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Accounting and finance ⇄ Human resources

Navan to Paylocity integration — real-time, two-way sync

Keep Navan and Paylocity in sync without custom scripts. Cut weeks of integration work, eliminate silent data drift, and give your team a single, reliable source of truth.

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Adopted by fast-scaling companies moving mission-critical data in real time

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Why teams connect Navan and Paylocity

Keep the employee, department, and cost records that Navan and Paylocity share consistent in real time, so the finance system and the people system stop drifting apart.

Navan runs the money side of the company: who gets paid, what it costs, and which part of the business the cost belongs to. Paylocity runs the people side: who works here, which team they sit in, and how their employment changes over time. The two overlap on the same people and the same org structure, because every employee is also a payee and every department is also a cost center. When that overlap is maintained by hand, a new hire, a transfer, or a termination has to be keyed twice, and the two systems start to disagree about who is active and where the cost lands.

Stacksync syncs Custom Fields, Receipts, Repayments, Fees, and Adjustments, Users in Navan with Custom Fields, Employees, Onboarding, Deductions (Pay Setup) in Paylocity bi-directionally and in real time. A person added, updated, or deactivated on either side appears on the other within seconds, with field-level mapping and conflict resolution in place of CSV exports and nightly batch jobs.

That matters most when money follows a people event. A hire that finance can pay, a leaver whose access ends, a transfer that redirects cost to the right team, all happen from one change instead of two, so headcount and spend reconcile from the same set of records.

Common use cases

  • 01 Pull Bookings by date range into a database to reconcile travel reservations against Card Transactions and monitor travel-policy spend.
  • 02 Sync Users and department mappings from an HRIS into reporting tables so every transaction is attributed to a cost center and manager.
  • 03 React to the Employee Change webhook to pull the updated Employee record and propagate title, location, or manager changes to downstream apps within minutes.
  • 04 Two-way sync of Employees between Paylocity and an HRIS or identity provider so new hires, terminations, and demographic edits flow both directions.

Common sync patterns

Department and cost-center alignment

The org structure maintained in Paylocity keeps the departments or cost centers in Navan current, so spend and headcount roll up the same way.

Status changes propagate

A role, department, or employment-status change in either system updates the other within seconds, so cost allocation, access, and reporting reflect the current state.

People-driven costs land in finance

Compensation, reimbursements, or other costs tied to a person on the Paylocity side flow into Navan for posting, so the books reflect what people actually cost without manual re-entry.

What you can sync between Navan and Paylocity

Representative objects on each side — any object or custom field can map to any target. Schemas are auto-detected; types are converted between the two systems.

Navan objects Paylocity objects How this pairing syncs
Custom Fields Company metadata such as cost centers and project codes; discovered via GET and their option lists created or updated via async POST. Custom Fields Read-only company-specific custom fields returned by category, used to enrich the employee record downstream. Same entity on both sides — records pair one-to-one and field-level changes reconcile in both directions. Custom fields on either side are included in the mapping.
Connect Transactions External and personal card feed matched into Navan; retrieved read-only and coded with custom-field values through the transaction update endpoint. Onboarding Create Employee Onboarding pushes new-hire data into Paylocity's onboarding workflow; Get Onboarding Status reads back partner onboarding progress. Write-in for hires from an ATS. Connect Transactions is specific to Navan and Onboarding to Paylocity — each maps to any object or custom field on the other side.
Manual Transactions Out-of-pocket reimbursements and payroll submissions; synced for approval and reimbursement, then GL-coded back into Navan. Deductions (Pay Setup) Recurring deduction codes at the employee level; two-way via Upsert Deduction and Delete, with Get Deduction / Get All Deductions for reads. Manual Transactions is specific to Navan and Deductions (Pay Setup) to Paylocity — each maps to any object or custom field on the other side.
Bookings Flight, hotel, rail, and car reservations from the Booking API; pulled read-only by createdFrom/createdTo date range for trip and travel-spend reporting. Earnings (Pay Setup) Recurring earning codes at the employee level; two-way via Upsert Earning and Delete, with Get All Earnings and Get by earning code for reads. Bookings is specific to Navan and Earnings (Pay Setup) to Paylocity — each maps to any object or custom field on the other side.
Receipts Receipt images tied to each transaction; fetched read-only through presigned URLs for archival in a warehouse or document store. Local and State Taxes Two-way via Create/Update/Delete Local Tax and Upsert Primary / Non-Primary State Tax; Get by tax code and Get All for reads. Receipts is specific to Navan and Local and State Taxes to Paylocity — each maps to any object or custom field on the other side.
Repayments, Fees, and Adjustments Money-movement records including repayments, FX and platform fees, and credit or debit memos; read-only for reconciliation ledgers. Direct Deposit Read-only: Get All Direct Deposit and Get Employee Bank Accounts return main and additional allocations. Bank details cannot be written through the API. Repayments, Fees, and Adjustments is specific to Navan and Direct Deposit to Paylocity — each maps to any object or custom field on the other side.

How changes propagate between Navan and Paylocity

Each direction of the sync is driven by what the source system can signal and what the destination accepts — detection, delivery, and expected latency below.

Navan Paylocity Sub-second propagation

DetectionNavan notifies Stacksync of record changes through webhook events. Navan's Expense API supports webhooks for transaction and expense events.

