HR to ERP
HiBob to Exact Online integration: the Dutch employer from Bob next to the Exact division
With an integration between HiBob and Exact Online, finance sees every day which employees of the Dutch employer in Bob are missing, have left or differ in the Exact division. Exact Online only lets an integration read employees, so KoppelHet delivers a worklist with the data from Bob and checks after each change that Exact is right again, including for leavers that Bob does not return by default.
What the integration does
Organisations that use HiBob for every country and keep the books of their Dutch entity in Exact Online usually maintain the employees in Exact by hand. A new colleague only appears once finance notices the onboarding email, and leavers stay active because nobody compares Bob with Exact.
- HR records a new employee, a change or a departure at the Dutch employer in Bob.
- Bob reports the change. KoppelHet fetches that employee's current data.
- KoppelHet compares the employee with Exact and puts what is missing or different on the worklist.
- The administrator updates Exact. At the next comparison the line disappears.
- Every day KoppelHet also checks the leavers from Bob, so nobody stays active in Exact.
What to watch for with HiBob and Exact Online
- In Bob an employer is a legal entity, and each employee belongs to one employer. KoppelHet only takes employees of the Dutch employer to the Exact division; colleagues at foreign employers stay outside the integration.
- Bob returns only active employees in a search by default. A leaver therefore silently drops off the list while staying active in Exact. KoppelHet asks for leavers separately, with the permissions the service user needs for that.
- If the service user in Bob lacks the right to a field, Bob leaves that field out without an error. Exact does the same with personal fields for a user without the right role. KoppelHet checks per run that the expected fields are present, and stops rather than putting an empty value on the worklist as a change.
- In an international Bob environment the manager often sits at another employer. Exact only accepts an Exact user in the same division as manager. A manager abroad goes on the worklist as a note, so finance picks an approver in the Netherlands.
- A notification from Bob only contains the employee and which fields changed, not the new values. Each notification therefore costs an extra request to Bob. KoppelHet collects the notifications and processes them in batches, so the requests to Exact also stay within the limits per division.
- A change in Bob's work history can have an effective date in the future. KoppelHet puts such a transfer on the worklist with that date and only checks after that date whether the department in Exact has been updated.
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
Why does KoppelHet not put the employee in Exact automatically?
Exact Online documents employees, employments and departments in the REST API as read-only. The worklist therefore contains everything the administrator needs, and KoppelHet checks the result.
Which permissions does the service user in Bob need?
Read access to the work fields, work history and lifecycle, including for employees who have left. Salary and personal data are not needed.
Can the other countries be added later?
Only if they also have an Exact Online division. That can be added later as an extension; we start with the Dutch employer.
Technical details for IT
For those who want to know how it works under the hood: APIs, fields and sources used.
- HiBob through the Employee data API. POST /people/search with fields and showInactive (false by default), without pagination; KoppelHet first requests only root.id and then fields in batches. Missing permissions lead to omitted fields without an error. Work history through the Employee Tables API with effectiveDate. Webhooks v2 with employeeId and changed fields in the payload, retried for up to three days on failure. Employers are read-only through the Employer API.
- Exact Online through the REST API with OAuth, per division. payroll/Employees, payroll/EmploymentOrganizations and hrm/Departments are read-only. Manager on Employees refers to a user in the same division who is not a subordinate. Fields such as address and social security number only come back with extra roles.
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in HiBob | Field in Exact Online | Notes |
|---|---|---|
/employee/employerId | Division | Only the Dutch employer is included |
root.id | Employees.Code (vergelijking) | |
root.firstName en root.surname | Employees.FirstName en LastName (vergelijking) | |
work.department | Departments.Code (vergelijking) | Through a table |
work.title | JobTitles (vergelijking) | |
work.reportsTo | Employees.Manager | Only if the manager is an Exact user in the same division |
work.startDate en einddatum uit lifecycle | Employees.StartDate en EndDate (vergelijking) |
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