Payroll integration
Personio to DATEV integration: German payroll data to LODAS or Lohn und Gehalt through the Lohnimportdatenservice
With an integration between Personio and DATEV, master data, fixed and hourly pay, one-off and recurring compensation and absences from Personio go to LODAS or Lohn und Gehalt through the Lohnimportdatenservice. KoppelHet sets that up per German entity and client, and also includes compensation held in another system.
What the integration does
Organisations that run HR in Personio and have their German payroll processed in DATEV, usually by a tax adviser, often prepare an export and email it. An integration removes that. It gets harder when pay components sit in another system, or when not all German employees belong to the same DATEV client.
- The tax adviser orders the data service in DATEV and switches on the rights for the Lohnimportdatenservice.
- Per German entity we record the adviser number and the client number, choose LODAS or Lohn und Gehalt and assign a DATEV wage type to every compensation.
- Every month master data, salaries, compensation and absences go through the DATEV data centre to the payroll program.
- The tax adviser takes over the data and runs payroll.
What to watch for with Personio and DATEV
- If one tax adviser uses LODAS and a second office uses Lohn und Gehalt, each office gets its own delivery, through the Lohnimportdatenservice or as an ASCII file the tax adviser imports.
- DATEV recognises the delivery by the adviser number and the client number. Without that assignment nothing is transferred. With several German entities that each have their own client, we record per entity which numbers belong to which employees in Personio.
- Absences only arrive correctly in DATEV if every time-off type from Personio is linked to a DATEV absence code. DATEV then calculates the pay reduction itself from that code. A time-off type without a code stays outside the payroll run.
- Recurring compensation only works if every combination of fixed-pay ID and wage type is set up the same way for all employees. KoppelHet goes through that table with the tax adviser at the start, before the first month is transferred.
- If bonuses or commissions are not in Personio but in a sales or time system, KoppelHet adds them as compensation in Personio through Personio's compensations API. That way they join the same DATEV transfer and there is still one route to the tax adviser.
- Personio's compensations API returns fixed salary without proration, at most one month per call, filterable by legal_entity.id. KoppelHet requests each German legal entity separately and puts the result in the delivery of the client that belongs to it. For a starter in the middle of the month KoppelHet sends the full amount with the start date, and does not calculate a part of the month 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
Who has to do something in DATEV?
The tax adviser. They order the data service and switch on the rights; without that step nothing arrives.
Does this also work for Dutch employees in Personio?
No, DATEV is only for German payroll. For the Netherlands we connect Personio with, for example, AFAS or Nmbrs.
Technical details for IT
For those who want to know how it works under the hood: APIs, fields and sources used.
- Delivery to DATEV through the Lohnimportdatenservice (master data, absences, fixed and hourly pay, one-off and recurring compensation). Identification with DATEV by adviser number and client number; the tax adviser orders the data service.
- KoppelHet writes compensation from other systems to Personio with POST /v2/compensations (scopes personio:compensations:read and personio:compensations:write) on a compensation type from GET /v2/compensations/types, and reads GET /v2/compensations for checks.
- A second DATEV program or client gets its own delivery through the Lohnimportdatenservice or an ASCII file the tax adviser imports, to be agreed per office.
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in Personio | Field in DATEV | Notes |
|---|---|---|
Personio-medewerker | Personalnummer bij de Mandant | Per adviser and client number |
Vast salaris | Festbezug | On the wage type the tax adviser uses |
Uurloon | Stundenlohn | |
Eenmalige vergoeding | Lohnart (Bewegungsdaten) | In the month of payment |
Terugkerende vergoeding | Lohnart | Fixed combination of fixed-pay ID and wage type |
Afwezigheidstype | DATEV-afwezigheidscode | Recorded per time-off type |
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