Oracle PeopleSoft and Airbase integration

What moves between them

The main flow runs from Airbase into Oracle PeopleSoft. ml-connector reads approved vendor bills and reimbursable expenses from Airbase and stages them into PeopleSoft as AP vouchers through the AP_VOUCHER Component Interface, mapped to the correct supplier, business unit, and ChartFields. Purchase orders approved in Airbase can be written into PeopleSoft as procurement records the same direction. Vendor master data is aligned in both directions so a supplier added in Airbase exists in PeopleSoft and existing PeopleSoft suppliers are matched rather than duplicated. GL accounts and ChartFields are read from PeopleSoft and used to validate Airbase coding, since PeopleSoft is the source of truth for the chart of accounts and Airbase GL accounts are read-only. The cadence is a scheduled poll, typically every 5 to 15 minutes, with Airbase approval webhooks used to trigger work sooner where they are enabled.

How ml-connector handles it

ml-connector stores both credential sets encrypted. On the Airbase side it sends the bearer token on every request against the tenant-specific base URL. On the PeopleSoft side it accepts the customer base URL and Integration Broker node name, sends HTTP Basic credentials, and calls the AP_VOUCHER and VENDOR_CI Component Interface services over SOAP for writes while using delivered REST inquiry endpoints for status reads. Approved Airbase bills and expenses are mapped to PeopleSoft vouchers, with Airbase GL coding and subsidiaries translated to PeopleSoft ChartFields and business units that are aligned first, so every voucher line references an account and unit that already exists. Because PeopleSoft has no self-service webhooks and sits behind a firewall, ml-connector polls on a schedule rather than waiting for a push, and the customer must whitelist the connector egress IP or expose PeopleSoft through a reverse proxy. Each Component Interface call uses the voucher number or vendor key as a natural idempotency key, since PeopleSoft rejects a duplicate, and Airbase resource IDs guard against re-reading the same record. Real edge cases handled include Airbase approval chains, where only approved records are staged; PeopleSoft service operations that an admin must activate before they respond; and PeopleTools version differences, where older sites are SOAP-only. Every record carries a full audit trail and can be replayed if a downstream call fails.

A real-world example

A mid-sized professional services firm of around 600 people runs Oracle PeopleSoft Financials on Oracle Cloud Infrastructure for the general ledger, procurement, and supplier payments, and adopted Airbase to give staff corporate cards and a faster bill and expense approval workflow. Before the integration, the accounts payable team exported approved bills and expense reports from Airbase each week and keyed them into PeopleSoft as vouchers by hand, matching every line to a department and account and chasing coding errors during month-end close. With Oracle PeopleSoft and Airbase connected, each approved bill and expense flows into PeopleSoft as a voucher automatically, coded to the right ChartFields and business unit, and new vendors created in Airbase are matched to or added in PeopleSoft. The weekly re-keying step is gone and close starts with payables already posted and reconciled.

What you can do

• •Stage approved Airbase bills and reimbursable expenses into Oracle PeopleSoft as AP vouchers through the AP_VOUCHER Component Interface.
• •Write Airbase purchase orders into PeopleSoft procurement records and keep vendor master data aligned across both systems.
• •Map Airbase GL coding and subsidiaries onto PeopleSoft ChartFields and business units validated against PeopleSoft.
• •Bridge the Airbase bearer token and the PeopleSoft node login, calling SOAP Component Interfaces for writes and REST inquiries for status.
• •Poll PeopleSoft on a schedule with retries and a full audit trail on every record, because the on-premise side cannot be pushed to.

Questions

Which direction does data move between Oracle PeopleSoft and Airbase?

The main flow is Airbase into Oracle PeopleSoft. Approved bills, expenses, and purchase orders move from Airbase into PeopleSoft as vouchers and procurement records, while vendor data is aligned in both directions. GL accounts are read from PeopleSoft and used to validate Airbase coding, since PeopleSoft is the source of truth for the chart of accounts.

How does ml-connector write to PeopleSoft when there are no REST endpoints for vouchers?

PeopleSoft delivers REST endpoints mainly as read-only inquiries, so writes go through SOAP Component Interface services such as AP_VOUCHER and VENDOR_CI. ml-connector calls those services to create vouchers and align suppliers, using the voucher number or vendor key as a natural idempotency key so a retry does not create a duplicate. The relevant service operations must be activated by a PeopleSoft admin before they respond.

Does the integration use webhooks, and how does it handle Airbase approvals?

PeopleSoft has no self-service webhooks, so ml-connector polls it on a schedule, typically every 5 to 15 minutes. Airbase supports outbound webhooks for events such as approval milestones, which can trigger work sooner where enabled. Because Airbase bills and expenses move through approval chains, only records whose status shows they are approved are staged into PeopleSoft.