Payroll integration
Officient to Loket integration: new employees, wages and weekly schedules from Exact Officient into Loket
With an integration between Officient and Loket, a new Dutch employee from Officient arrives in Loket as a concept employee, with the full name structure, wage and weekly schedule. A new wage, a different schedule or a departure in Officient then also goes to the employment in Loket.
What the integration does
Organisations that use Officient for staff in Belgium and the Netherlands and have Dutch payroll processed in Loket have no Loket integration in the Officient Marketplace. New Dutch colleagues and pay rises then go to payroll by email, and the name with prefix and partner name is typed in again.
- HR creates a new person in Officient with a Dutch contract and wage.
- After the webhook KoppelHet reads the person, the wage and the weekly schedule and creates a concept employee in Loket.
- Payroll completes collective agreement, payroll tax credit and pension and converts the concept.
- Every hour KoppelHet checks wage history and schedule for anything new, and puts it in Loket with the effective date.
- An end of employment in Officient ends the employment in Loket with the translated reason.
What to watch for with Officient and Loket
- Officient records the name in parts, with initials, prefix, the partner's name and the preferred name composition. Loket has its own field for each part, plus a choice of how the last name is built. KoppelHet fills them one to one, so salutation and name on the payslip are right without correction.
- 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 wage in Loket; KoppelHet does not create freelancers and unpaid interns as employees.
- The weekly schedule in Officient can be a pattern over several weeks. Loket can record a two-week pattern, with hours for even and odd weeks. KoppelHet puts a two-week schedule straight in; a schedule of three or more weeks is reported to payroll.
- Officient does not report a new wage through a webhook. KoppelHet therefore reads the wage history every hour, within the limit of thirty calls per five seconds, and only creates a wage record in Loket if the start date is later than the last record there.
- Officient has twelve reasons for the end of an employment, such as end of contract, notice by the employee and retirement. KoppelHet translates them to the reason Loket asks for under the Tax Administration rules; for dismissal after long-term illness HR sets that indicator in Loket itself.
- With a wage Officient shows an estimated monthly cost with Belgian components. It does not go to Loket; Loket has its own field for employer costs, but KoppelHet leaves that 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
How does the integration know who is Dutch?
We fix that at the start, for example through the team or the legal entity in Officient. Belgian colleagues stay with their social secretariat.
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 (name_parts, bank_account_iban, linked_payroll_provider), wages/{id}/current and wage history (type, rate, start_date), weekly_schedule/current and the contract end with termination_reason. Webhooks person_added and person_updated, with only the id. Limit 30 calls per 5 seconds.
- Loket through the Loket REST API with OAuth - PostConceptEmployeeByEmployerId (initials, prefix, lastNamePartner, prefixPartner, howToFormatLastName, iban), PostWageByEmploymentId (grossWageType hourly or periodic), PostWorkingHoursByEmploymentId (workPattern oddWeeks and evenWeeks) and PatchTerminateByEmploymentId.
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in Officient | Field in Loket | Notes |
|---|---|---|
id | Vrij veld bij de werknemer | Fixed key |
name_parts (initials, insertion, last_name_partner, insertion_partner, last_name_composition) | initials, prefix, lastNamePartner, prefixPartner en howToFormatLastName | |
bank_account_iban | IBAN zonder spaties | |
Contract (start_date) | Begindatum dienstverband | |
wage type employee_paid_monthly | Periodeloon | |
wage type employee_paid_hourly | Uurloon | |
weekly schedule (minuten per dag, multiple_week_schedule) | Arbeidstijd en werkpatroon even en oneven weken | |
termination_reason | Reden einde dienstverband (Belastingdienst) |
Related
Officient → Active Directory
Officient to Active Directory integration: AD accounts from Exact Officient
Officient → ADP iHCM
Officient to ADP iHCM integration: Dutch wages and leavers from Exact Officient to ADP iHCM
Officient → AFAS Profit
Officient to AFAS integration: Dutch employees from Exact Officient in AFAS Profit Payroll
ASOfficient → Arbodienst (SIVI)
Officient to the occupational health service via SIVI: absence periods from Exact Officient as absence reports