Mosaic connector
Automate Project Financials and Resource Planning with Mosaic Integrations
Connect Mosaic to your tech stack to sync project data, automate budget tracking, and keep resource plans accurate.
What can you do with the Mosaic connector?
Mosaic is a strategic resource management and project financials platform for professional services teams — plan capacity, track budgets, and forecast revenue in one place. Integrating Mosaic with your CRM, project management tools, and HR systems cuts out manual data entry and makes sure finance and delivery teams are always working from the same numbers. With tray.ai, you can build automations that push project wins, headcount changes, and time tracking data directly into Mosaic — no custom code needed.
Automate & integrate Mosaic
Automating Mosaic business process or integrating Mosaic data is made easy with tray.ai
Use case
CRM-to-Mosaic Project Pipeline Sync
When a deal closes in Salesforce or HubSpot, automatically create a corresponding project in Mosaic with the right budget, timeline, and client details. Resource planners can start staffing and capacity planning the moment a contract is signed, with no lag between sales and delivery.
Use case
Headcount and Role Changes from HRIS to Mosaic
Automatically push employee onboarding, offboarding, role changes, and department transfers from Workday, BambooHR, or Rippling into Mosaic to keep your resource pool accurate. Stale headcount data is one of the most common causes of capacity planning errors — this integration makes sure Mosaic always reflects your real team structure.
Use case
Time Tracking Reconciliation Across Tools
Pull approved timesheets from Harvest, Tempo, or Jira to reconcile actuals against planned hours in Mosaic on a scheduled basis. Finance teams get real visibility into project burn rates and can flag at-risk projects before they exceed budget.
Use case
Project Status and Milestone Notifications
Monitor project phase completions and budget thresholds in Mosaic and automatically send alerts to Slack, Microsoft Teams, or email when milestones are hit or budgets reach defined warning levels. Delivery managers stay informed without logging into Mosaic to pull status reports.
Use case
Revenue Forecasting Sync with Finance Systems
Push recognized and forecasted revenue data from Mosaic into NetSuite, QuickBooks, or your data warehouse on a scheduled cadence to keep finance reporting current. This closes the gap between project delivery and financial reporting, giving CFOs one source of truth.
Use case
Capacity Planning Triggered by Project Changes
When project timelines are extended, scopes change, or new phases are added in your project management tool, automatically update resource allocations in Mosaic and notify affected team members. Utilization rates stay accurate and double-booking stops being a problem.
Use case
AI Agent for Project Financial Health Monitoring
Build an AI agent on tray.ai that continuously monitors Mosaic project financials, cross-references actuals from time tracking tools, and generates plain-language weekly summaries for delivery leads and finance partners. The agent can flag anomalies, recommend reallocation actions, and escalate issues without anyone having to ask.
Build Mosaic Agents
Give agents secure and governed access to Mosaic through Agent Builder and Agent Gateway for MCP.
Data Source
Fetch Project Financial Data
Retrieve budget, cost, and revenue data for specific projects to give agents real-time financial context. Useful for generating project health summaries or flagging budget overruns.
Data Source
Query Resource Allocations
Pull current and planned resource assignments across teams and projects to understand capacity and utilization. Agents can use this to identify over-allocated staff or open capacity for new work.
Data Source
Retrieve Workforce Forecasts
Access headcount and capacity planning forecasts to support workforce planning decisions. Agents can surface upcoming gaps or surpluses to planners and managers.
Data Source
Look Up Project Details
Fetch metadata and status information for specific projects, including timelines, phases, and owners. Agents can use this as context when answering questions about project progress or priorities.
Data Source
Pull Budget vs. Actuals Reports
Retrieve comparative financial reports showing planned versus actual spend across portfolios or projects. Agents can use this data to generate executive summaries or fire off alerts when variances exceed thresholds.
Data Source
Access Scenario Plans
Read scenario planning models to compare different financial or resourcing strategies. Agents can surface tradeoff analyses or suggest scenarios based on defined business goals.
Agent Tool
Update Resource Assignments
Modify resource allocations on projects to reflect staffing changes or shifting priorities. Agents can automate re-allocation when triggered by events in connected HR or project management tools.
Agent Tool
Create or Update Projects
Add new projects or update existing project records in Mosaic with budget, timeline, and team details. Keeps financial planning data in sync when projects kick off in other systems.
Agent Tool
Log Time Entries
Submit time tracking records on behalf of team members against specific projects or tasks. Agents can automate time logging based on activity data from connected tools like Jira or GitHub.
Agent Tool
Trigger Budget Alerts
Create or update alert rules in Mosaic when financial thresholds are at risk of being breached. Agents can notify stakeholders before a budget overrun happens.
Agent Tool
Update Forecast Models
Push updated revenue or cost projections into Mosaic's forecasting engine based on signals from CRM or ERP systems. Forecasts stay current without anyone doing manual data entry.
Agent Tool
Create Phase Milestones
Add or update project milestones and phase markers within Mosaic to reflect changes agreed upon in other planning tools. Agents can sync milestone data across platforms so there's one place to check.
Get started with our Mosaic connector today
If you would like to get started with the tray.ai Mosaic connector today then speak to one of our team.
Mosaic Challenges
What challenges are there when working with Mosaic and how will using Tray.ai help?
Challenge
Manual Data Entry Between Sales and Delivery Tools
When deals close, project managers often spend hours re-entering contract details, budgets, and timelines from the CRM into Mosaic. That delay slows down resource planning and introduces transcription errors that distort financial forecasts.
