Workday vs SAP: which HR and finance tool is right for your company?
Workday and SAP SuccessFactors are two of the market giants in the field of HCM (Human Capital Management) and ERP (Enterprise Resource Planning) solutions. Designed for large companies and international organizations, these two cloud-based tools promise to centralize talent management, payroll, HR and financial operations on a single platform.
But between Workday, a modern, intuitive, all-in-one solution, and SAP, a historic behemoth with powerful integrations and ultra-wide functional coverage, how do you choose the solution that meets your business challenges? If you're in the midst of implementing HCM, looking for a new HR performance tool, or simply curious about the respective capabilities of these two solutions, this comparison is for you.
👉 We've sifted through their functionality, interface, integrations, user experience, not to mention pricing and use cases. Our aim is to help you make the right choice for your business, without unnecessary jargon or wasted time.
What is Workday?
Workday overview
Workday is a cloud-based HR, finance and planning solution designed for medium-sized to large companies. Created in 2005 to compete with incumbent ERPs such as SAP and Oracle, Workday has established itself as a modern alternative, particularly popular in the tech, healthcare, education and services sectors.
🚀 What sets Workday apart is its unified approach: a single environment to manage HCM (Human Capital Management), payroll, talent management, financial operations and data analysis all at once. All with an intuitive interface, accessible on desktop as well as mobile, and continuous updates thanks to its cloud infrastructure.
Workday is particularly appealing to companies looking for a solution that is agile, customizable and quick to deploy, even on an international scale.
Key Workday features
⚒️ Workday stands out for its promise of a unified environment for managing all HR and financial processes. Here are the main features that make it a popular solution for large companies:
- human capital management (HCM): employee tracking, job management, onboarding, internal mobility ;
- talent management: skills assessment, succession planning, performance reviews;
- payroll management: automated processing, multi-country compliance, reporting;
- ERP Finance: accounting, expense management, budgets, closings, audits;
- analysis and reporting: customizable dashboards, real-time reports, HR and financial analytics;
- employee experience: employee portal, mobile accessibility, customized workflows;
- integrations & APIs: native connectors (Salesforce, Microsoft, Slack...) and full API openness to automate workflows.
Workday
Advantages and disadvantages of Workday
Like any complete solution, Workday has its strengths... and its limitations. Here's a rundown of the pros and cons to be aware of before taking the plunge.
✅ On the plus side, Workday relies on user experience, flexibility and a cloud-native approach that is winning over more and more global organizations. In short, the tool shines through :
- a modern, fluid, mobile-friendly user experience ;
- a unified HR and Finance solution: improved data consistency;
- frequent updates without service interruption;
- good customer support and a large network of implementation partners;
- highly appreciated for its flexibility in managing the global workforce.
❌ But not everything is perfect. Certain limitations may hinder its adoption, particularly depending on the size or complexity of the company:
- high implementation and licensing costs, especially for smaller structures ;
- extensive customization, but requires solid in-house training;
- less business verticalization than SAP (less suited to industry, production, etc.).
What is SAP?
SAP overview
SAP is one of the world's pioneers in ERP and HCM software. Its solutions are aimed at global enterprises with complex needs in human resources, compliance, multi-country payroll and performance management.
Unlike Workday, which was 100% cloud-based from the outset, SAP offers both on-premise and cloud solutions. Its ecosystem is vast:
- SAP S/4HANA for financial and operational management,
- SuccessFactors for talent management,
- SAP Concur for expense management, etc.
A veritable galaxy of integrated tools, designed for organizations with high operational demands.
SAP stands out for its robustness, advanced integration capabilities and suitability for sectors such as industry, logistics, engineering and public services.
Key features of SAP SuccessFactors
⚒️ SAP SuccessFactors is a powerful, modular suite designed to meet the needs of large international organizations. Key functionalities include
- talent management: recruitment, performance, development, succession ;
- HR administrative management: employee profiles, HR files, time and absence management;
- Core HR & Payroll: local and international payroll, legal compliance, complex calculations ;
- Learning & Development: Integrated LMS, e-learning, certifications, personalized training courses;
- People Analytics: advanced dashboards, productivity analysis, HR indicators;
- Integrated ERP (via S/4HANA): financial management, purchasing, logistics, production;
- extended integrations: native SAP connectors + options via SAP Integration Suite.
