HR to ERP
HiBob to NetSuite integration: Bob employees in NetSuite, with subsidiary, department and termination reason
With an integration between HiBob and Oracle NetSuite, every new employee in Bob becomes an employee in NetSuite at the right subsidiary, with department, location and supervisor, and a departure goes to NetSuite with date and reason. KoppelHet keeps subsidiaries, departments per subsidiary and termination reasons apart along the way.
What the integration does
Organisations with HiBob for HR and NetSuite OneWorld for finance often have several subsidiaries. Employees then end up in NetSuite with the wrong subsidiary or without a department, and finance still has to fill in termination reasons by hand when NetSuite makes them mandatory.
- Bob reports a new employee or a change; KoppelHet fetches the work data and translates entity, department and site.
- KoppelHet creates the employee in NetSuite at the entity's subsidiary, or updates it.
- The supervisor from Bob becomes the supervisor in NetSuite.
- On departure the employee gets the date, category and reason, and then login access is switched off.
What to watch for with HiBob and Oracle NetSuite
- If finance wants to restrict access per subsidiary, that is possible. KoppelHet works with an integration role that only sees the subsidiaries in the lookup table.
- An employee assigned to the parent subsidiary cannot move to another subsidiary in NetSuite. If an employee moves to another entity in Bob, KoppelHet only reassigns the employee if it belongs to a child subsidiary; at the parent it becomes a new employee and the old one goes inactive.
- A department from Bob arrives as the number of a list value. In NetSuite an employee can only get a department linked to its subsidiary. KoppelHet translates the number to the department and checks that link; if it does not fit, the employee is created without a department and finance gets an alert.
- If finance uses termination reason tracking in NetSuite, category, reason, details and whether the departure is regretted are mandatory on a termination. KoppelHet translates the termination reason from Bob with a table into category and reason, so the departure does not get stuck on an empty mandatory field.
- The site from Bob can only go to the location in NetSuite if the Locations feature is enabled there. If it is off, KoppelHet leaves the location empty instead of letting the whole employee fail.
- KoppelHet does not delete a profile in NetSuite when it is deleted in Bob: a deleted profile becomes inactive in NetSuite, so that person's expenses and transactions are kept.
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 salary from Bob go to NetSuite?
No. NetSuite does not need salary for expenses and approvals.
What if someone returns who left before?
Only the administrator may reactivate a terminated employee in NetSuite. KoppelHet puts the rehire on a list for the NetSuite administrator.
Technical details for IT
For those who want to know how it works under the hood: APIs, fields and sources used.
- HiBob through employee data webhooks and the work history (effectiveDate, site, department, reportsTo); department as list ID, translated through the lists API. Lifecycle history for departures.
- NetSuite through SuiteTalk REST web services (employee record) with OAuth 2.0 and an integration role limited to the linked subsidiaries. Subsidiary on the parent cannot be changed; department must be linked to the subsidiary; with Termination Reason Tracking category, reason, details and regretted are mandatory; login switched off separately with Give Access.
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in HiBob | Field in Oracle NetSuite | Notes |
|---|---|---|
root.id of personeelsnummer | Employee ID | Auto-generated numbers in NetSuite off |
root.firstName, root.surname | Voornaam en achternaam | |
root.email | E-mail | |
Entiteit (work) | Subsidiary | Lookup table |
work.department | Department | Only if the department is linked to the subsidiary |
work.site | Location | Requires the Locations feature in NetSuite |
work.reportsTo | Supervisor | |
Lifecycle: vertrekdatum en reden | Termination date, category, reason, regretted |
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