Payroll integration
Hailey HR to DATEV integration: German employees and salaries from Hailey HR to the tax adviser
An integration between Hailey HR and DATEV prepares new employees, salary changes and leavers of the German entity from Hailey HR for DATEV LODAS or Lohn und Gehalt every pay month. Hailey HR has no DATEV integration of its own, so KoppelHet reads the Hailey API and delivers master and movement data that the tax adviser takes over.
What the integration does
Organisations with HR in Hailey HR and a German entity whose payroll runs at a tax adviser in DATEV send an overview of starters, salaries and leavers every month without an integration. The firm retypes it, and a salary still waiting for approval in Hailey sometimes goes along already.
- HR records a starter, salary change or leaver in Hailey HR for the German entity.
- Hailey sends a webhook with the employeeId; KoppelHet fetches the employee, the employment and the salary.
- KoppelHet converts approved changes into master and movement data and keeps pending approvals aside.
- Before the cut-off KoppelHet delivers the month to DATEV; the tax adviser takes over the data.
- What could not go over, such as a missing tax ID, appears on a list for HR.
What to watch for with Hailey HR and DATEV
- A Hailey HR webhook only contains the companyId or the employeeId, not what changed. After every notification KoppelHet fetches the employee again and compares it with the previous state, so only real changes go to the tax adviser.
- A salary in Hailey has a payPeriod of Yearly, Monthly, Biweekly or Hourly. DATEV works with a fixed monthly amount or an hourly wage; KoppelHet converts an annual salary to twelve monthly amounts and flags a biweekly salary, because that does not fit a German payroll run.
- Besides the current salary, Hailey also keeps proposals that are still waiting for approval, in separate fields. KoppelHet only sends the approved amounts from the salary history, so a proposal never reaches the firm as pay.
- The salary history in Hailey also holds future amounts with their start date. KoppelHet only delivers a raise in the pay month in which it takes effect, so the tax adviser does not calculate a month early.
- An employee can have several employments in Hailey, each with its own legal entity and a priority for overlapping periods. KoppelHet only takes employments of the German entity and uses the employment with the highest priority when they overlap.
- Hailey has one general personal identity number, made for the Swedish personnummer, and no standard fields for tax ID or social security number. HR records those in custom fields in Hailey, or the tax adviser fills them in DATEV; we choose at the start, and the integration then does not overwrite the firm.
- An employment in Hailey has an end date and a separate last working day. DATEV needs the end of the employment as the exit date; KoppelHet only uses the last working day to point the tax adviser to non-worked days at the end.
- A Hailey personal access token is valid for a year and can be extended by a year through the API without the token changing. KoppelHet extends the token well before it expires, so a German payroll run never stalls on an expired key.
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 leave go to DATEV too?
Not in the first version. The Hailey API returns requested and approved time off together; filtering and delivering absence can follow later as an extension.
What does the tax adviser need to do?
Switch on the import service in DATEV Arbeitsplatz and pass on the wage types for fixed pay and hourly wage. After that the firm takes over the delivery every month.
Technical details for IT
For those who want to know how it works under the hood: APIs, fields and sources used.
- Hailey HR through the REST API (api.haileyhr.app, OpenAPI v1) with a personal access token as bearer, extended with PersonalAccessToken/Extend. GET /Employees/{employeeId} (personal, compensation.bankDetails, jobData.general.employmentNumber), GET /Employments (legalEntityId, priority, startDate, endDate, lastWorkingDay, terms.scopeHours) and GET /Salaries (payPeriod, history, pendingApproval). Webhooks with companyId or employeeId, set up under integrations in Hailey.
- To DATEV through the Lohnimportdatenservice (master and movement data via the DATEV data centre, activation in DATEV Arbeitsplatz by the tax adviser, only for selected software, € 0.05 per paid employee per month) or an ASCII file the firm loads into LODAS or Lohn und Gehalt itself.
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in Hailey HR | Field in DATEV | Notes |
|---|---|---|
employmentNumber | Personalnummer | Fixed number, agreed with the firm |
personal.general (firstName, lastName), sensitive.dateOfBirth | Vorname, Familienname, Geburtsdatum | |
contactInformation (streetAddress, postalCode, city) | Anschrift | |
compensation.bankDetails.iban en bic | Bankverbindung | |
terms.scopeHours | Wochenarbeitszeit | |
Salaris (history: date, amount; payPeriod Monthly of Hourly) | Festbezug of Stundenlohn met Lohnart | Annual salary converted to a monthly amount |
endDate en lastWorkingDay van het dienstverband | Austrittsdatum |
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