Payroll integration
Hailey HR to Nmbrs integration: Dutch colleagues from Hailey in Nmbrs automatically
With an integration between Hailey HR and Nmbrs, new employees, salaries, salary types and leaving dates of the Dutch entity go from Hailey to the Nmbrs company of that entity, in the period in which they take effect. The payroll bureau gets the changes without an Excel list and keeps collective agreement, pension and payroll tax credit in Nmbrs itself.
What the integration does
Anyone using Hailey HR for the whole group and having the Dutch entity paid in Nmbrs by a payroll bureau sends the bureau an overview from Hailey every month. The bureau works out itself whether an amount is meant per year or per month.
- HR updates a Dutch employee in Hailey; Hailey reports the change to KoppelHet.
- KoppelHet reads the employee with employments and salaries and picks the Nmbrs company based on the legal entity.
- New employees arrive in Nmbrs with address, IBAN, BSN, employment and hours.
- Salary amounts go, converted, to the Nmbrs period of their date.
- Before the cut-off the bureau sees in the platform which changes could not be processed.
What to watch for with Hailey HR and Nmbrs
- Hailey has four pay periods for a salary, including every two weeks. A Nmbrs company pays monthly or every four weeks. KoppelHet converts the amount from Hailey to the period of the Nmbrs company, and an hourly amount goes as an hourly wage.
- Each salary in Hailey belongs to a salary type the organisation names itself. Nmbrs works with pay components. A lookup table between salary type and pay component decides where an amount lands; an unknown type becomes an alert to the bureau.
- Hailey distinguishes the last working day from the last day of employment. For Nmbrs the last day of employment counts as the end date; the integration does not use the last working day, so for example a period of garden leave is still paid.
- Besides regular employments Hailey also has casual employments with contracted periods. These do not automatically fit a fixed schedule in Nmbrs; KoppelHet only passes them on when it has been agreed per customer how the bureau pays them, and reports them otherwise.
- Each employee in Hailey belongs to a legal entity. That entity decides which Nmbrs company the employee goes to. The integration does see employees of Swedish or Norwegian entities, but never writes them to Nmbrs.
- Salaries in Hailey are only visible to users with the right role. The integration's token belongs to a dedicated user with that role; KoppelHet extends the token, which is valid for one year, well before it expires.
- Hailey only reports which id changed. Because a company notification can also mean a new cost centre or department, after such a notification KoppelHet compares the organisation data with what Nmbrs knows and reports to the bureau what is missing.
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
What stays with the payroll bureau?
The Dutch setup and the payroll run. The integration delivers the HR changes from Hailey and does not overwrite collective agreement, pension or payroll tax credit.
Can the payslip from Nmbrs go back to Hailey?
Hailey has an endpoint to put documents in an employee's folder. That can be added later as an extension; the first version only goes from Hailey to Nmbrs.
Technical details for IT
For those who want to know how it works under the hood: APIs, fields and sources used.
- Hailey is read through the Hailey HR API (v1) with a personal access token (bearer, valid for one year, extendable with POST /PersonalAccessToken/Extend). Endpoints GET /Employees (legalEntityId, costCenterId, iban, personalIdentityNumber, scopeHours, lastDayOfEmployment, lastWorkingDay), /Employments, /CasualEmployments, /Salaries (payPeriod, history, salaryTypeName) and /Company/SalaryTypes. Webhooks as a POST with companyId or employeeId.
- Nmbrs is written through the Nmbrs REST API with OAuth 2.0 and an employer-level login. The SOAP API stops on 1 March 2027.
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in Hailey HR | Field in Nmbrs | Notes |
|---|---|---|
employmentNumber | Personeelsnummer | |
Naam, geslacht, geboortedatum | Persoonsgegevens | |
Adres | Adres | |
iban | IBAN | |
personalIdentityNumber | BSN | Agreed at the start |
legalEntityId | Nmbrs-bedrijf | One Nmbrs company per Dutch entity |
dateOfJoining en lastDayOfEmployment | Datum in en uit dienst | |
scopeHours | Uren per week | |
Salarisbedrag met payPeriod en datum | Salaris met ingangsperiode | |
salaryTypeName | Looncomponent | Through a lookup table |
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