Which direction does data move between Deltek and Paylocity?

The main flow is Paylocity into Deltek. Payroll journal totals and employee records move from Paylocity into Deltek, while reference data such as departments and projects is aligned so every line lands on a valid dimension. Paylocity holds no financial documents, so ml-connector does not write GL entries or invoices back into Paylocity.

Can Paylocity post invoices or purchase orders into Deltek?

No. Paylocity is an HCM and payroll system and has no vendor, invoice, purchase order, or GL account objects. What it provides is pay statement totals, employee records, and deduction and earning codes, and ml-connector maps that payroll activity into Deltek's general ledger as a journal entry rather than as AP documents.

How does the integration handle the two different logins and Deltek's webhook limits?

ml-connector runs the Deltek password grant against the customer's tenant URL and the Paylocity client-credentials grant in parallel, refreshing each token before it expires. Because Deltek Vantagepoint only offers workflow-driven webhooks for finance, it acts on Paylocity's Payroll Processed webhook and then polls on a schedule tied to the payroll calendar so nothing is missed.

DeltekPaylocity

Deltek and Paylocity integration

Deltek Vantagepoint runs project accounting and finance. Paylocity runs payroll and HR for the same workforce. Connecting the two keeps the general ledger and the employee roster in agreement without re-keying. After each Paylocity payroll run, the earnings, deduction, and tax totals post into Deltek's general ledger as a journal entry against the correct accounts and projects, and new hires and terminations in Paylocity flow into the Deltek employee hub. ml-connector handles the different APIs and OAuth flows on each side and moves the data on the cadence you set.

How Deltek works

Deltek Vantagepoint exposes employees, firms, projects, AP invoices, journal entries, cash receipts, and GL accounts through a REST API at a tenant-specific URL such as https://{company}.deltekfirst.com/{company}/api/, so there is no shared hostname. It authenticates with an OAuth2 password grant that returns a bearer token, and Allow Password Grant Type must be enabled in the instance for server-to-server access. Vantagepoint supports outbound webhooks only through its Workflow system, configured per record save event with optional basic or key auth and no HMAC signature, so finance records are normally read by page-based polling. Older Deltek Costpoint sites are SOAP and preprocessor driven instead.

How Paylocity works

Paylocity exposes employees, pay statements, deduction and earning codes, positions, and time punches through a REST API where every data path is scoped to a company id, for example /api/v2/companies/{companyId}/employees. It authenticates with OAuth2 client credentials that return a one-hour bearer token with no refresh flow, so the token is re-requested before expiry, and the client secret is rotated annually. Paylocity has no vendor, invoice, purchase order, or GL account objects because it is not an ERP; the payroll-to-GL pattern is to read pay statement totals and post a journal to the accounting system. Paylocity can also push lightweight New Hire, Termination, and Payroll Processed webhooks that carry only identifiers.

What moves between them

The main flow runs from Paylocity into Deltek. After each payroll run, ml-connector reads the Paylocity pay statement totals and posts the resulting labor cost journal entry into Deltek Vantagepoint's general ledger, mapped to the matching Deltek GL accounts, organizations, and projects. Employee records flow the same direction so the Deltek employee hub reflects Paylocity hires, terminations, and rehires. Reference data such as departments, projects, and pay codes is aligned so every journal line and employee record references a Deltek dimension that already exists. Paylocity holds no financial documents to receive, so ml-connector does not write GL entries or invoices back into Paylocity.

How ml-connector handles it

ml-connector stores both credential sets encrypted and runs the two OAuth flows side by side: the Deltek password grant against the customer's tenant URL, refreshing when a call returns 401, and the Paylocity client-credentials grant whose one-hour token is renewed before it expires. It accepts the full Deltek tenant URL per customer because Deltek publishes no shared base address, and it includes the Paylocity company id on every data path. A Payroll Processed webhook from Paylocity carries only a process id and check date, so ml-connector calls the pay statement API to fetch the full totals, then maps earning, deduction, and tax codes to Deltek GL accounts and posts the journal. Because Vantagepoint cloud is effectively pull-only for finance, it also polls Paylocity on a schedule tied to the payroll calendar as a backstop. Deltek has no idempotency header, so each journal is checked against existing entries before posting to avoid duplicates, and Paylocity webhooks may fire more than once so the consumer is keyed by employee and process id. The Deltek API user must have fee and accounting field visibility, or amounts return as $0 rather than an error. Every record carries a full audit trail and can be replayed if a downstream post fails.

A real-world example

A 250-person architecture and engineering firm runs Deltek Vantagepoint for project accounting and uses Paylocity for payroll and HR across three offices. Before the integration, the accounting team exported the payroll register from Paylocity each pay period and hand-keyed the labor totals into Deltek, splitting them across projects and offices, and reconciled headcount between the two systems by spreadsheet. With Deltek and Paylocity connected, each payroll run posts a journal into Deltek automatically, allocated to the right projects and organizations, and employee changes keep both systems aligned. Month-end close starts with labor accounts already reconciled and the manual re-keying step is gone.

What you can do

Post Paylocity payroll totals into Deltek Vantagepoint's general ledger as a journal entry after every pay run.
Map Paylocity earning, deduction, and tax codes to Deltek GL accounts, organizations, and projects.
Keep the Deltek employee hub aligned with Paylocity new hires, terminations, and rehires.
Run both OAuth flows, the Deltek password grant on the tenant URL and the Paylocity client-credentials token scoped to the company id.
Act on Paylocity Payroll Processed and employee webhooks, then poll on the payroll schedule with retries and a full audit trail on every record.

Questions

Which direction does data move between Deltek and Paylocity?: The main flow is Paylocity into Deltek. Payroll journal totals and employee records move from Paylocity into Deltek, while reference data such as departments and projects is aligned so every line lands on a valid dimension. Paylocity holds no financial documents, so ml-connector does not write GL entries or invoices back into Paylocity.
Can Paylocity post invoices or purchase orders into Deltek?: No. Paylocity is an HCM and payroll system and has no vendor, invoice, purchase order, or GL account objects. What it provides is pay statement totals, employee records, and deduction and earning codes, and ml-connector maps that payroll activity into Deltek's general ledger as a journal entry rather than as AP documents.
How does the integration handle the two different logins and Deltek's webhook limits?: ml-connector runs the Deltek password grant against the customer's tenant URL and the Paylocity client-credentials grant in parallel, refreshing each token before it expires. Because Deltek Vantagepoint only offers workflow-driven webhooks for finance, it acts on Paylocity's Payroll Processed webhook and then polls on a schedule tied to the payroll calendar so nothing is missed.

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