SAP ERP
Advantages and disadvantages of SAP
SAP SuccessFactors offers extensive functional coverage... but sometimes at the cost of complexity. Let's take a look at what the tool brings and what it can complicate.
✅ Its main strength lies in :
- its very broad functional coverage (HR, finance, supply chain, etc.) ;
- its suitability for companies with complex or highly regulated processes;
- its extensive customization capabilities (parameterization, workflows, modules);
- its powerful, integrated ecosystem with SAP S/4HANA, Ariba, Concur, etc. ;
- its global presence and local support in many countries.
❌ However, its richness can also become a hindrance, particularly in terms of interface and learning curve:
- interface sometimes considered less intuitive than Workday's;
- lengthy and costly implementation, often requiring an external integrator;
- steeper learning curve, especially for non-technical users;
- multiplicity of modules: complexity in selecting and managing licenses.
Workday vs SAP: compare features
Beyond the marketing rhetoric, it's the actual functionality that makes the difference. To make the right choice between Workday and SAP, you need to understand what each solution can do on a day-to-day basis: talent management, payroll, finance, analytics, automation... Here's what you need to remember.
| Functionality | Workday | SAP SuccessFactors |
| Talent management | Talent tracking, succession planning, 360° feedback | Recruitment, development, succession, learning |
| Payroll management | Integrated for some countries, third-party partners elsewhere | Complete multi-country system, highly customizable |
| ERP / Finance | Native and unified (HR + finance) | Via SAP S/4HANA, ultra-powerful but separate |
| HR Analytics | Real-time, predictive reporting, accessible to all | Advanced analytics, with advanced options via modules |
| Integrations | Open APIs + common connectors (Salesforce, etc.) | SAP Integration Suite, extensive but complex |
| Employee experience | Modern, intuitive, responsive interface | ❌ Less fluid, especially on older modules |
| Customization | Strong via configuration (low-code) | Extreme via configuration, but more technical |
| Cloud | Native cloud | Cloud or hybrid (depending on modules) |
Focus on Talent Management
Workday stands out for its seamless employee experience, with tools for :
- self-assessment,
- continuous feedback,
- and intuitive career planning tools.
The management of objectives and interviews is well integrated into the overall HR platform.
SAP SuccessFactors takes modularity a step further:
- its "Performance & Goals" module is highly detailed,
- with strong links to training, skills and succession.
But its interface can seem rigid without extensive customization.
🏆 Verdict: Workday for ergonomics and agility, and SAP for functional depth and scalability.
Focus on Payroll
Workday offers a native payroll module in certain countries, including:
- United States,
- the UK
- and Canada.
For the rest of the world, it relies on certified partners via Workday Global Payroll Cloud.
SAP is way ahead of the game here, with a powerful, customizable global payroll engine capable of responding to complex cases:
- multi-contracts,
- staggered working hours,
- local regulations.
🏆 Verdict: SAP is the benchmark for global companies with high payroll complexity, and Workday is simpler to deploy, but depends on partners outside the areas covered.
Focus on the Finance and ERP module
Workday has designed its Finance module as a direct extension of its HR module. As a result, operational and human resources data are synchronized in real time, facilitating decision-making and management.
SAP, with S/4HANA, offers unrivalled ERP power:
- accounting,
- inventory management
- purchasing,
- production...
It's the most comprehensive suite on the market, but with a clear separation between HCM and the rest.
🏆 Verdict: Workday seduces with its integrated HCM and Finance approach, SAP is the choice for large industries with complex needs.
Focus on HR Analytics
Workday offers real-time dashboards, accessible to managers and HR alike. The interface enables HR, financial and operational data to be cross-referenced, with integrated predictive insights.
SAP offers more powerful analytics, especially via People Analytics Advanced Edition (paying option). Very rich, but less accessible without support.
🏆 Verdict: Workday is more accessible and visual and SAP is more comprehensive, but more technical.
Focus on the employee experience
This is where Workday has the clear advantage:
- fluid navigation,
- responsive design,
- portal customization,
- mobile experience equivalent to desktop.
SAP has improved its interfaces, but still suffers from the cohabitation of old and new modules. The UX is heterogeneous, and customization requires technical parameterization.
