- Sync currencies from Monitor to Upsales (also keeps the exchange rates up to date afterwards)
- Sync blanket-orders from Monitor to Upsales on initial sync
Other settings
App setting |
Explained |
| Gathering User | If a quote/order/invoice is synced and the user of the order is not found, the user selected here will be attached to the synced order. |
| Which field should be used for the user of the order | Specifies whether the field Our reference or Seller on the Monitor entity should be used to find the correct Upsales user when quotes, orders and invoices are synced. |
| Which field should be used for account manager on the client | Specifies whether the field Account manager or Seller on the Monitor customer should be used to find the correct Upsales user and set that user as account manager when customers are synced. |
| Require users to calculate discount before saving order | Enable/disable mandatory discount calculation before an order is placed. The calculation is done with the discount widget on the opportunity/order. |
| Put product description as order row child text rows by default | Enable/disable automatic autofill of the product description on Upsales order rows. |
| Use credit limit when placing orders and invoices | Enable/disable the credit limit check when orders and invoices are placed in Upsales. |
| Allow placing orders on customers with 0 credit-limit | Enable/disable the possibility to place orders on a customer that has a credit limit of 0, or no credit limit set. |
| Show planning window-widget | Enable/disable the visibility of the planning window widget in the order modal. |
| Show customer article number-widget | Enable/disable the visibility of the customer article number widget in the order modal. |
| Hide the discount calculation-widget | Hides the discount calculation widget in the order modal. This also turns off the requirement to calculate the discount before saving an order. |
| Hide the stock balance-widget | Hides the stock balance widget in the order modal, together with its buttons for warehouse and detailed stock balance. |
| Hide the shipment information-widget | Hides the shipment information widget in the order modal. |
| Activate to sync project number | Connects orders sent to Monitor to a project. The project number is taken from the order in Upsales, or generated from the prefix below and the Upsales order ID. |
| Prefix for generation of project number | The prefix used when a project number is generated (default UP-). Leave it empty to map the project number from Monitor. |
| Select the type of the project that is generated | The Monitor project type that generated projects get. |
Detailed specification
This section describes what the integration keeps in sync for each entity once the settings above are in place.
Info Most of the fields the integration needs are custom fields that it creates automatically. It finds them by field alias rather than by name, so you can rename them in Upsales without breaking the sync.
Companies
Company name, organisation number, VAT number and phone are kept in step, together with the delivery, invoice and visiting addresses. How each address line maps depends on the AddressFormatType your Monitor account uses. On top of that the integration syncs the commercial data on the company: payment terms and payment method, delivery terms, price list and currency, credit limit, customer number, customer category, customer type, customer status and account manager, plus separate email addresses for invoices and delivery notifications.
If you have more than one legal entity in your Monitor account you can set up a multi synchronization. A custom field on the company card then determines which Monitor database the company is synced to, and products get a matching field showing which account they were imported from.
Contacts
Name, email, phone, cellphone and job title are kept in step in both directions. When a new company is created in Monitor, all contacts on it follow along, and contacts added later to a company that already has a Monitor ID are synced immediately.
Info Contacts are not a stand-alone entity in Monitor. Updating a contact there triggers a company update towards Upsales, whereas updating a contact in Upsales only updates the contact and not the company it belongs to.
Quotes, orders and invoices
Orders and opportunities are the same entity in Upsales – only the stage decides where in the sales process it sits, with invoicing as the last step. Orders, blanket orders and invoices therefore have to be mapped to a stage with 100% probability, and quotes to a stage with a probability between 0% and 99%.
The user on the order is matched on the email address of the Upsales user against the email address on user level in Monitor, so both need to be filled in for the mapping to work.
What follows the sale itself is the order reference and your reference, currency and currency rate, warehouse, delivery address, terms of delivery and way of delivery, goods label, and the internal and external comments from Monitor. On row level the integration syncs list price, discount and purchase cost, and for orders also the delivery date per row.
Numbers and statuses are set by Monitor: order number and order status for orders, quote number and quote status for quotes, and for invoices the invoice number, delivery note number, invoice date, payment date, invoice balance, payment status and number of payment reminders.
Products
Product name, article number, list price, purchase cost and active status come across from Monitor, together with unit type, quantity per package, product type, part code and product group.
Discounts
A customer’s general discount and discount category are synced to the company card. On order rows, the discount is the difference between the list price and the price on the row.
Order validation
There are some limitations to what you can do with an opportunity/order in Upsales when it is saved and synced to Monitor:
- If invoice sync is turned on, the order is in the invoice stage and the order status of the invoice is PartiallyDelivered: 5, no changes to the invoiced order are allowed. The error message is “Cannot create a partial-invoice from Upsales to Monitor”.
- If the setting to prohibit orders with inactive products is turned on and the order contains products that are set to inactive in Upsales, the order cannot be saved.
- If the setting to require discounts is turned on and the discount calculation widget is not hidden, you have to press Calculate discount before the order can be saved.
- If the order has the order status History: 9 (order) or InvoicePrinted: 9 (invoice), no details can be changed.
- If the order has already been invoiced, no details on the order can be changed.
- If the company on the order has a value in the custom field Customer Database and no account in the app configuration has a matching value in the field Identifier, the order cannot be placed. The error message is “No multisync target found for account”.
- If you use credit limits on your orders, the integration checks whether the order will overdraw the customer’s credit limit. Depending on the setting in Monitor you will either get a warning or be stopped from saving the order in Upsales.