Payroll integration
Darwinbox to Nmbrs integration: HR changes of the Dutch entity from Darwinbox to Nmbrs
With an integration between Darwinbox and Nmbrs, new employees, salary and job changes and approved departures of the Dutch entity reach the right Nmbrs company from Darwinbox by themselves. The payroll bureau or in-house payroll works in Nmbrs with the data and effective dates from Darwinbox, and the payslip can go back to Darwinbox.
What the integration does
Anyone with HR for the whole group in Darwinbox and the Dutch entity paid in Nmbrs, often by a payroll bureau, sends a list of changes every month. The bureau asks back about effective dates and currencies, and Dutch employees get their payslip from a different portal than colleagues elsewhere.
- HR records the change in Darwinbox.
- KoppelHet fetches the changed employees and checks which Dutch group company they belong to.
- The employee reaches the Nmbrs company of that group company, with employment, job and salary from the effective date.
- Before the cut-off KoppelHet checks that all changes are processed and reports what could not go through.
- After the run KoppelHet can put the payslip from Nmbrs into Darwinbox.
What to watch for with Darwinbox and Nmbrs
- With several Dutch entities each group company in Darwinbox is its own company in Nmbrs. KoppelHet records those pairs and filters compensation per group company, so a rise in one entity does not end up in the wrong Nmbrs company.
- Darwinbox can return a compensation component as an annual and as a period amount, with its own currency. Nmbrs works with a salary per period in euro. KoppelHet takes the amount that fits the Nmbrs period and holds back a component in a foreign currency with an alert.
- A salary in Nmbrs applies from a period, while Darwinbox has an effective date per day. If that date falls mid-month, KoppelHet puts the rise in the period in which the date falls and tells payroll there is a broken month.
- Darwinbox only returns departure details for the list of employees you ask about. KoppelHet therefore requests the departure data for every Dutch employee and only sets an approved end date in Nmbrs.
- Nmbrs payslips can go to Darwinbox as a PDF, which accepts a payslip per pay cycle with gross, deductions and net, also for an extra off-cycle run. That way Dutch payslips are in the same place as those of colleagues in other countries.
- The payroll bureau gives the integration access in Nmbrs to your group's companies only. The bureau's other clients stay out of view, and Dutch payroll concepts such as payroll tax credit and pension stay with the bureau.
- We build new Nmbrs integrations on the REST API, because Nmbrs stops the SOAP API on 1 March 2027. A switch later in the year is then not needed.
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
We have two Dutch entities. Does that work?
Yes. Per group company in Darwinbox we record which Nmbrs company the employees go to.
Does the payroll bureau need to arrange anything?
An integration in Nmbrs with access to your companies only. Collective agreement, payroll tax credit and pension stay with the bureau.
Does the payslip have to go back to Darwinbox?
No, that is a choice. By default this integration runs from Darwinbox to Nmbrs; the payslip back can be added 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.
- Darwinbox through masterapi/employee with last_modified, orgmasterapi/groupcompanylist, separationDetails (employee_ids required, separation_status Approved) and componentctcbreakup (annual_value, value, currency, effective_date, filter group_company). Payslips back through Payrollapi/AddComponentPayslip with type_of_document empty or off cycle payslip.
- Nmbrs through the REST API with OAuth 2.0 at employer level. The SOAP API stops on 1 March 2027.
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in Darwinbox | Field in Nmbrs | Notes |
|---|---|---|
employee_id | Personeelsnummer | |
first_name, middle_name, last_name | Voornaam, tussenvoegsel en achternaam | |
date_of_birth | Geboortedatum | |
group_company_name | Nmbrs-bedrijf | Lookup table, one Nmbrs company per Dutch entity |
date_of_joining | Datum in dienst | |
designation_name | Functie | Through a lookup table |
ctc_break_up: basiscomponent | Salaris met ingangsperiode | Monthly amount from value or annual_value |
Contract Termination Date (Approved) | Datum uit dienst |
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