Payroll integration
HiBob to Visma YouServe integration: Bob changes with the right effective date at the payroll service
With an integration between HiBob and Visma YouServe, new Dutch employees, changes in job, hours and salary, and departures in Bob go to Visma's payroll service automatically, each with the effective date HR recorded in Bob. HR no longer sends a monthly list of changes, and the YouServe payroll specialists work with the same data as Bob.
What the integration does
Employers that manage all employees in HiBob and have Visma YouServe process Dutch salaries often put the changes from Bob in a monthly spreadsheet for the payroll service. A pay rise entered retroactively in Bob then only reaches YouServe a month later.
- HR adds a row to the history of a Dutch employee in Bob, for example a new salary from the first of the month.
- Bob reports which row was added; KoppelHet fetches exactly that row.
- KoppelHet sends the change to YouServe, with the effective date from Bob and only the data that changed.
- A new employee arrives in YouServe with the collective agreement that belongs to the Dutch entity.
- Before the submission date KoppelHet compares the Dutch employees in Bob with YouServe and shows differences in the KoppelHet platform.
What to watch for with HiBob and Visma YouServe
- For a change in work, employment or salary, Bob reports the effective date of the new row. YouServe requires an effective date on every change and leaves data that is not sent untouched. The two fit together, so KoppelHet sends one row and the rest of the record in YouServe stays as it is.
- YouServe can only create a new employee with a collective agreement attached. Bob has no Dutch collective agreements. KoppelHet derives the agreement from the Dutch entity or department in Bob, through a table we agree with the payroll service at the start.
- If HR deletes a salary row in Bob that was entered by mistake, Bob sends no notification. The comparison before the submission date catches it, so YouServe does not keep calculating with a salary that no longer exists in Bob.
- A bank account has no effective date in Bob, while YouServe does require one on a change. KoppelHet uses the date of the notification from Bob, so the new account number applies from the next salary payment.
- Bob stores a salary as an amount per year, month or hour, sometimes in another currency. YouServe calculates in euros per month or on a collective agreement scale. Per customer we agree whether the integration passes a converted monthly amount or only scale and hours, and an amount in a foreign currency never passes through unnoticed.
- If the payroll service sees an empty field in YouServe, the cause is usually the integration's permissions in Bob. They are set per field, and earlier salary rows need a separate history permission. At the start we grant those permissions for Dutch employees only.
- Bob has no standard field for the BSN. For YouServe we record it in a custom field only Dutch HR can see, or the payroll service fills it in YouServe itself.
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 the salary of our British and German colleagues also go to YouServe?
No. In Bob the integration only sees employees of the Dutch entity. Other countries stay out of view.
What if someone in Bob moves to the Netherlands?
For YouServe that is a new employee from the transfer date. KoppelHet reports such a move separately, so the payroll service can request the payroll tax details.
Does Visma need to do anything for this?
Yes. Visma grants access to the API for your YouServe environment. We make that request together at the start, with the table for collective agreement and employer.
Technical details for IT
For those who want to know how it works under the hood: APIs, fields and sources used.
- HiBob is read through employee data webhooks (table.entry.created and table.entry.updated with tableId and effectiveDate for historical tables such as work, employment, salary and lifecycle; employee.left on departure). Deleting a table entry fires no event. Salary rows through the salary history API (base.value, base.currency, payPeriod, effectiveDate); older rows need the View history permission on the salary table.
- YouServe is written through the API for HR Core and Payroll (api.youserve.nl/hrp/v1.0). A hire is a POST on employees, where only the collective agreement (collectiveLaborAgreement) is mandatory; optionally a templateGroup fills the record. Changes to contract, address, bank account and personal details are PATCH requests with a mandatory start date; fields not sent are ignored.
- This API is listed as Controlled in the YouServe developer portal. Access and scope (hrpapi.endpoints) are agreed with Visma per customer.
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in HiBob | Field in Visma YouServe | Notes |
|---|---|---|
root.id | Extern nummer of vrij veld | Key for later changes |
root.firstName en achternaam | Voornaam, voorvoegsel, achternaam | |
BSN (eigen veld, alleen Nederland) | BSN | |
work.startDate | Datum in dienst | |
Entiteit (work) | Werkgever en cao | Through a lookup table per Dutch entity |
work.department | Organisatie-eenheid | Through a lookup table |
Uren per week (employment-tabel) | Uren per week | |
Salary-tabel: base.value, base.currency, payPeriod, effectiveDate | Salaris met ingangsdatum | Annual or hourly amount converted to monthly, or only the scale if YouServe calculates on a collective agreement scale |
Bankrekening (bank-tabel) | Bankrekening | |
Vertrekdatum (lifecycle) | Datum uit dienst |
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