HR to ERP
BuddeeHR to Exact Online integration: cost centres, cost units and employees from Buddee consistent in Exact
With an integration between BuddeeHR and Exact Online, the cost centres and cost units HR uses in Buddee also exist in the right Exact division, and finance gets a worklist for new and departed employees. The Exact number goes back to Buddee, so every employee in Buddee is linked to exactly one Exact employee.
What the integration does
Organisations that run HR and payroll in Buddee and bookkeeping in Exact Online have finance enter a new cost centre or employee from Buddee in Exact by hand. If that is forgotten, the payroll run journal entry does not fit.
- HR records an employee or position period in Buddee with cost centre and possibly cost unit.
- KoppelHet determines the Exact division for the Buddee company and checks whether cost centre and cost unit exist there.
- KoppelHet creates missing cost centres and cost units in Exact, with code and description from the lookup table.
- A new or departed employee goes on finance's worklist; after entry in Exact KoppelHet puts the Exact number in Buddee.
Back: The Exact employee number goes back to the field for the Exact number in Buddee.
What to watch for with BuddeeHR and Exact Online
- The employee record in Buddee has a separate field for the Exact employee number. After entry in Exact KoppelHet puts the number from Exact in that field, so every employee in Buddee is linked to exactly one Exact employee.
- In Buddee a position period may only have a cost unit if it also has a cost centre. Exact has cost centres and cost units as two separate lists per division. KoppelHet checks both and creates a missing code in the list where it belongs.
- The public Buddee API only gives the ID of cost centre and cost unit per position period, without code or name. A lookup table at KoppelHet links every Buddee ID to an Exact code and description; a new ID without a row becomes an alert to finance.
- The code of a cost centre can only be changed in Exact with the recode function. KoppelHet therefore never changes codes, only descriptions. A cost unit no longer used in Buddee gets an end date in Exact instead of disappearing.
- Exact Online only allows employees to be read through the REST API. A new employee from Buddee therefore goes on a worklist with all the data finance needs, and KoppelHet then checks that Exact matches Buddee.
- One Buddee environment can contain several companies, and every Exact division has its own cost centres and its own API limits. KoppelHet works per company in the matching division, so a cost centre of one company does not end up in the books of the other.
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
Why a worklist for employees?
Exact Online offers no write action for employees in the REST API. Finance enters them from the worklist, and KoppelHet then checks and puts the number back in Buddee.
Is salary data included?
No. This integration does not read salary data.
Technical details for IT
For those who want to know how it works under the hood: APIs, fields and sources used.
- Buddee through the REST API on api.buddee.nl with a dedicated Buddee user (JWT through /auth/token with refresh token). employees (number, company_id, work_email, exact_employee_number, archived_at), positions (cost_center_id, cost_unit_id with required_with, start_date, end_date) and employments (start_date, end_date), up to 200 per page. PUT /employees/{id} to fill exact_employee_number.
- Exact Online through the REST API with OAuth, per division. hrm/Costcenters and hrm/Costunits support GET, POST, PUT and DELETE (Code and Description required; Costunits with EndDate). payroll/Employees GET only. API limits per minute and per day per division.
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in BuddeeHR | Field in Exact Online | Notes |
|---|---|---|
company_id | Exact-administratie (division) | Fixed table per Buddee company |
positions.cost_center_id | hrm/Costcenters (Code, Description) | Code and name from the lookup table |
positions.cost_unit_id | hrm/Costunits (Code, Description) | |
number en full_name | Werklijst: medewerkercode en naam | |
work_email | Werklijst: e-mail (BusinessEmail) | |
employments.start_date en end_date | Werklijst: datum in en uit dienst | |
payroll/Employees.Code | exact_employee_number (Buddee) | Back to Buddee |
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