🏆 Verdict: Workday for rapid employee adoption, and SAP for organizations that prioritize function over form.
Workday vs SAP: compare prices
| Plan | Workday | SAP |
| Free | Not available | |
| RH | " Human Capital Management - on quotation:
|
" Human Capital Management - from €16 / month :
|
| Payroll | "Workday Payroll" - on quotation:
|
" SuccessFactors Employee Central Payroll - on request:
|
| Finance | " Financial Management - on request:
|
" Finance- starting at €250/month
|
Workday vs SAP: which interface is more intuitive?
HR or ERP software can be powerful, but if it's difficult to use, it will never be fully adopted. User interface, ergonomics, grip and even mobile experience have become strategic criteria. Here's how Workday and SAP compare in this area.
| Criterion | Workday | SAP SuccessFactors |
| Handling | Fast, fluid UX even for non-techies | Steeper learning curve |
| Design & navigation | Modern, uncluttered, mobile-first | Modular interface, sometimes dated |
| Dashboard customization | Yes, intuitive and visual | Possible, but more technical |
| Mobile & accessibility | Highly rated native mobile application | Mobile app functional but less ergonomic |
| Unified experience | Yes, everything in one environment | UX fragmented between modules (EC, LMS, etc.) |
| Languages & global accessibility | +30 languages, good accessibility practices | Multilingual too, but module-dependent |
🧠 Benchmarking
- Workday has clearly invested in the user experience. From the very first login, the interface is seductive: it's modern, fluid and mobile-first. Navigation is consistent across all modules (HR, payroll, finance), which facilitates adoption even for users who are not very comfortable with digital tools.
- For its part, SAP has made significant efforts in recent years, with a gradual makeover of its interface. But the reality is that there are still UX inconsistencies between old and new modules. Some screens are dated, navigation is more complex, and customization often requires advanced IT or admin intervention. The SAP mobile application does exist, but it is sometimes considered less intuitive, particularly by end-users (employees, managers).
Workday vs SAP: compare integrations
The better a solution integrates with your IT, CRM or ERP stack, the more it becomes a central pillar of your software architecture. For IT managers or HRIS project leaders, the breadth of the integration catalog, ease of connection and level of automation are strategic criteria.
👉 Number of available integrations
- Workday: ⭐⭐⭐⭐☆
Workday offers over 600 pre-built integrations via its Workday Marketplace, with native connectors for Salesforce, Microsoft Teams, ADP, ServiceNow, Okta, Slack, LinkedIn, and many more. Open REST/JSON APIs also enable custom integrations. The ecosystem covers HR, payroll, finance and IT needs well... but sometimes remains a notch below SAP in terms of vertical diversity.
- SAP SuccessFactors: ⭐⭐⭐⭐⭐
SAP makes the most of its gigantic ecosystem. Thanks to SAP Integration Suite (formerly CPI) and the SAP Store, it offers hundreds of ready-to-use integrations with other SAP solutions (S/4HANA, Ariba, Concur...), but also with Salesforce, Oracle, Microsoft 365, ServiceNow, Workday, etc. The catalog is very rich, especially for companies that are already SAP customers.
👉 Ease of configuration
- Workday: ⭐⭐⭐⭐☆
Workday highlights its Workday Extend platform for creating low-code integrations, as well as good documentation for developers. Many integrations are plug & play, and configuration is globally accessible, although some advanced connections (e.g. middleware) may require a technical partner.
- SAP SuccessFactors: ⭐⭐☆☆☆
Configuring SAP integrations is notoriously complex. You often have to go through tools like SAP Cloud Integration, understand the structure of SAP objects, and sometimes use certified integrators. The potential is immense, but the learning curve is steep.
👉 Customization and automation
- Workday: ⭐⭐⭐⭐☆
Workday enables integrations to be linked to business processes (onboarding, HR workflow, payroll, validations...) via tools like Workday Studio. It is possible to create advanced automated scenarios, albeit somewhat limited without technical expertise or a partner.
- SAP SuccessFactors: ⭐⭐⭐⭐⭐
SAP is an automation machine. Thanks to the SAP Business Technology Platform, integrations can drive complex workflows, inter-tool synchronization and ultra-customized business rules. It's an ideal solution for highly structured IT environments or critical business processes.
