Automatic Employee Data Sync Keep Spend Under Control With Personio Integration

Connecting an HR system to a spend management software like Payhawk offers several benefits:

1. Efficient employee onboarding and offboarding: Such integration allows for seamless synchronisation of employee data between HR and the spend management system. This ensures that new hires are automatically onboarded with necessary access and permissions while departing employees are swiftly offboarded, including termination of access and cards. This reduces manual administrative work and minimises the risk of errors or oversights.

2. Accurate employee data: By syncing HR data with the spend management system, employee information such as names, roles, departments, and cost centres remains up-to-date and accurate across platforms. This facilitates more precise tracking and reporting of expenses, enabling better financial oversight and compliance.

3. Streamlined expense reimbursements: Integration enables the automatic population of employee details, such as names, roles, and departments into the spend management system. This saves time for employees by eliminating manual data entry and reduces the likelihood of errors. It also enhances visibility for managers and finance teams, allowing them to track expenses by employee, department, or project easily.

4. Policy compliance: Such integration can enforce spending policies and compliance rules established in the spend management system to sync automatically with. For example, the HR system ensures that expenses adhere to company guidelines. This helps prevent unauthorised spending and reduces the need for manual review and approval processes.

Connecting an HR system to a spend management software like Payhawk enhances operational efficiency, data accuracy, compliance, and financial visibility, ultimately driving cost savings and improving overall business performance.

Integrating an HR system with a spend management software like Payhawk can help prevent fraud in several ways:

1. Role-based access control: HR system integration ensures that the spend management platform accurately reflects employee roles, permissions, and access rights. By restricting access to sensitive financial functions based on employee roles defined in the HR system, organisations can prevent unauthorised individuals from initiating or approving fraudulent transactions.

2. Automated user management: Integrating HR and spend management systems enables automated onboarding and offboarding processes. When employees join or leave the company, their access to the spend management platform is automatically adjusted based on their status in the HR system. This reduces the risk of former employees retaining access to company funds and helps prevent potential fraudulent activities.

3. Policy enforcement: HR system integration enables the enforcement of spending policies and compliance rules within the spend management platform. Organisations can ensure that expenses align with company regulations and standards by aligning expense policies with HR guidelines. Automated policy enforcement mechanisms can flag or block expenses that violate established rules, helping to prevent fraudulent or non-compliant transactions.

3. Audit trails and reporting: Integrated systems provide comprehensive audit trails and reporting capabilities, allowing organisations to track every step of the expense management process. Detailed logs of user activities, transaction histories, and approval workflows enable auditors to trace the origin of transactions and detect any anomalies or suspicious behaviour. This transparency is a deterrent to fraudulent activities and provides evidence for investigations if fraud is suspected.

Overall, integrating an HR system with spend management software like Payhawk strengthens internal controls, enhances transparency, and improves oversight, all of which contribute to preventing and detecting fraudulent activities within the organisation.

We integrate with 50+ HR systems and the list constantly grows. As of March 2024, we integrate with the following systems:
7shifts, ADP Workforce Now, AlexisHR, AllianceHCM, Altera Payroll, BambooHR, Breathe, Ceridian Dayforce, Charlie, ChartHop, ClayHR, CyberArk, Deel, Employment Hero, Factorial, Freshteam, Google Workspace, Gusto, HiBob, HR Cloud, HR Partner, Humaans, Humi, Insperiry Premier, IntelliHR, IRIS Cascade, JumpCloud, Justworks, Kallidus, Keka, Kenjo, Lano, Lucca, Microsoft Entra ID, Namely, Nmbrs, Officient, Okta, OneLogin, OysterHR, PayCaptain, Paychex, Paycor, Payfit, Paylocity, PeopleHR, Personio, PingOne, Proliant, Sage HR, SAP Success Factors, Sesame, Square Payroll, TriNet, UKG Pro, UKG Pro Workforce Management, UKG Ready, Workday, Zenefits and Zoho people.

If you don't see your HR system on our supported list, don't worry. Just reach out to us and let us know which HR software you're using. We'll work together to find a solution that fits your needs. The best way to get in touch is by booking a demo with us.

Integrating Payhawk with your HR system is incredibly straightforward. With just a few clicks (and admin access to both Payhawk and your HR platform), you'll be up-and-running in no time. Our intuitive interface will walk you through the process effortlessly. Simply select your HR system from our list of supported platforms, enter your login credentials, and we'll take care of the rest, including seamlessly mapping your employee and business entity data. Depending on the HR system you integrate with, it can vary from a few minutes to a few hours.

HR integrations are complimentary for all customers on our Enterprise plan. However, depending on the specific HR system you use, there may be an additional integration enablement fee. For further details, feel free to reach out to our sales team, and they'll be happy to assist you.

The integration syncs employee data, such as names, email addresses, phone numbers and entity or location in case of multi-entity companies. This data is automatically updated in Payhawk when changes are made in Personio, ensuring consistent and up-to-date employee information across systems. The Employee status data field is shared between Personio and Payhawk. Only employees with an Active status will be imported and visible in Payhawk.

By automating employee onboarding and data synchronization, the integration reduces manual errors and ensures all employees have the correct permissions for expense tracking. This seamless sync allows quicker reconciliation of expenses. With automated workflows, approvals for expenses can follow pre-defined rules based on employee roles or limits set within Payhawk, enhancing compliance and reducing processing times. Additionally, real-time spend data in Payhawk makes it easier to track expenses across teams and departments, providing greater visibility and control.

Yes, thanks to Payhawk you can automate workflows for various processes, such as submitting, approving, and reconciling expenses, reducing the need for manual input. They allow for seamless expense approvals with pre-defined rules, ensure policy compliance by setting spending limits, and automate payment flows. Moreover Payhawk customizable workflows adapt to organizational structures, such as multi-level approvals or team-specific processes, providing flexibility for different business needs.

The platform also facilitates automatic reimbursements to employees by processing approved expenses and transferring payments directly to their bank accounts, saving time and improving user experience​.

Payhawk ensures secure data handling by requiring user consent for access and employing encrypted connections to sync data. If the integration is disconnected, Payhawk retains only the last synced data, which remains secure within the platform.

Yes, the integration is scalable. As your workforce grows or new departments are added in Personio, the data sync ensures they are automatically reflected in Payhawk, maintaining alignment between systems without requiring manual updates.