# Mosaic integrations

> Connect Mosaic to your tech stack to sync project data, automate budget tracking, and keep resource plans accurate.

**Canonical page:** https://tray.ai/connectors/mosaic-integrations/
**Categories:** Finance, Digital product design
**Documentation:** https://tray.ai/documentation/connectors/service/mosaic

## Overview

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.

## Use cases

### 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.

- Eliminate manual project creation and reduce data entry errors between CRM and Mosaic
- Start resource planning as soon as deals close, not days later
- Keep project budgets aligned with contracted values from day one

### 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.

- Prevent capacity planning gaps caused by outdated staff records in Mosaic
- Automatically archive resources when employees leave
- Sync bill rates and cost rates when roles or seniority levels change

### 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.

- Eliminate weekly manual imports of timesheet data into Mosaic
- Surface budget overruns earlier by keeping actuals continuously updated
- Reduce month-end close effort by automating timesheet reconciliation

### 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.

- Alert project managers when budget utilization exceeds 80% or 90%
- Notify stakeholders in Slack or Teams when project milestones are reached
- Reduce reliance on manual status reporting and weekly check-ins

### 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.

- Automate revenue recognition exports to cut manual finance team effort
- Keep ERP and Mosaic revenue figures aligned for audits and board reports
- Trigger alerts when project revenue forecasts shift materially month-over-month

### 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.

- Prevent double-booking by propagating timeline changes across all resource plans
- Automatically notify impacted team members when their allocations shift
- Maintain accurate utilization forecasts even as project scopes evolve

### 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.

- Get AI-generated weekly project health summaries delivered to Slack or email
- Automatically detect and escalate budget anomalies before they become write-offs
- Cut the time finance teams spend manually compiling project financial reports

## Templates

### 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.

Connectors used: Salesforce, Mosaic, Slack

### 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.

Connectors used: Harvest, Mosaic

### 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.

Connectors used: BambooHR, Mosaic, Slack

### 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.

Connectors used: Mosaic, Slack

### 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.

Connectors used: Mosaic, NetSuite, Google Sheets

### 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.

Connectors used: Mosaic, Slack, Google Sheets

## Challenges Tray.ai solves

### 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 helps:** 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.

### 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 helps:** 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.

### 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 helps:** 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.

### 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 helps:** 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.

### 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 helps:** 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.

## Agent features

### Fetch Project Financial Data (Data Source)

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.

### Query Resource Allocations (Data Source)

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.

### Retrieve Workforce Forecasts (Data Source)

Access headcount and capacity planning forecasts to support workforce planning decisions. Agents can surface upcoming gaps or surpluses to planners and managers.

### Look Up Project Details (Data Source)

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.

### Pull Budget vs. Actuals Reports (Data Source)

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.

### Access Scenario Plans (Data Source)

Read scenario planning models to compare different financial or resourcing strategies. Agents can surface tradeoff analyses or suggest scenarios based on defined business goals.

### Update Resource Assignments (Agent Tool)

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.

### Create or Update Projects (Agent Tool)

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.

### Log Time Entries (Agent Tool)

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.

### Trigger Budget Alerts (Agent Tool)

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.

### Update Forecast Models (Agent Tool)

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.

### Create Phase Milestones (Agent Tool)

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.

## Learn more

- Intelligent Integration: https://tray.ai/platform/intelligent-ipaas/
- Merlin Agent Builder: https://tray.ai/platform/merlin-agent-builder/
- Agent Gateway for MCP: https://tray.ai/platform/agent-gateway/
- Book a demo: https://tray.ai/contact/