Payroll integration
Officient to DATEV integration: German employees from Officient to the tax adviser using DATEV
With an integration between Officient and DATEV, the German employees from Officient, with contract, wage, weekly schedule and termination, go to the tax adviser who runs payroll in DATEV. KoppelHet selects the German contracts, converts the data to DATEV terms and delivers it as a file or through DATEV's import service.
What the integration does
Organisations that use Officient for their Belgian or Dutch employees and also have a few colleagues in Germany usually have the German payroll done by a tax adviser in DATEV. HR then emails new employees and wage changes in a spreadsheet every month, and the tax adviser retypes everything.
- With the tax adviser we agree whether delivery goes as an ASCII file or through the Lohnimportdatenservice, and which Lohnarten apply.
- In Officient we record how a German contract is recognisable and which custom fields hold the German data.
- KoppelHet reads people, wages and schedules every hour and keeps track of what has changed since the previous delivery.
- Before the cut-off HR gets an overview of what goes to DATEV and what is still missing.
- After approval KoppelHet delivers the master and change data; the tax adviser takes them over in DATEV.
What to watch for with Officient and DATEV
- A person in Officient has no legal entity field, but every wage has a registration_country_code. KoppelHet selects the wages with Germany as country, so only German contracts go to the tax adviser and Belgian and Dutch salaries stay out of view.
- Officient has six wage types, including freelancer per hour, per day or per month and unpaid intern. Only employee_paid_monthly and employee_paid_hourly become a Festbezug or Stundenlohn in DATEV. KoppelHet does not deliver freelancers and unpaid interns, because they do not belong in German payroll.
- Officient is built for Belgian payroll; the national number has a Belgian format, and German data such as Steuer-ID, tax class and health insurer have no field of their own. KoppelHet reads them from custom fields in Officient if they exist; otherwise the tax adviser fills them in DATEV at the first registration.
- For a wage Officient shows an estimated monthly cost with Belgian components, such as social contributions, end-of-year bonus and hospitalisation insurance. These do not go to DATEV. DATEV calculates the German contributions and costs itself; KoppelHet only delivers the gross wage with effective date.
- Officient records working time in minutes per day, possibly with a schedule of several weeks. KoppelHet converts that to hours per week for DATEV; a varying multi-week schedule is put as a note on the overview for the tax adviser.
- A new wage in Officient triggers no webhook. KoppelHet therefore reads the wage history every hour, within the limit of thirty calls per five seconds, so an increase with an effective date lands in the right DATEV month.
- DATEV only offers the Lohnimportdatenservice for selected systems, and the company or tax adviser switches it on in DATEV Arbeitsplatz. If that route is not available, KoppelHet delivers a file that the tax adviser reads into DATEV.
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 KoppelHet calculate German wages?
No. KoppelHet delivers the data; the tax adviser does the calculation and filings in DATEV.
Do payslips come back into Officient?
Not by default. Bringing payslips back from DATEV can follow later as an extension.
Technical details for IT
For those who want to know how it works under the hood: APIs, fields and sources used.
- Officient through api.officient.io/1.0 with OAuth 2.0: people/{id}/detail (scope personal.info:read; first_name, last_name, birthdate, bank_account_iban, bank_account_bic, national_number, employment, custom_fields), wages/{id}/current and wage history (scope wages:read; type, rate, start_date, registration_country_code, weekly_time_engagement_minutes, multiple_week_schedule, termination_reason, estimated_monthly_cost). Webhooks person_added and person_updated, not for wages. Limit 30 calls per 5 seconds.
- To DATEV through the Lohnimportdatenservice (master and change data through the DATEV data centre, enabled in DATEV Arbeitsplatz, only for selected third-party systems) or an ASCII file the tax adviser reads in.
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in Officient | Field in DATEV | Notes |
|---|---|---|
id (person) | Personalnummer | |
first_name, last_name, birthdate | Vorname, Name, Geburtsdatum | |
bank_account_iban, bank_account_bic | Bankverbindung | |
employment.first_employment_date | Eintrittsdatum | |
Wage type employee_paid_monthly (rate, start_date) | Festbezug (Lohnart van het kantoor) | |
Wage type employee_paid_hourly (rate, start_date) | Stundenlohn | |
weekly_time_engagement_minutes | Wöchentliche Arbeitszeit | |
custom_fields (Duitse gegevens) | Steuer-ID, Steuerklasse, Krankenkasse | |
employment.last_employment_date | Austrittsdatum |
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