Workday-NetSuite Integration & Payroll Automation
for Gearbox Software
Client Overview
Our client is a leading US-based gaming software company known for developing and publishing high-quality video game titles across multiple platforms. With a workforce of over 2,300 employees spread across multiple subsidiaries and departments, the organization continues to expand rapidly. To support this growth, the company sought to modernize its HR and financial integration processes while improving compliance, workforce analytics, and payroll governance.Business Objective
The client aimed to establish a seamless integration between Workday (HCM) and Oracle NetSuite (ERP) to automate employee lifecycle management and payroll journal entry processing. Key objectives included:- Synchronizing employee movements across subsidiaries
- Automating bi-monthly payroll data transfer from Workday to NetSuite
- Introducing an approval workflow for payroll-based journal entries
- Reducing manual intervention in financial record creation
- Enhancing compliance and financial accuracy
Industry
Technology
Platform
Boomi
Service
HCM–ERP Integration, Payroll Automation
Nick Owen
CTO
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Challenges
Complex Organizational Structure
Multiple subsidiaries and departments required employee data to move seamlessly when employees transferred across entities.
Payroll Journal Entry Dependency
NetSuite was responsible for generating journal entries for payroll transactions, requiring precise and validated data.
Lack of Integrated Workflow
Employee movements and payroll data in Workday were not automatically reflected in NetSuite.
Governance & Approval Requirements
The organization required a controlled approval mechanism before payroll data could generate financial journal entries.
Solutions
Two-Process Integration Framework
We designed and implemented a two-process Boomi-powered integration framework that enabled seamless two-way synchronization of employee master data between Workday and NetSuite, along with automated bi-monthly payroll data transfers from Workday to NetSuite.
Payroll Approval Customization in NetSuite
A custom payroll approval framework was developed within NetSuite to ensure secure and controlled processing of payroll data. Payroll files received via Boomi were automatically stored in the NetSuite File Cabinet, and a custom approval page with role-based access control was created, allowing authorized users to review, approve, or reject payroll records.
Enhanced Employee Data Management
The solution strengthened employee data governance within NetSuite by enabling dual-manager mapping. It also automated the creation of new employee records during subsidiary transfers while terminating previous records upon entity movement, ensuring accurate organizational alignment.
Scalable & Controlled Architecture
Boomi iPaaS was leveraged to ensure secure, maintainable integration flows aligned with compliance and audit requirements.
Results
Accurate & Timely Payroll Journal Entries
Automated approval workflows ensured controlled and accurate financial postings.
Streamlined Employee Data Management
Eliminated manual data transfers between systems, reducing operational overhead.
Improved Compliance & Governance
Role-based approvals and documented workflows enhanced audit readiness.
Real-Time Workforce Visibility
Provided business users with near real-time access to employee, payroll, and time-off data across systems.
Technology Stack
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