Payroll integration
Officient to AFAS integration: Dutch employees from Exact Officient in AFAS Profit Payroll
With an integration between Officient and AFAS Profit, employees who belong to Dutch payroll in Exact Officient reach AFAS, with a name in the Dutch structure, weekly schedule, wage and IBAN. Belgian colleagues stay with their payroll provider; only the Dutch employees go to AFAS.
What the integration does
Organisations with a Belgian head office that use Exact Officient for HR and run payroll for their Dutch entity in AFAS Profit now manage the Dutch employees twice. Officient feeds the Belgian payroll itself; for AFAS someone retypes everything.
- HR records the Dutch employee in Officient and links them to Dutch payroll.
- Officient reports the new person; KoppelHet fetches personal data, wage and weekly schedule.
- AFAS receives the employee through the onboarding process; HR completes payroll tax, collective agreement and pension.
- Every hour KoppelHet compares the wage history and weekly schedule in Officient with AFAS and passes new entries on with their start date.
- An end of employment with a reason in Officient becomes an end date with a reason for end of employment in AFAS.
What to watch for with Officient and AFAS Profit
- Officient has a name structure with initials, name prefix and partner's name, and according to its own documentation the initials exist only for Dutch integrations. KoppelHet puts those parts separately in AFAS, so name usage and salutation on the payslip are right.
- Every person in Officient is linked to one payroll provider, such as a Belgian payroll bureau. KoppelHet only includes people linked to Dutch payroll, so nobody is paid in two countries.
- The weekly schedule in Officient is in minutes per weekday, optionally in a multi-week pattern. KoppelHet converts that to hours and working days in the AFAS schedule; a multi-week pattern is reported to HR by KoppelHet instead of being averaged.
- Wages in Officient have a type, such as monthly or hourly for employees, or freelancer and intern. Only the employee types go to AFAS; freelancers and unpaid interns stay out of payroll.
- Officient has twelve reasons for end of employment, such as notice by employee, end of contract or mutual agreement. At the start we translate them to the reason for end of employment in AFAS.
- Officient's webhooks report person changes and days off, but not a new wage. KoppelHet therefore reads the wage history every hour and stays within the limit of thirty calls per five seconds.
- For a wage Officient also shows an estimated monthly cost with Belgian parts, such as social contributions and meal vouchers. That estimate does not go to AFAS; AFAS calculates the Dutch wage costs 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 Belgian payroll stay as it is?
Yes. The link with the payroll provider in Officient does not change. KoppelHet only reads the Dutch employees.
Technical details for IT
For those who want to know how it works under the hood: APIs, fields and sources used.
- Officient through the REST API (api.officient.io/1.0) with an OAuth 2.0 bearer token - people/list, people/{id}/detail, wages (current and history), weekly_schedule/current. Webhooks person_added, person_updated, person_deleted and person_reactivated, with only the id in the notification. At most 30 calls per 5 seconds.
- AFAS through the HrOnboarding and KnEmployee UpdateConnectors (AfasContract, AfasTimeTable, AfasSalary, AfasBankInfo), under a dedicated app connector.
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in Officient | Field in AFAS Profit | Notes |
|---|---|---|
id (person) | Vrij veld bij de medewerker | Key |
linked_payroll_provider | Filter | Only Dutch payroll |
first_name, name_parts (initials, insertion, insertion_partner, last_name_partner) | KnPerson (voorletters, voorvoegsel, naam partner) | |
birthdate, address | KnPerson | |
employment.first_employment_date | Datum in dienst | |
Wage (type, rate, start_date) | AfasSalary | |
weekly_time_engagement_minutes | AfasTimeTable | |
bank_account_iban | AfasBankInfo | |
Wage end_date en termination_reason | Datum uit dienst en reden einde dienstverband |
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