How Tray.ai Can Help:
tray.ai connects your CRM directly to Mosaic, triggering automated project creation the moment a deal closes. Field mappings handle the translation of CRM opportunity data into Mosaic project structures, so nothing gets re-entered manually.
Challenge
Stale Headcount Data Causing Capacity Errors
Resource plans in Mosaic go stale fast when HRIS data isn't synchronized regularly. Employees who've left, changed roles, or moved teams stay in plans, and utilization reports end up misleading everyone who relies on them.
How Tray.ai Can Help:
tray.ai listens for employee lifecycle events in Workday, BambooHR, or Rippling and immediately pushes updates to Mosaic. Role changes, terminations, and new hires all flow through automatically so capacity plans stay accurate in real time.
Challenge
Fragmented Time Tracking and Actuals Reporting
Many teams track time in separate tools like Harvest, Jira, or Tempo but need those actuals in Mosaic for project financials. Reconciling these systems manually is slow and often leaves actuals days or weeks out of date.
How Tray.ai Can Help:
tray.ai automates nightly or real-time imports of approved timesheets into Mosaic, matching entries to projects by ID or code. Finance teams always have current burn rates without any manual export-and-import cycle.
Challenge
Revenue Forecast Discrepancies Between Mosaic and Finance Systems
Finance teams often maintain separate revenue models in NetSuite or Excel that drift out of sync with Mosaic forecasts, producing conflicting numbers across board decks and financial reports. Sorting out those discrepancies eats up real time at month-end — time nobody has.
How Tray.ai Can Help:
tray.ai schedules regular exports of Mosaic revenue forecasts directly into NetSuite or your data warehouse, transforming and mapping fields automatically. Both systems stay aligned, cutting month-end reconciliation work from hours to minutes.
Challenge
No Proactive Alerts on At-Risk Projects
Without automated monitoring, project managers and finance teams only discover budget overruns or schedule slippage when they actively pull reports from Mosaic. By then, the costly overrun may already be locked in.
How Tray.ai Can Help:
tray.ai monitors Mosaic project financials on a scheduled cadence and triggers alert workflows the moment a budget threshold is crossed or a milestone falls behind. Delivery and finance teams hear about it in Slack or Teams before things get worse.
Talk to our team to learn how to connect Mosaic with your stack
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Integrate Mosaic With Your Stack
The Tray.ai connector library can help you integrate Mosaic with the rest of your stack. See what Tray.ai can help you integrate Mosaic with.
Start using our pre-built Mosaic templates today
Start from scratch or use one of our pre-built Mosaic templates to quickly solve your most common use cases.
Template
Closed-Won Deal to Mosaic Project Creation
Automatically creates a new project in Mosaic with budget, timeline, and client data when a deal is marked Closed-Won in Salesforce or HubSpot.
Steps:
- Trigger on Salesforce or HubSpot opportunity stage change to Closed-Won
- Map deal value, close date, and account name to Mosaic project fields
- Create the project in Mosaic and post a confirmation message to a Slack delivery channel
Connectors Used: Salesforce, Mosaic, Slack
Template
Daily Timesheet Actuals Sync to Mosaic
Pulls approved timesheets from Harvest or Tempo each night and updates project actuals in Mosaic to keep burn rate calculations current.
Steps:
- Schedule a nightly trigger to fetch all approved time entries from Harvest or Tempo
- Match time entries to corresponding Mosaic projects using project codes or IDs
- Post actuals to Mosaic and log any unmatched entries to a review sheet in Google Sheets
Connectors Used: Harvest, Mosaic
Template
Employee Onboarding Resource Sync
When a new employee is added in BambooHR or Workday, this template creates the corresponding resource profile in Mosaic with role, department, cost rate, and start date.
Steps:
- Trigger on new employee record creation in BambooHR or Workday
- Map employee role, seniority, department, and compensation data to Mosaic resource fields
- Create resource in Mosaic and notify the resource planning team in Slack
Connectors Used: BambooHR, Mosaic, Slack
Template
Budget Threshold Alert to Slack
Monitors Mosaic project budget utilization on a scheduled basis and sends Slack alerts when any project exceeds a configurable threshold.
Steps:
- Run a scheduled check every morning against all active Mosaic projects
- Calculate budget utilization percentage and compare against warning thresholds
- Send a formatted Slack alert to the project manager and delivery lead for any flagged projects
Connectors Used: Mosaic, Slack
Template
Mosaic Revenue Forecast Export to NetSuite
Exports weekly revenue forecast data from Mosaic into NetSuite to keep financial planning and ERP records aligned without manual intervention.
Steps:
- Trigger weekly on a Monday morning schedule to pull the latest Mosaic revenue forecasts
- Transform and map Mosaic forecast fields to the corresponding NetSuite revenue recognition records
- Upsert records in NetSuite and log a reconciliation summary to Google Sheets for finance review
Connectors Used: Mosaic, NetSuite, Google Sheets
Template
Project Milestone Completion Notification Workflow
Detects completed milestones in Mosaic and automatically notifies stakeholders via Slack or email, then updates a project status tracker in Notion or Google Sheets.
Steps:
- Poll Mosaic on a scheduled basis for recently completed project phases or milestones
- Send a milestone completion notification to the relevant Slack channel and client stakeholders via email
- Update the project status row in a Google Sheets or Notion tracker to reflect the new phase
Connectors Used: Mosaic, Slack, Google Sheets