Workday vs SAP: which HR and finance tool should your company choose?
Workday and SAP SuccessFactors are two of the giants of the HCM (Human Capital Management) and ERP (Enterprise Resource Planning) solutions market. Designed for large companies and international organisations, these two cloud tools promise to centralise talent management, payroll, HR and financial operations on a single platform.
But between Workday, which is modern, intuitive and all-in-one, 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 middle 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 workforce management, finance and planning solution designed for medium-sized to large businesses. Created in 2005 to compete with legacy 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 both desktop and mobile devices, and continuous updates thanks to its cloud infrastructure.
Workday is particularly attractive to companies looking for a solution that is agile, customisable and quick to deploy, even on an international scale.
Workday's key 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, etc;
- talent management: skills assessment, succession planning, performance reviews; and
- payroll management: automated processing, multi-country compliance, reporting;
- ERP Finance: accounting, expense management, budgets, closings, audits ;
- analysis and reporting: customisable dashboards, real-time reports, HR and financial analytics;
- employee experience: employee portal, mobile accessibility, personalised workflows;
- integrations & APIs: native connectors (Salesforce, Microsoft, Slack, etc.) and full API opening to automate workflows.
Workday
Advantages and disadvantages of Workday
Like any comprehensive 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 focuses on user experience, flexibility and a native cloud approach that is winning over more and more global organisations. 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 valued for its flexibility in managing the global workforce.
❌ But not everything is perfect. Certain limitations can slow down its adoption, particularly depending on the size or complexity of the company:
- high implementation and licence costs, especially for smaller organisations ;
- high degree of customisation, but requires extensive in-house training;
- less business verticalization than SAP (less suited to industry, production, etc.).
What is SAP?
Overview of SAP
SAP is a global pioneer in ERP and HCM software. Its solutions are aimed at global companies with complex needs in human resources, compliance, multi-country payroll and performance management.
Unlike Workday, which was designed to be 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 reports, etc.
A veritable galaxy of integrated tools, designed for organisations with demanding operational requirements.
SAP impresses with its robustness, advanced integration capabilities and suitability for sectors such as industry, logistics, engineering and public services.
Key features of SAP SuccessFactors
⚒️ SAP SuccessFactors offers a particularly powerful modular suite designed to meet the needs of large international organisations. Here is an overview of the key functionalities
- 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, personalised career paths;
- 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 very broad functional coverage... but sometimes at the cost of a certain 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 customisation capabilities (parameters, workflows, modules);
- its integrated and powerful 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, particularly for non-technical users;
- multiple modules: complexity in choosing and managing licences.
Workday vs SAP: compare the 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, etc. Here's what you need to know.
| 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 customisable |
| 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, very extensive but complex |
| Employee experience | Modern, intuitive, responsive interface | ❌ Less fluid, especially on older modules |
| Customisation | 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 plans.
The management of objectives and interviews is well integrated into the overall HR platform.
SAP SuccessFactors, on the other hand, 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 customisation.
🏆 The 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 the Workday Global Payroll Cloud.
SAP is way ahead of the game here, with a powerful, customisable global payroll engine capable of responding to complex situations:
- multiple contracts
- staggered working hours
- local regulations.
🏆 The verdict: SAP is the benchmark for global companies with highly complex payrolls, 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 in direct continuity with HR. The result: operational and human resources data are synchronised in real time, facilitating decision-making and management.
SAP, with S/4HANA, offers unrivalled ERP power:
- accounting
- stock management
- purchasing
- production, etc.
It is the most comprehensive suite on the market, but with a clear separation between HCM and the rest.
🏆 Verdict: Workday is appealing for its integrated HCM and Finance approach, while SAP is the choice of 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
- customised portals,
- 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 customisation requires technical parameterisation.
🏆 The verdict: Workday for rapid adoption by employees and SAP for organisations that prioritise function over form.
Workday vs SAP: compare prices
| Plan | Workday | SAP |
| Free | Not available | |
| HR | " Human Capital Management - on quotation :
|
" Human Capital Management - from €16 / month :
|
| Payroll | "Workday Payroll" - on quote:
|
" SuccessFactors Employee Central Payroll - on quotation :
|
| Finance | " Financial Management - on quotation :
|
" Finance- from €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. The user interface, ergonomics, ease of use and even the 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 |
| Customisable dashboards | 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 the same environment | UX fragmented between modules (EC, LMS, etc.) |
| Languages & global accessibility | +30 languages, good accessibility practices | Multilingual too, but depends on the module |
🧠 Benchmarking
- Workday has clearly invested in the user experience. From the very first moment you log on, you'll be impressed by the interface: it's modern, fluid and mobile-first. Navigation is consistent across all modules (HR, payroll, finance), making it easy to adopt, 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 revamp of its interface. But the reality is that there are still UX inconsistencies between the old and new modules. Some screens are dated, navigation is more complex, and customisation often requires advanced IT or admin intervention. The SAP mobile application exists, 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 catalogue, ease of connection and level of automation are strategic criteria.
👉 Number of integrations available
- 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 to be created. The ecosystem covers HR, payroll, finance and IT needs well... but is sometimes 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, etc.), as well as with Salesforce, Oracle, Microsoft 365, ServiceNow, Workday and others. The catalogue is very extensive, particularly 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 generally 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.
👉 Customisation and automation
- Workday: ⭐⭐⭐⭐☆
Workday allows 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 skills or a partner.
- SAP SuccessFactors: ⭐⭐⭐⭐⭐
SAP is an automation machine. Thanks to the SAP Business Technology Platform, integrations can drive complex workflows, inter-tool synchronisation and highly customised business rules. It's an ideal solution for highly structured IT environments or critical business processes.
💡 Conclusion
- Workday offers a more fluid and accessible experience, with a good balance between connectivity, simplicity and agility. It's a great choice for businesses undergoing a digital transformation that want to stay in control without relying too heavily on a dedicated IT team.
- SAP, on the other hand, is cut out 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 highly equipped... but you need to get your hands dirty.
When should you choose Workday or SAP?
Each HCM and ERP solution has its strengths, depending on the size, sector or level of complexity of the 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 organisations undergoing a major HR or financial transformation, who want a system that is intuitive, cloud-native and easily extensible.
📌 Workday is generally chosen if:
- you want to centralise 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 quickly with the organisation;
- you manage an international workforce but have relatively standard payroll rules;
- you want a gradual roll-out, with easy integration with existing tools (Slack, Salesforce, Teams, etc.);
- you have a data-driven culture and want analyses that are accessible without technical expertise;
- you prefer no-code/low-code workflows to limit dependency on IT.
Typical use cases for SAP SuccessFactors
SAP, with SuccessFactors and the S/4HANA ecosystem , stands out as a robust choice for organisations with complex processes, often international, with a need for extensive customisation 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 organisation 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 parameterisation;
- you are looking for a solution capable of managing highly structured workflows, with multiple levels of approval.
- you want to centralise HR processes in a highly secure and 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 organisations looking for power, functional depth and maximum integration.
Both tools are solid, proven and widely adopted in the business 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, advanced payroll needs, compliance or vertical integrations into the SAP ecosystem.
FAQ - Workday vs SAP
What is the main difference between Workday and SAP SuccessFactors?
The main difference lies in the approach:
- Workday is a 100% cloud, unified HR and Finance solution, focused on the user experience;
- SAP offers a highly customisable 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 some countries (US, UK, Canada, France, etc.), and elsewhere relies on certified partners via the 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, particularly 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.