Payroll integration
HiBob to DATEV integration: German employees from Bob to Lohn und Gehalt
With an integration between HiBob and DATEV, hires, salary changes, one-off payments and departures of German employees go from Bob to the tax adviser's DATEV Lohn und Gehalt, each on its own effective date. KoppelHet delivers through the Lohnimportdatenservice or as an ASCII file.
What the integration does
Organisations that use Bob as their HR system and have German payroll run in DATEV by a tax adviser send a monthly overview without an integration, which the office retypes.
- KoppelHet receives Bob's change notifications and fetches the changed row per German employee, with its effective date.
- KoppelHet converts the rows into master data and movement data on the tax adviser's wage types.
- The delivery goes through the DATEV data centre; the tax adviser takes it over in Lohn und Gehalt.
- Before the cut-off KoppelHet reports which German employees still have no wage type or personnel number.
What to watch for with HiBob and DATEV
- KoppelHet reads Bob's historical tables, such as salary and lifecycle. HiBob's change notification includes the key of the changed row, so a pay rise with a past effective date also lands in the right DATEV month.
- What HiBob's service user may see determines what the integration reads. For salary history, history permission is needed on top of read permission on the category. KoppelHet grants those rights only for the German population, so Dutch salaries do not reach the tax adviser.
- DATEV only opens the Lohnimportdatenservice to selected third-party systems, and the tax adviser has to switch it on in DATEV. We plan those steps on DATEV's side first, because that is where the longest wait is.
- A salary row in Bob has a payPeriod (Annual, Hourly, Daily, Weekly or Monthly) and a currency. In DATEV a fixed monthly amount is a different kind from an hourly rate. KoppelHet divides an annual salary by twelve, keeps an hourly rate hourly and reports a daily or weekly rate, or a German salary not in euros, to the tax adviser.
- Paid bonuses and commissions sit in Bob in the actual payments table, each with a payDate. That table can only be requested for a list of at most two hundred employee IDs per call, optionally between two pay dates. KoppelHet requests the German employees per DATEV month and puts each payment as a movement in the month of the payDate.
- If HR deletes a wrongly entered salary row in Bob, Bob sends no notification for it; only creating and changing produce a webhook. Before the cut-off KoppelHet compares each German employee's salary history with what it delivered to DATEV earlier, so a removed row does not silently stay in the payroll run.
- Bob only reports a leaver once the lifecycle entry takes effect. An exit date on the last day of the month would then arrive after the tax adviser's cut-off. KoppelHet therefore also reads lifecycle entries with a future date and delivers the leaver in the month it falls in.
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
Technical details for IT
For those who want to know how it works under the hood: APIs, fields and sources used.
- KoppelHet reads HiBob through employee data webhooks on the historical tables (including salary, work and lifecycle) with the row key and then fetches the row through the HiBob API (including GET /people/{id}/salaries and POST /people/actual-payments/search). Service user with category and history permissions.
- To DATEV Lohn und Gehalt through the Lohnimportdatenservice (master and movement data through the DATEV data centre, taken over by the user) or an ASCII file the tax adviser imports.
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in HiBob | Field in DATEV | Notes |
|---|---|---|
Medewerker-ID in Bob | Personalnummer | Through a fixed lookup if the tax adviser uses their own numbers |
Voornaam, achternaam | Vorname, Name | |
Startdatum | Eintrittsdatum | |
Salaris uit de salarishistorie, met ingangsdatum | Festbezug | Converted to the monthly amount |
Eenmalige betaling (actual payments: payType, payDate, amount) | Lohnart (Bewegungsdaten) | Lookup to the tax adviser's wage types, in the month of payDate |
Lifecycle-status beëindigd, met datum | Austrittsdatum |
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