Payroll to finance
Nmbrs to Rydoo integration: reimbursable expenses from Rydoo as a wage component in Nmbrs
With an integration between Nmbrs and Rydoo, approved expenses the employee paid personally automatically arrive in Nmbrs as a variable wage component, for the right employee and the right Nmbrs company. After the payroll run KoppelHet marks those expenses as reimbursed in Rydoo, so the employee and finance can see in Rydoo that the money is on its way.
What the integration does
Organisations that run payroll in Nmbrs and have expenses submitted in Rydoo often hand approved expenses to payroll as an export, which payroll retypes per employee. In Rydoo those expenses then stay on reported, so an employee cannot see whether the money comes with the next payslip.
- The employee claims in Rydoo and approval happens there, as today.
- KoppelHet fetches the newly exported expenses and keeps only the reimbursable ones.
- Per employee and Nmbrs company KoppelHet totals the amounts per wage component, with mileage separate.
- KoppelHet adds the amounts as a variable wage component in the current Nmbrs period, with the Rydoo references in the comment.
- After the payroll run KoppelHet marks the processed expenses as reimbursed in Rydoo.
Back: Reimbursed status per expense after the payroll run
What to watch for with Nmbrs and Rydoo
- Rydoo marks per expense whether it is reimbursable. A company card expense does not have that flag and stays outside Nmbrs; only what the employee paid personally reaches the payslip.
- An expense that is reverted in Rydoo and approved again appears in the export a second time. KoppelHet requests only the latest version and records per Rydoo number what is already in Nmbrs, so an amount is never paid out twice.
- Rydoo only makes approved expenses available to the API automatically if finance does not set them to reported by hand. An expense reported by hand outside the approval flow does not show up in Nmbrs. KoppelHet agrees that routine with finance before the integration goes live.
- A branch in Rydoo stands for a legal entity, and so does a Nmbrs company. KoppelHet records per branch which Nmbrs company it belongs to, so an expense from an employee of one entity does not end up in the run of another.
- Mileage comes from Rydoo with distance and rate per trip. KoppelHet puts it on its own wage component in Nmbrs, so payroll can assess the tax limit for the mileage allowance separately from other expenses.
- Rydoo has a reimbursed status, but only accepts it for expenses flagged as reimbursable. KoppelHet only sets that status after an approved payroll run in Nmbrs and reports it when Rydoo refuses an expense.
- Nmbrs has no notion of Rydoo users; the only key is the employee number stored as reference on the Rydoo user. KoppelHet holds an expense from someone without that reference and reports it to payroll.
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
Do we need a particular Rydoo plan?
According to Rydoo the API is meant for Enterprise customers. Check this before we start.
Can employees also go from Nmbrs to Rydoo?
That can be added later as an extension. The Rydoo API can create and update users; the first version assumes users already exist in Rydoo.
Technical details for IT
For those who want to know how it works under the hood: APIs, fields and sources used.
- Rydoo through the REST API (api.rydoo.com, token through accounts.rydoo.com/connect/token, cacheable for up to 5 minutes) - GET /v3/expenses/exported with exportedAtStartDate, exportedAtEndDate, branchId and onlyLatestVersions=true, paging with limit and startingAfter; fields include refId, amount, isReimbursable, user.refId, branch.refId, category.accountingCode and mileage. PUT /v2/expenses/reimburse sets the Reimbursed status (error code 5079 if the expense is not reimbursable). Limit 500 calls per minute; above that status 429.
- Nmbrs through the SOAP EmployeeService - WageComponentVar_Insert_Batch with EmployeeId, Code, Value and Comment per line, in the current period and with UnprotectedMode false. The SOAP API stops on 1 March 2027; after that through the REST API.
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in Nmbrs | Field in Rydoo | Notes |
|---|---|---|
user.refId | EmployeeNumber in Nmbrs | The employee number must be stored as reference in Rydoo |
branch.refId | CompanyId in Nmbrs | Fixed mapping per branch |
category.accountingCode | Code van de looncomponent | Lookup table per Nmbrs company |
amount (alleen isReimbursable) | Value | |
mileage.distance en mileage.mileageRates | Aparte looncomponent voor kilometers | |
refId (XPD-nummer) | Comment |
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