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Business productivity ⇄ Accounting and finance

Smartsheet to Workday integration — real-time, two-way sync

Keep Smartsheet and Workday 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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Why teams connect Smartsheet and Workday

Connect the financial records in Workday with the work happening in Smartsheet, so both stay current without exports or copy-paste.

Workday holds the financial truth: who the customers are, what they were billed, what they paid. Smartsheet is where part of the day-to-day work happens, and that work often involves the same customers and transactions. Without a live connection, the two drift apart, and people end up answering questions from stale copies.

Stacksync keeps Organizations, Positions, Compensation, Time Off and Absence in Workday and Columns, Cells, Reports, Attachments in Smartsheet in sync, bi-directionally and in real time. Whatever records Smartsheet keeps and whatever events it produces, the overlap with Workday is mapped field by field, and a change on either side shows up on the other within seconds.

There is no middleware to build, no API rate limits to babysit, and no nightly job that leaves the morning running on yesterday's data.

Common use cases

  • 01 Sync worker records from Workday into IT and identity systems so hires, transfers, and terminations provision access automatically.
  • 02 Replicate worker, organization, and compensation data into a secured database for people analytics without giving analysts tenant access.
  • 03 Pull Reports and Sheets into a warehouse for cross-project reporting and dashboards without manual CSV exports.
  • 04 Mirror Users and Groups from an HR system or directory so sheet sharing and workspace access stay aligned with headcount changes.

Common sync patterns

Where Smartsheet collects payments or triggers charges: events land in Workday

Payment and charge activity flows into Workday as it happens, so the books reflect reality without manual reconciliation.

Where Smartsheet tracks people or companies: one identity

A customer's details updated in either system update the other, so finance and the rest of the business stop maintaining two versions of the same customer.

Where Smartsheet handles customer conversations: billing context in view

Front-line teams see invoice and payment status from Workday next to the customer they are helping, without logging into the finance system.

What you can sync between Smartsheet and Workday

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.

Smartsheet objects Workday objects How this pairing syncs
Columns Define sheet schema and cell type (TEXT_NUMBER, DATE, CONTACT_LIST, PICKLIST, CHECKBOX); read via the API so field mappings can be generated. Compensation Pay components read into payroll, planning, and equity systems under strict access control. Columns is specific to Smartsheet and Compensation to Workday — each maps to any object or custom field on the other side.
Cells Row-by-column values; writes must match the column type and no single cell can exceed 4,000 characters. Time Off and Absence Balances and requests synced with scheduling and workforce tools. Cells is specific to Smartsheet and Time Off and Absence to Workday — each maps to any object or custom field on the other side.
Reports Read-only roll-ups spanning multiple sheets; pulled into a warehouse for cross-sheet reporting, capped at 50,000 rows. Payroll Results Completed pay data exported to finance and benefits systems. Reports is specific to Smartsheet and Payroll Results to Workday — each maps to any object or custom field on the other side.
Attachments Files linked to rows or sheets; posting one carries a 10x rate cost, so bulk file sync is throttled to 30 per minute. Suppliers Workday Financials vendor records aligned with procurement tools. Attachments is specific to Smartsheet and Suppliers to Workday — each maps to any object or custom field on the other side.
Discussions and Comments Threaded comments on rows and sheets; read out to sync collaboration history or activity into another system. Customers and Invoices Financials receivables objects synced for billing visibility where Workday Financials is used. Discussions and Comments is specific to Smartsheet and Customers and Invoices to Workday — each maps to any object or custom field on the other side.
Users and Groups Account membership and sharing; synced to keep an HR or identity source aligned with sheet and workspace access. Journal Entries Accounting entries imported from external subledgers into Workday Financials. Users and Groups is specific to Smartsheet and Journal Entries to Workday — each maps to any object or custom field on the other side.

How changes propagate between Smartsheet and Workday

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.

Smartsheet Workday Sub-second propagation

DetectionSmartsheet notifies Stacksync of record changes through webhook events. Sheet-scoped webhooks subscribed to *.* events notify on row and cell changes.

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

Workday Smartsheet Interval-based propagation

DetectionStacksync polls Workday for changes on an incremental schedule, reading only records changed since the previous pass. Polling, including transaction-log criteria on SOAP operations to fetch objects changed since a given moment.

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

Rate-limit considerations

  • Smartsheet: 300 requests per minute per access token; heavy calls like posting attachments cost 10x (30/min). A 429 returns errorCode 4003, back off ~60s.
What ships with Smartsheet ⇄ Workday

Connect Smartsheet and Workday for flexible, real-time data sync.

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

Real-time

Two-way sync

Changes in Smartsheet or Workday instantly reflect in both systems. No stale data, no manual imports.

No-code + pro-code

Workflow automation

Trigger automated workflows whenever Smartsheet or Workday 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 Smartsheet or Workday record.

Observability

Monitoring

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

Trading partners

EDI

Transform legacy EDI complexity into simple database interactions between Smartsheet and Workday.

How the Smartsheet and Workday connectors work

Smartsheet

Integration surface
REST API (v2.0)
Authentication
OAuth 2.0 authorization-code flow, or a raw/personal API access token passed as a Bearer header
Change detection
Sheet-scoped webhooks subscribed to *.* events notify on row and cell changes; otherwise polling on sheet and row modifiedAt timestamps
Capabilities
read · write · webhooks
Rate limits
300 requests per minute per access token; heavy calls like posting attachments cost 10x (30/min). A 429 returns errorCode 4003, back off ~60s.

Workday

Integration surface
SOAP Workday Web Services (WWS), a REST API, and Reports-as-a-Service (RaaS) endpoints for custom reports
Authentication
OAuth 2.0 for the REST API; integration system users with WS-Security or certificate-based auth for SOAP
Change detection
Polling, including transaction-log criteria on SOAP operations to fetch objects changed since a given moment; no general webhook surface
Capabilities
read · write
How it works

How to connect Smartsheet to Workday — 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 Smartsheet and Workday 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
    Smartsheet connected
    Workday connected
    OAuth 2.0
    SSH tunnel
    SSL certificate
    VPC peering
  2. 02

    Choose tables

    Pick the Smartsheet and Workday 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 · Smartsheet ⇄ Workday
    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
    Smartsheet Workday
    Company company_name text
    Email email text
    Amount amount numeric
    Created created_at timestamp
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FAQ

Smartsheet and Workday 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.

Learn more about security
SOC 2 Type II
ISO 27001
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GDPR
CCPA
CSA STAR
DPF US-EU-UK-CH
→ SECURITY WITH BENEFITS

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 500 integrations available for Smartsheet and Workday.

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