HR to ERP
Factorial to Exact Online integration: cost centres per legal entity and a worklist for employees
With an integration between Factorial and Exact Online, the cost centres of the Dutch legal entity in Factorial land automatically in the matching Exact division, including an end date when a cost centre is deactivated in Factorial. KoppelHet puts new employees and leavers on a worklist for the administrator, because Exact Online only lets an integration read employees.
What the integration does
Organisations that do HR in Factorial and keep the books of their Dutch entity in Exact Online now maintain cost centres in both systems. A new cost centre in Factorial is then missing in Exact when the first hours or costs are booked.
- At the start we link the Dutch legal entity in Factorial to an Exact division.
- A new or changed cost centre in Factorial goes to Exact straight away; a deactivated one gets an end date there.
- New employees, leavers and moves between entities go on the worklist, with cost centre and dates.
- After the change in Exact the line disappears at the next comparison.
What to watch for with Factorial and Exact Online
- In Factorial a cost centre belongs to a legal entity, with a name, an optional code and a status. Exact wants a code and a description per division. KoppelHet only takes over cost centres of the Dutch legal entity, and reports a cost centre without a code instead of inventing one.
- Factorial has webhooks for creating, editing and deleting a cost centre. A new cost centre is therefore in Exact within minutes, before anything is booked on it.
- A deactivated cost centre gets a deactivation date in Factorial. Exact has an end date on a cost centre from which it becomes inactive. KoppelHet carries that date over, so old bookings remain and no new ones are added.
- Factorial has two dates on departure - the end of the contract and the date access to Factorial stops. For Exact the end of the contract counts. A reversed termination has its own webhook in Factorial, and KoppelHet then removes the leaver from the worklist.
- An employee can move to another legal entity in Factorial with an effective date. Until that date they belong to the old entity. KoppelHet puts the transition on the worklist on that date, with a departure in one Exact division and a start in the other if both are in Exact.
- Factorial can divide an employee over several cost centres, with percentages and start and end dates. An Exact department has only one cost centre. For a divided employee KoppelHet puts the split on the worklist, so finance chooses which department in Exact fits.
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 KoppelHet delete cost centres in Exact?
No. A cost centre that disappears in Factorial gets an end date in Exact. Past bookings thus stay correct.
Why does KoppelHet not create the employee in Exact itself?
Exact Online's REST API only lets employees be read. Hence the worklist.
Technical details for IT
For those who want to know how it works under the hood: APIs, fields and sources used.
- Factorial API (version 2026-10-01 in the path) with OAuth 2.0 - GET /resources/finance/cost_centers (legal_entity_ids[], include_actives_on_date; fields id, name, code, legal_entity_id, status, deactivation_date), GET /resources/finance/cost_center_memberships (employee_id, cost_center_id, start_date, end_date, percentage), employees with legal_entity_id, company_identifier, manager_id, terminated_on, and employee updates terminations with contract_end_date. Webhooks for Finance CostCenter creates, edits and deletes, and Employee creates, updates, terminates and unterminates. Moves between entities through legal_entity_changes with an effective date.
- Exact Online through the REST API with OAuth, per division. hrm/Costcenters can be written (GET, POST, PUT, DELETE; Code and Description required, EndDate for inactive). payroll/Employees and hrm/Departments are read-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 Factorial | Field in Exact Online | Notes |
|---|---|---|
legal_entity_id | Division | Only the Dutch legal entity, through a table |
cost_center.code | Costcenters.Code | |
cost_center.name | Costcenters.Description | |
cost_center.deactivation_date | Costcenters.EndDate | |
company_identifier | Employees.Code (vergelijking) | |
manager_id | Employees.Manager (vergelijking) | Looked up as an Exact user in the same division |
contract_end_date | Employees.EndDate (vergelijking) |
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