Payroll integration
BambooHR to Visma YouServe integration: the Dutch entity automatically to the payroll service
With an integration between BambooHR and Visma YouServe, new employees of the Dutch entity, changes in job, hours and salary, and terminations in BambooHR go to Visma's payroll service automatically, with the effective date from the BambooHR tables. Headquarters keeps working in BambooHR, and the YouServe payroll specialists no longer need to chase anything.
What the integration does
Employers that use BambooHR worldwide and have Visma YouServe process Dutch payroll export the changes every month and put them in a form for YouServe. A pay rise entered with a future date is often forgotten along the way.
- HR or headquarters adds a row in BambooHR, for example a new salary from next month.
- KoppelHet fetches the changed rows and checks whether the employee belongs to the Dutch entity.
- The change goes to YouServe with the effective date of that row, even if it lies in the future.
- Dutch data from a custom table in BambooHR goes along in the scheduled round before the submission date.
- Anything YouServe rejects shows with the reason in the KoppelHet platform.
What to watch for with BambooHR and Visma YouServe
- BambooHR stores job, salary and employment status as tables with a date per row, and a row can lie in the future. YouServe requires an effective date on every change. KoppelHet passes the row's date along, so a pay rise from next month only takes effect then.
- Direct notifications from BambooHR do not work for custom tables. If collective agreement, payroll tax credit or pension scheme for YouServe sit in such a table, KoppelHet fetches them in a scheduled round we set before the payroll service's submission date.
- A new employee only enters YouServe with a collective agreement. Headquarters does not know the concept. KoppelHet takes the agreement from the custom Dutch table in BambooHR, or derives it from the division if the entity has only one agreement.
- In BambooHR a salary is stored per hour, month or year, often in the headquarters' currency. YouServe calculates in euros per month or on a collective agreement scale. Per customer we agree whether the integration passes an amount or only scale and hours.
- The integration looks into BambooHR with the permissions of one user. We have a user created that only sees the Dutch division, so data of American colleagues never reaches YouServe.
- BambooHR has no standard field for the IBAN. We record it in a custom field; on a change YouServe receives the date of the change as effective date, because YouServe requires one for a bank account too.
- BambooHR reports an employee as changed on every update to the record, including outside payroll data. KoppelHet only sends what counts for YouServe, so the payroll service never sees empty changes.
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 headquarters need to work differently in BambooHR?
Hardly. Only the Dutch data, such as the collective agreement, goes into a custom table maintained by Dutch HR.
What if a change arrives after the submission date?
It goes to YouServe with the correct effective date, and the payroll service processes it retroactively in the next period.
Does this work if we have several Dutch entities?
Yes. The division or location in BambooHR decides which employer in YouServe the employee belongs to.
Technical details for IT
For those who want to know how it works under the hood: APIs, fields and sources used.
- BambooHR is read through the REST API, with webhooks on changed fields and the changed table data endpoint (jobInfo, compensation, employmentStatus) by timestamp. Webhooks do not work for custom tables. Salary from payRate and paidPer; BSN from nationalId. The API key belongs to a user and gets that user's permissions.
- YouServe is written through the API for HR Core and Payroll (api.youserve.nl/hrp/v1.0). POST employees creates the hire, with collectiveLaborAgreement as the only mandatory contract field. PATCH on contract and bank account requires a start date and ignores fields not sent.
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in BambooHR | Field in Visma YouServe | Notes |
|---|---|---|
employeeNumber | Personeelsnummer of extern nummer | |
firstName, lastName | Voornaam, voorvoegsel, achternaam | |
nationalId | BSN | |
hireDate | Datum in dienst | |
division of location | Werkgever en cao | Also decides whether someone belongs to the Dutch entity |
jobInfo: jobTitle, department, date | Functie en organisatie-eenheid met ingangsdatum | Through a lookup table |
compensation: payRate, paidPer, date | Salaris met ingangsdatum | Converted to monthly, or only the scale |
IBAN (eigen veld) | Bankrekening | |
employmentStatus en terminationDate | Datum uit dienst |
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