HR to ERP
Rippling to Exact Online integration: workers of the Dutch entity in Rippling compared with Exact every day
With an integration between Rippling and Exact Online, KoppelHet compares the workers of the Dutch legal entity in Rippling with the employees in Exact, on number, name, work email, department, manager and dates. Exact only lets an integration read employees; hires, rehires and leavers therefore go on a worklist for the administrator, and KoppelHet creates a cost centre missing in Exact itself.
What the integration does
Organisations that handle HR, IT and payroll for several countries in Rippling and have the Dutch entity keep its books and hours in Exact Online only add new colleagues to Exact when someone asks for it. An offer withdrawn after acceptance sometimes stays behind there as an employee.
- HR updates a worker of the Dutch entity in Rippling.
- Every hour KoppelHet fetches the workers updated since the previous round, and filters on the entity.
- If the cost centre is missing in Exact, KoppelHet creates it.
- Hires, rehires, leavers and withdrawn offers go on the worklist.
- After processing in Exact the line disappears at the next comparison.
What to watch for with Rippling and Exact Online
- Rippling has the statuses INIT, HIRED, ACCEPTED, ACTIVE and TERMINATED. KoppelHet puts a worker on the worklist as soon as they are ACCEPTED or ACTIVE, so the administrator prepares Exact before the first working day, and ignores workers still at the offer stage.
- A termination in Rippling has a type, including a declined, rescinded or reneged offer. Such a worker never worked. KoppelHet removes them from the worklist; if they are already in Exact, a line is added to end them there with the start date as end date.
- Next to the start date Rippling keeps an original start date. If the two differ for a known number, it is a rehire. KoppelHet then notes on the worklist that the existing employee in Exact gets a new start date, instead of a second employee.
- Rippling only lets you filter the worker list on status, work email, user and creation or update date, not on entity. KoppelHet requests the updated workers and filters on the Dutch entity itself, before a single request goes to Exact, because Exact counts calls per division.
- Rippling's API documentation mentions no cost centre on the worker, but it does mention a department. KoppelHet derives the cost centre from the department, with a table finance maintains, and creates a code missing in Exact there.
- A worker in Rippling works at a fixed location or remotely, and only a fixed location has a work location. KoppelHet therefore determines the Exact division from the legal entity, so remote workers of the Dutch entity are not left out of the comparison.
- Rippling distinguishes employees and contractors through the employment type. In Exact contractors sometimes book hours too. KoppelHet only includes contractors if agreed at the start, and marks them as contractor on the worklist.
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 automatic entry in Exact?
Exact Online offers no write action for employees in the REST API. The worklist prepares everything and KoppelHet then checks that Exact is right.
Does payroll run through this integration?
No. This integration is about employees and cost centres for hours and bookkeeping. A journal entry from payroll can be added 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.
- Rippling through the REST API: List workers with filter on updated_at and status, expand on user, manager, legal_entity, employment_type and department, order_by updated_at and paging with cursor and limit (maximum 100). Fields number, status (INIT, HIRED, ACCEPTED, ACTIVE, TERMINATED), start_date, original_start_date, end_date, work_email, location (REMOTE or WORK), employment_type.type (EMPLOYEE or CONTRACTOR) and termination_details.type (including OFFER_DECLINED, RESCIND, RENEGE). Token with only the required scopes.
- Exact Online through the REST API with OAuth, per division. hrm/Costcenters with POST (Code and Description mandatory). payroll/Employees GET only (Code, BusinessEmail, StartDate, EndDate, Manager in the same division). 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 Rippling | Field in Exact Online | Notes |
|---|---|---|
legal_entity | Division | Dutch entity only |
number | Employees.Code (vergelijking) | Integer, with leading zeros if Exact uses them |
user (naam) | Employees.FirstName en LastName (vergelijking) | |
work_email | Employees.BusinessEmail (vergelijking) | |
department | Costcenters.Code | Through a table from departments to cost centres |
manager | Employees.Manager (vergelijking) | |
start_date, original_start_date en end_date | Employees.StartDate en EndDate (vergelijking) |
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