HR to ERP
Personio to Exact Online integration: employees, departments and cost centres side by side, differences on a worklist
With an integration between Personio and Exact Online, KoppelHet compares the employees per subcompany in Personio with those in the matching Exact division every day, and puts new cost centres from Personio straight into Exact. Because Exact Online only lets an integration read employees, the Exact administrator gets a worklist of new employees, leavers and differing departments or cost centres, with all data ready to copy.
What the integration does
Organisations with several entities that use Personio for HR and Exact Online for accounting and project hours compare the Personio export with the employee list in Exact every month. A new cost centre only appears in Exact when someone remembers it, and someone who changes entity keeps booking hours in the old division for weeks.
- HR records a new employee, a transfer or a departure in Personio, as today.
- KoppelHet fetches only the employees whose department, cost centre, subcompany, supervisor or status changed.
- A cost centre that does not yet exist in Exact is created by KoppelHet in the division of that subcompany.
- New employees, leavers and differences go on the worklist for the Exact administrator.
- After the change in Exact the line disappears by itself at the next comparison.
What to watch for with Personio and Exact Online
- Personio can split an employee over several cost centres, with a percentage per cost centre. An employment in Exact Online has exactly one. The worklist shows the cost centre with the largest share; the split itself stays in Personio and is added as a note.
- Each subcompany in Personio is a separate legal entity and belongs to its own Exact division. If someone moves to another subcompany, the worklist shows an end in one division and a start in the other, on the same date.
- Personio can return, in one request, only the employees whose selected attributes changed since a date. KoppelHet therefore asks only for department, cost centre, subcompany, supervisor and status, and stays well within the limits Exact sets per division.
- In Personio the supervisor is another employee. In Exact the manager must be an Exact user in the same division, and cannot be a subordinate of the employee. A supervisor without an Exact account appears as a note on the worklist.
- Personio only releases attributes that were enabled as readable beforehand. Exact only shows personal fields to users with extra roles. The integration asks for work data on both sides only, so salary and social security number stay out of view.
- A department in Personio is just a name; a department in Exact has a code and one fixed cost centre. KoppelHet keeps a table from Personio department to Exact department and reports a new Personio department that has no counterpart in Exact yet.
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
Why a worklist and not an automatic employee in Exact?
Exact Online only offers reading for employees, departments and employments in the REST API. Cost centres can be created; KoppelHet does that directly.
Can we connect project hours later as well?
Yes, as an extension. For this integration we start with employees and cost centres, so everyone can book hours in the right division.
Technical details for IT
For those who want to know how it works under the hood: APIs, fields and sources used.
- Personio through the Personnel Data API (v1), GET /company/employees with updated_since and attributes[] as a selection filter. cost_centers comes back as a list with id, name and percentage; subcompany, department and supervisor as objects. Authentication with client id and secret; attributes must be released under Readable employee attributes.
- Exact Online through the REST API with OAuth, per division. hrm/Costcenters can be written (Code and Description required). payroll/Employees, payroll/EmploymentOrganizations (one CostCenter, Department and JobTitle per employment) and hrm/Departments (one Costcenter per department) are read-only. API limits per minute and per day per division.
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in Personio | Field in Exact Online | Notes |
|---|---|---|
subcompany | Division | One Exact division per subcompany |
cost_centers (naam en id) | Costcenters.Code en Description | |
cost_centers.percentage | Kostenplaats op de werklijst | With a split, the cost centre with the largest share |
department | Departments.Code (vergelijking) | Through a table; departments cannot be changed in Exact through the API |
id (Personio) | Employees.Code (vergelijking) | |
supervisor | Employees.Manager | Must be an Exact user in the same division |
hire_date en termination_date | Employees.StartDate en EndDate (vergelijking) |
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