Leave, absence and time
Deputy to Nmbrs integration: approved hours as variable hours in the right period
With an integration between Deputy and Nmbrs, the hours from timesheets approved for pay in Deputy go to Nmbrs automatically as variable hours, per hour code, per company and in the right payroll period. New employees from Nmbrs reach Deputy, and timesheets are only marked as paid once Nmbrs has taken in the hours.
What the integration does
Employers that schedule in Deputy and run payroll in Nmbrs, often through a payroll bureau, send an export or summary to the bureau after every period. There the hours are retyped per employee and hour code, and with several companies the bureau has to work out which company each person belongs to.
- The payroll bureau or HR creates a new employee in Nmbrs.
- KoppelHet places the employee in Deputy at the location that belongs to the Nmbrs company and department.
- Managers approve the time and then the pay of the timesheets.
- KoppelHet records the hours per hour code as variable hours in the period of the right Nmbrs company.
- Once Nmbrs has accepted the lines, the timesheets are marked as paid in Deputy.
Back: Variable hours per hour code · Premium hours from Deputy's pay rules
What to watch for with Deputy and Nmbrs
- Hour codes exist per company in Nmbrs, and two companies can use the same code for something else. Deputy has one export code per pay rule for the whole environment. KoppelHet translates per Nmbrs company, so overtime from a second entity does not land on the wrong hour code.
- Nmbrs accepts variable hours per period and year. A period before the company's current period requires unprotected mode in the SOAP API, otherwise a TWK error follows. KoppelHet books Deputy shifts approved late for a closed period in the current period, unless the payroll bureau wants retroactive processing.
- In Deputy a paid timesheet is locked, and marking as paid works per Deputy pay period. KoppelHet only sets the status once Nmbrs has taken in the hours, and groups per Deputy period, so one deviating timesheet does not hold back the rest.
- Nmbrs knows an employee per company; if someone works for two entities, those are two employees. Deputy attaches the payroll ID to the agreement at a location. KoppelHet uses the Nmbrs number of the matching company per agreement, so the hours are with the right employer.
- Nmbrs can take a cost centre per hours line. Deputy records per shift which area someone worked in. KoppelHet passes that area as cost centre, so labour costs per department are right without the bureau splitting them.
- If Deputy opens a location for a new entity, the integration can only book hours there once that entity has also been released for the integration in Nmbrs. Until then the approved timesheets of that location wait, with an alert in the platform.
- A balance in Deputy is overwritten with what the integration sends. Nmbrs returns the leave balance per leave type, Type1 to Type4. KoppelHet sends the full Nmbrs balance per type, so the planner in Deputy sees the same number as the payslip.
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 this work if a payroll bureau manages Nmbrs?
Yes. The bureau gives the integration access to your companies and maintains the hour codes. It sees the hours appear as variable hours in the period.
Do scheduled shifts also go to Nmbrs?
No. Only timesheets approved for pay. The roster stays in Deputy.
Technical details for IT
For those who want to know how it works under the hood: APIs, fields and sources used.
- Deputy through the resources Timesheet and TimesheetPayReturn (only for timesheets approved for pay), webhooks with SHA-256 HMAC in X-Deputy-Secret, payroll/mark/{periodid}/paid with TimesheetIdArray, management/v2/employees and LeaveAccrual.
- Nmbrs through the REST API with OAuth 2.0 and a subscription key, per company (hour codes through /api/companies/{companyId}/hourcodes). In the SOAP EmployeeService the write action is HourComponentVar_Insert (EmployeeId, HourCode, Hours, CostCenterId, Period, Year, UnprotectedMode) and the balance is LeaveBalance_GetPerType. The SOAP API stops on 1 March 2027.
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in Deputy | Field in Nmbrs | Notes |
|---|---|---|
workplaces[].agreement.payrollId | EmployeeId in Nmbrs | Per agreement, so per company |
PayRule.PayrollCategory (exportcode) | HourCode | Hour code of the Nmbrs company |
TimesheetPayReturn.Value | Hours | |
Area of locatie van de timesheet | CostCenterId | Through a translation table |
Datum van de timesheet | Period en Year van het bedrijf | |
Nmbrs bedrijf en afdeling (terug) | primaryLocation | Through a translation table |
LeaveBalance per Type1 tot Type4 (terug) | LeaveAccrual |
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