💡 Conclusion
- Workday offers a smoother, more accessible experience, with a good balance between connectivity, simplicity and agility. It's an excellent choice for companies in the midst of digital transformation who want to stay in control without relying too heavily on a dedicated IT team.
- SAP, on the other hand, is designed for complex architectures. Its integration potential is virtually unlimited, provided you have the technical resources to take full advantage of it. SAP shines in environments that are already well-equipped... but you need to get your hands dirty.
When to choose Workday or SAP?
Each HCM and ERP solution has its own strengths, depending on the size, sector or level of complexity of business processes. Here are the typical use cases for which Workday or SAP are particularly relevant.
Typical use cases for Workday
Workday appeals to companies looking for a unified, modern and easy-to-use solution. Its agility makes it a preferred choice for organizations undergoing HR or financial transformation, who want an intuitive, cloud-native and easily extensible system.
📌 Workday is generally chosen if:
- you want to centralize HR and finance in a single platform ;
- you're looking for a modern interface and an engaging employee experience;
- you need an agile HR tool that evolves rapidly with the organization;
- you manage an international workforce with relatively standard payroll rules;
- you want a gradual roll-out, with easy integrations with existing tools (Slack, Salesforce, Teams...) ;
- you have a data-driven culture and want analyses that are accessible without technical expertise;
- you prefer no-code / low-code workflows to limit IT dependency.
Typical use cases for SAP SuccessFactors
SAP, with SuccessFactors and the S/4HANA ecosystem , stands out as a robust choice for organizations with complex processes, often international, with a need for extensive customization and a strong regulatory requirement.
📌 SAP will generally be chosen if:
- the company already has SAP tools (ERP, finance, supply chain) and wants native integration;
- you manage complex, multi-entity HR processes, with strong compliance constraints;
- you need a powerful payroll engine, covering several countries and advanced scenarios;
- your organization is in a sector such as industry, energy, transport or the public sector;
- you have an in-house IT team or a dedicated integrator to manage advanced parameterization;
- you're looking for a solution capable of managing highly structured workflows, with multiple levels of approval.
- you want to centralize HR processes in a highly secure, auditable system.
Workday vs SAP: two titans, two HR visions, but which to choose?
On the one hand, Workday, a unified, fluid and modern cloud platform designed to simplify HR and financial management. On the other, SAP, serving complex organizations looking for power, functional depth and maximum integration.
🎯 Both tools are solid, proven and widely adopted in the corporate world. But they don't address the same needs:
- choose Workday if you're looking for an intuitive solution, focused on user experience, easy to deploy, with consistent HR and finance workflows, in an international but controlled environment ;
- opt for SAP if you manage a complex infrastructure, with advanced business requirements, payroll, compliance or vertical integration needs within the SAP ecosystem.
FAQ - Workday vs SAP
What's the main difference between Workday and SAP SuccessFactors?
The major difference lies in the approach:
- Workday is a 100% cloud, unified HR and Finance solution, focused on the user experience;
- SAP offers a highly customizable modular suite, designed for complex environments already integrated into the SAP ecosystem.
One focuses on simplicity and agility, the other on power and depth.
Does Workday offer a complete global payroll solution?
Partially. Workday offers a native payroll solution for a few countries (US, UK, Canada, France...), and elsewhere relies on certified partners via Workday Global Payroll Cloud. For complex multi-country requirements, SAP is more comprehensive, with its Payroll Control Center module.
Is SAP necessarily more expensive than Workday?
Not necessarily. Both solutions have high costs, but SAP often charges per module and per user, which can make invoicing more flexible. On the other hand, SAP implementation costs are generally higher, especially if the technical environment is complex.
Is it easy to integrate Workday or SAP with other software?
Yes, but the complexity curve differs. Workday offers numerous plug & play integrations, accessible via API or Marketplace. SAP is more powerful, but often requires advanced technical skills or an integrator to operate SAP Integration Suite.
Which solution is best suited to large international companies?
Both are suitable, but with some nuances:
- Workday is suitable for international groups looking for agility, simplicity and a modern UX;
- SAP SuccessFactors is ideal for multinationals with complex processes and stringent regulatory requirements.
The choice will depend above all on your compliance, payroll and IT architecture challenges.