Payroll integration
BambooHR to Paychex Flex integration: employees and pay to Paychex Flex, with matching keys
With an integration between BambooHR and Paychex Flex, new hires, changes, terminations and rehires go from BambooHR to Paychex Flex, with personal data, job title, supervisor and pay. KoppelHet makes sure beforehand that SSNs and employee numbers match in both systems and also carries over one-off amounts from BambooHR's custom tables.
What the integration does
Organisations with BambooHR as their HR system and Paychex Flex for US payroll often enter new hires and pay changes twice. When the integration is switched on, it then turns out that employee numbers or SSNs do not match in both systems.
- KoppelHet compares the employees in BambooHR and Paychex Flex on SSN and employee number and delivers a list of differences.
- HR and payroll resolve the differences in the leading system.
- The customer creates an API key in BambooHR and chooses which data types go across.
- New hires, changes, terminations and rehires go from BambooHR to Paychex Flex.
What to watch for with BambooHR and Paychex Flex
- SSN and Employee ID must be correct in both systems in advance. In BambooHR employeeNumber is a free text field the organisation assigns itself, and it is not filled automatically. Before the start KoppelHet compares both files and makes a list of missing and duplicate numbers.
- The integration sends a supervisor ID along. In BambooHR supervisorId is the employee number of the manager, read-only and derived from the reporting line. That only works if the manager also has the same Employee ID in Paychex.
- Pay goes across with pay type, effective date and exemption type. BambooHR stores that as payRate, payType, payRateEffectiveDate and exempt, the FLSA status. An overtime rate in BambooHR can only be filled for Non-exempt; if HR sets that status wrongly, it reaches Paychex that way too.
- The integration works with an API key from BambooHR, and such a key has the rights of the user who creates it. A key of a user without access to SSN or pay does not pass those fields on. KoppelHet recommends a separate BambooHR user with exactly the rights for the chosen data types.
- One-off amounts such as a bonus are often in a custom table in BambooHR, and BambooHR gives no webhooks for custom tables. If such amounts must go into the same US run, KoppelHet reads the table through the changed table data endpoint.
- An employee created in Paychex Flex through the API gets the status IN_PROGRESS there and has to be completed in Flex. KoppelHet reports such a new employee to payroll, so they are not left half set up.
- Paychex returns a workerId for a new employee. KoppelHet stores that ID with the employee from BambooHR and only uses a workerId from a successful response, as Paychex prescribes.
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 anything go back from Paychex to BambooHR?
No, the integration works in one direction. Payslips or payroll results back can follow later as an extension.
Technical details for IT
For those who want to know how it works under the hood: APIs, fields and sources used.
- KoppelHet reads BambooHR through the changed table data endpoint (custom tables without webhooks) and the fields employeeNumber, ssn, payRate, payType, payRateEffectiveDate and exempt.
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in BambooHR | Field in Paychex Flex | Notes |
|---|---|---|
employeeNumber | Employee ID | Key; must be equal in both systems |
ssn | SSN | |
firstName, lastName, dateOfBirth, gender | Demografische gegevens | |
address1, city, state, zipcode, homeEmail, workEmail | Adres en e-mail | |
jobTitle, supervisorId, employmentStatus | Functie, supervisor ID, status | |
payRate, payType, payRateEffectiveDate, exempt | Loon, paytype, ingangsdatum, exemption type |
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