Workday Financial Management and HubSpot integration

What moves between them

Customer suppliers and invoice master data flow from Workday into HubSpot company and invoice objects on a polling schedule tied to your AR cycle, typically daily or after major supplier updates. Supplier data maps to HubSpot company objects with contact associations for bill-to addresses. Workday supplier invoices map to HubSpot invoice objects, with line items created from Workday invoice lines and GL account dimensions preserved as custom properties. Payment status flows from Workday to HubSpot so the CRM reflects whether an invoice is unpaid, partial, or cleared. The integration is unidirectional from Workday into HubSpot; HubSpot is read-only for invoice and company data.

How ml-connector handles it

ml-connector stores Workday SOAP credentials (ISU username and WS-Security token) and HubSpot Private App Access Token encrypted and presents them on every request. On the Workday side it polls supplier and invoice entities at a configurable interval (default daily, minimum 5 minutes to avoid tenant throttling), batching reads by date range to detect new and updated records. For each supplier in Workday, it creates or updates a HubSpot company object with name, address, and tax ID; for each invoice it creates a HubSpot invoice object with line items, associates it to the company, and stores GL account and worktag dimensions as custom properties so your finance team can filter and report by cost center. Because Workday invoices are read-only in the integration, ml-connector never writes financial entries back. It handles 401 token expiry on the HubSpot side by refreshing the access token, and backs off and retries on HubSpot rate limits (100 to 190 calls per 10 seconds depending on tier). Every record carries a full audit trail.

A real-world example

A mid-sized B2B services company runs Workday Financial Management for procurement and AR, and HubSpot for customer and sales pipeline management. Before the integration, the AR team exported supplier and open-invoice reports from Workday weekly and manually created company and invoice records in HubSpot, then the sales team sometimes quoted old information that had been paid weeks earlier, causing double-billing and customer confusion. With Workday and HubSpot connected, supplier master data and open invoices sync automatically into HubSpot daily, the sales dashboard shows real-time customer invoice status, and the AR team no longer re-keys invoice data by hand.

What you can do

• •Sync Workday supplier master data into HubSpot company objects with address and tax ID preservation.
• •Flow open invoices from Workday into HubSpot invoice objects with full line-item detail and GL account mapping.
• •Maintain invoice-to-company associations in HubSpot so sales teams see customer payment and credit status.
• •Poll Workday on a configurable daily or intra-day schedule with retries and full audit trail on every record.
• •Encrypt and manage Workday SOAP credentials and HubSpot API tokens without exposing secrets.

Questions

Which direction does data move between Workday and HubSpot?

The flow is unidirectional from Workday into HubSpot. Supplier master data, invoices, and payment status move from Workday into HubSpot company and invoice objects. HubSpot acts as a read-only source for CRM reporting and sales visibility. Invoices are never written back to Workday.

How does ml-connector handle Workday's lack of webhooks?

Workday Financial Management has no native webhooks for financial entities, so ml-connector polls supplier and invoice records on a schedule you configure (typically daily, minimum 5-minute intervals to avoid tenant throttling). It uses date-range filters on Workday Get operations to detect new and updated records since the last poll, batching reads efficiently.

What happens if a Workday supplier or invoice has no matching contact in HubSpot?

ml-connector creates the HubSpot company and invoice records first with the core data from Workday, then creates or updates associations. If a supplier has multiple bill-to contacts in Workday, each address is synced as a separate HubSpot contact linked to the company, preserving the relationship for AR and sales teams.