Automating Payroll Accounting with WageWorks and Sage 300 Integration

The Client

WageWorks is a cloud-based payroll platform built by a Zambian entrepreneur with a vision to modernize payroll management for local businesses.

The platform automates attendance tracking, salary processing, and statutory compliance, making payroll faster and more reliable for growing companies.

However, one key gap remained accounting integration.

While payroll processes were digitized, finance teams still had to manually enter payroll journals and reconcile data in Sage 300, one of Zambia’s most widely used accounting systems.

To solve this, WageWorks partnered with Satva Solutions to design and implement a secure, automated Sage 300 integration that would synchronize payroll and accounting data in real time.

The Challenges

Before the integration, finance teams faced several recurring issues that affected accuracy and efficiency:

• Manual data transfer from WageWorks to Sage 300 led to delays and human errors.
• Inconsistent Chart of Accounts (COA) mapping caused reconciliation mismatches.
• Payroll-related taxes, deductions, and liabilities had to be entered manually each month.
• Limited visibility into how payroll costs impacted departmental budgets and general ledger balances.

To address these challenges, WageWorks needed a native accounting integration that could:

• Automatically post accurate journal entries
• Handle department-level COA mapping
• Maintain full statutory accuracy
• Eliminate manual intervention entirely

The Solution

Satva Solutions developed a custom API-based integration that directly connected WageWorks to Sage 300, delivering secure and automated payroll accounting workflows.

Key Features Delivered

1. COA Synchronization

   • Imports and maps accounts from Sage 300 directly into WageWorks.

2. Automated Journal Entries

   • Generates payroll journals for wages, deductions, and contributions as soon as payroll is finalized.

3. Tax Liability Mapping

   • Automatically links PAYE, NAPSA, and NHIMA deductions to the correct accounts for compliance.

4. Duplicate Prevention & Validation

   • Ensures journals are posted only once, with built-in data validation and error checks.

5. Audit & Security

   • OAuth 2.0 authentication with detailed audit logs for every synchronization event.

Additionally, the integration supports CSV and PDF exports for compliance reporting, giving finance teams flexibility while completely eliminating manual data entry errors.

Results and Impacts

The Sage 300 integration transformed the payroll-to-accounting process for WageWorks users:

• 99.9% journal accuracy across all wage and deduction entries.
• 60% faster financial close cycles through full automation of journal creation.
• Real-time visibility into payroll expenses and departmental reporting.
• 20+ companies onboarded in the first month, processing payroll for over 2,000 employees.

Finance teams no longer had to choose between accuracy and efficiency the integration gave them both.

Conclusion

The WageWorks Sage 300 integration redefined how Zambian businesses manage payroll accounting.

By automating journal posting, COA mapping, and tax reconciliation, Satva Solutions empowered WageWorks to deliver a unified payroll and finance experience that is accurate, compliant, and effortless.