DeliveryEach detected change is written to Paylocity through its API, with automatic retries and rate-limit backoff.

Paylocity Navan Sub-second propagation

DetectionPaylocity notifies Stacksync of record changes through webhook events. Webhooks — Paylocity POSTs Employee New Hire, Employee Change, Termination, Payroll Processed, and Time Off Approval events to a callback URL.

DeliveryEach detected change is written to Navan through its API, with automatic retries and rate-limit backoff.

Rate-limit considerations

  • Navan: Requests are throttled with HTTP 429 and Navan recommends retrying with exponential backoff; the Expense/Public API must first be enabled per account by Navan.
  • Paylocity: 25 requests per second (1,500 per minute); exceeding it returns HTTP 429. Every path is scoped to a Paylocity-assigned companyId (a company code, not a UUID).
What ships with Navan ⇄ Paylocity

Connect Navan and Paylocity for flexible, real-time data sync.

Real-time sync, workflow automation, event queues, EDI, and monitoring, for every Navan–Paylocity connection.

Real-time

Two-way sync

Changes in Navan or Paylocity instantly reflect in both systems. No stale data, no manual imports.

No-code + pro-code

Workflow automation

Trigger automated workflows whenever Navan or Paylocity data changes, update records, fire webhooks, or kick off sequences without brittle API scripts.

At scale

Event queues

Handle millions of events per minute without losing a single Navan or Paylocity record.

Observability

Monitoring

Track your Navan ⇄ Paylocity sync health, view errors, and replay failed events in one click.

Trading partners

EDI

Transform legacy EDI complexity into simple database interactions between Navan and Paylocity.

How the Navan and Paylocity connectors work

Navan

Integration surface
REST (Expense API and Booking API)
Authentication
OAuth 2.0 client-credentials flow; an admin creates a client_id and client_secret under Settings > Integrations and exchanges them at Navan's OAuth token endpoint for a short-lived bearer token that is refreshed on expiry (separate US and EU regional hosts)
Change detection
Navan's Expense API supports webhooks for transaction and expense events; sync engines also poll GET endpoints with date-range and updatedAt filters (createdFrom/createdTo for bookings) to backfill history and reconcile. There is no database-level CDC.
Capabilities
read · write · webhooks
Rate limits
Requests are throttled with HTTP 429 and Navan recommends retrying with exponential backoff; the Expense/Public API must first be enabled per account by Navan.

Paylocity

Integration surface
REST API (v1 and v2), JSON payloads
Authentication
OAuth 2.0 client credentials via the Paylocity Identity Provider (/IdentityServer/connect/token) with the WebLinkAPI scope; access tokens expire after one hour and API access must be enabled by Paylocity for the company
Change detection
Webhooks — Paylocity POSTs Employee New Hire, Employee Change, Termination, Payroll Processed, and Time Off Approval events to a callback URL; payloads carry only companyId and employeeId, so the receiver calls the relevant API to fetch changed values. Scheduled polling is used for objects without webhooks.
Capabilities
read · write · webhooks
Rate limits
25 requests per second (1,500 per minute); exceeding it returns HTTP 429. Every path is scoped to a Paylocity-assigned companyId (a company code, not a UUID).
How it works

How to connect Navan to Paylocity — three steps, no code

Configure and sync within minutes, no code. Whether you sync 50k or 100M+ records, Stacksync handles the queues, infra, and plumbing. Integrations are non-invasive and need zero setup on your systems.

  1. 01

    Connect your apps

    Authenticate Navan and Paylocity with each platform's native method — OAuth, API keys, or service accounts — plus secure options like SSH tunneling, IP whitelisting, and VPC peering.

    • OAuth 2.0
    • SSH tunnel
    • VPC peering
    Navan connected
    Paylocity connected
    OAuth 2.0
    SSH tunnel
    SSL certificate
    VPC peering
  2. 02

    Choose tables

    Pick the Navan and Paylocity objects to sync — Stacksync auto-detects both schemas, including custom fields where the platform exposes them. Sync to existing tables, or let Stacksync create new ones with ideal data types.

    • Standard objects
    • Custom objects
    • Auto-schema
    objects · Navan ⇄ Paylocity
    Customers 12,480
    Sales Orders 8,213
    Invoices 5,902
    Items 1,344
  3. 03

    Map fields

    Fields map automatically even when names and types differ. Stacksync handles transformation and type casting for you, zero configuration required.

    • Auto-map
    • Type casting
    • Transforms
    Navan Paylocity
    Company company_name text
    Email email text
    Amount amount numeric
    Created created_at timestamp
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FAQ

Navan and Paylocity integration FAQ

SECURITY

Security teams trust Stacksync

As a data company, we understand the importance of keeping your data secure. Stacksync is built with security best practices to keep your data safe at every layer, and is DPF-certified for US, EU, UK and CH data transfers.

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SSO & SCIM

Let your users access Stacksync from your centralized user management systems. Works with Okta, Azure, Google SSO and more.

Alerts

Immediately get alerted about record syncing issues over email, Slack, PagerDuty and WhatsApp. Resolve issues from a centralized dashboard with retry and revert options.

Secure connection options

Securely connects to your systems with:

OAuth 2 SSH Tunnelling SSL certificates IP Whitelisting VPN gateway VPC peering and more

Related integrations

Every pair below is a real-time, two-way sync. Search all 501 integrations available for Navan and Paylocity.

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