Lease and mobility
AFAS to Athlon integration: drivers and departures to Athlon, lease cars and odometer readings back in AFAS
With an integration between AFAS Profit and Athlon, Athlon receives new drivers, address changes and the end date directly from AFAS, so a lease car is returned or taken over on time. Athlon's lease cars and odometer readings come back into the AFAS means-of-transport module, where they are needed for the work-related mobility report.
What the integration does
Employers with lease cars at Athlon and HR and payroll in AFAS email new drivers to Athlon and sometimes only hear about a departure after the last working day. For the mandatory work-related mobility report, HR gathers the odometer readings from separate Excel overviews.
- HR records in AFAS that a new employee is entitled to a lease car.
- Athlon receives the driver with address, work email and employer, so the order and the MyAthlon account are in the right name.
- After delivery the car appears in AFAS on the employee, with registration, fuel type and start date.
- Every month the odometer readings from Athlon reach AFAS, on the right car.
- As soon as HR records an end date, Athlon and the fleet manager receive that date, so return or takeover can be arranged.
Back: Lease car with registration, fuel type and contract period · Odometer readings per car
What to watch for with AFAS Profit and Athlon
- For the lease and own fleet part of the work-related mobility report, AFAS needs regular odometer readings per car. AFAS itself names delivery by the lease company as a reason for an import. Athlon asks drivers to report the reading every month, and the integration now carries those readings to AFAS.
- AFAS calculates annual kilometres pro rata over the calendar days between two readings, and deducts a private allowance if the car is linked to an employee for the whole year. A car that changes driver halfway through the year must therefore be linked in AFAS to the right employee with the right dates. KoppelHet takes over the date of the driver change at Athlon.
- AFAS links each fuel to a fuel type for the report, and leaves out vans with a commercial registration. KoppelHet converts the fuel of the Athlon car into the AFAS fuel types and marks vans, so they fall correctly in the report.
- A driver can report an address change to Athlon in MyAthlon themselves. For payroll the address in AFAS stays leading. KoppelHet sends the AFAS address to Athlon and alerts HR when the two addresses differ.
- According to Athlon, a driver who stops reports this to the fleet manager, who informs Athlon. With the integration the end date from AFAS reaches the fleet manager and Athlon directly, so return or takeover is decided before the last working day.
- Athlon creates a MyAthlon account automatically around delivery of the car. A correct work email from AFAS prevents the driver from being unable to use the account and having to contact the Driver Desk.
- With several employers in AFAS the Chamber of Commerce number belongs to the employer and AFAS makes the report per Chamber of Commerce number. A car reaches the right employer through its driver, even when Athlon has one customer account for the whole group.
How we build and run it
- The integration runs on the KoppelHet platform, hosted in a data centre in the EU.
- Every sync and every error is visible in the functional log; on an error your administrator is notified.
- A change that cannot go through is not half-applied but queued for another attempt.
- KoppelHet is ISO 27001 certified. Data travels encrypted and stays on the platform no longer than needed.
- After go-live we manage the integration and adjust it when your process changes.
- The integration fits next to your existing integration layer. Only the fields in the design are transferred; the platform keeps no register of its own.
Implementation and price
This is not an app you switch on. We build the integration for your organisation on our platform, with building blocks we reuse on every project. So it is custom work that does not start from scratch.
A consultant prepares the intake and analyses both systems. We then record the mapping and exceptions field by field, test in the test or acceptance environment and go live at a moment you choose. Costs are a one-off amount for the setup and a monthly amount for platform, monitoring and support.
Frequently asked questions
Does the fleet manager still need to do anything?
Yes, choosing the car and the arrangements at departure stay with the fleet manager. The integration makes sure they know in time who is coming and who is going.
Does the taxable benefit come from Athlon too?
Taxable benefit and employee contribution stay in AFAS. The integration does fill in the car with registration and start date, so HR does not retype those details.
What if a driver does not report their odometer reading?
Then no reading reaches AFAS for that month. KoppelHet reports cars without a recent reading, so HR knows where a reading is missing for the report.
Technical details for IT
For those who want to know how it works under the hood: APIs, fields and sources used.
- AFAS is read with a dedicated GetConnector on employees with a lease entitlement, addresses, employer and employment, filtered on change date.
- Lease cars, the link between car and employee and odometer readings go to AFAS through the UpdateConnector HrMobility (add, change, delete).
- Athlon publishes no API documentation for employer integrations. MyAthlon reports are refreshed every night and can be exported to Excel; the connection on the Athlon side is agreed per customer with Athlon.
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in AFAS Profit | Field in Athlon | Notes |
|---|---|---|
Medewerkernummer | Personeelsnummer berijder | Key to link car and employee |
Roepnaam, voorvoegsel en achternaam | Naam berijder | |
Woonadres | Adres berijder | |
E-mail werk | E-mailadres berijder | For the MyAthlon account |
Werkgever en kostenplaats | Klant- of kostenplaatsindeling bij Athlon | |
Datum uit dienst | Einddatum berijder | |
Vervoermiddel (terug) | Kenteken, merk, model en brandstof | Through the UpdateConnector for means of transport |
Kilometerstand (terug) | Kilometerstand met datum |
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