Payroll integration
Sage HR to DATEV integration: German starters, salaries and leavers from Sage HR to DATEV
An integration between Sage HR and DATEV prepares new employees, salary changes and leavers of the German entity from Sage HR for DATEV LODAS or Lohn und Gehalt every pay month. Sage HR has no DATEV integration and no webhooks, so KoppelHet reads the API before every cut-off and only delivers what changed.
What the integration does
Organisations with HR in Sage HR and a German entity whose payroll runs at a tax adviser in DATEV often keep the UK side in Sage and send Germany a list every month. Without an integration the firm sometimes misses a leaver, because that person disappears from the regular employee list in Sage HR.
- HR records a starter, compensation or termination in Sage HR, with German employees in their own team or custom field.
- KoppelHet reads active and terminated employees and their compensation, and compares them with the previous delivery.
- What takes effect in the pay month, KoppelHet converts to master and movement data for DATEV.
- Before the cut-off KoppelHet delivers the month; the tax adviser takes over the data.
- An unknown nationality or a compensation without a wage type appears on a list for HR.
What to watch for with Sage HR and DATEV
- Sage HR puts active and terminated employees in two separate lists. After the termination a leaver is no longer in the regular list; KoppelHet therefore also reads the list of terminated employees, so the exit date always reaches the firm.
- Sage HR sends no webhooks, and the lists come in pages of fifty. For one German payroll run a month that is no problem; KoppelHet compares the full state with the previous delivery every day in the week before the cut-off.
- A compensation in Sage HR has an amount, a period, a category such as Salary and a start and end date. KoppelHet translates per category to the firm's wage type and converts an annual amount to a monthly amount for the fixed pay.
- Sage HR records nationality in full, such as Spanish, while DATEV works with codes. KoppelHet translates through a table and does not send a nationality missing from the table, but flags it.
- Sage HR has two general number fields, tax_number and personal_identification_number, without a fixed meaning per country. At the start we fix which field holds the tax ID; otherwise the tax adviser fills in the social security number.
- Sage HR's general API has no field for bank account or weekly working hours, only an employment status such as Full-time. IBAN and weekly working hours therefore stay in DATEV with the firm, and the integration does not overwrite them.
- A termination in Sage HR has a reason from a fixed list, with a type voluntary or involuntary. KoppelHet passes that reason on to the firm as a note, and the firm handles the German deregistration 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
Does leave go to DATEV too?
Not in the first version. Sage HR has a leave API; delivering absence can follow later as an extension.
Do UK employees have to go along?
No. KoppelHet only selects the German employees; the UK side stays as it is.
Technical details for IT
For those who want to know how it works under the hood: APIs, fields and sources used.
- Sage HR through {subdomain}.sage.hr/api with the X-Auth-Token header - GET /employees (employee_number, date_of_birth, nationality, tax_number, personal_identification_number, employment_status, optionally with employment_status_history and position_history), GET /terminated-employees (termination_date, termination.reason), GET /termination-reasons (code, type) and GET /employees/{id}/compensations (amount, currency, period, category, start_date, end_date). Pages of fifty, no webhooks.
- To DATEV through the Lohnimportdatenservice (master and movement data via the DATEV data centre, activation in DATEV Arbeitsplatz by the tax adviser, only for selected software) or an ASCII file the firm loads into LODAS or Lohn und Gehalt itself.
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in Sage HR | Field in DATEV | Notes |
|---|---|---|
employee_number | Personalnummer | |
first_name, last_name, date_of_birth | Vorname, Familienname, Geburtsdatum | |
street_first, street_second, post_code, city, country | Anschrift | |
tax_number | Steuer-Identifikationsnummer | Agreed per customer |
nationality (voluit, bijvoorbeeld Spanish) | Staatsangehörigkeit | Through a translation table |
compensations (amount, period, category, start_date, end_date) | Festbezug met Lohnart | |
termination_date van terminated-employees | Austrittsdatum |
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