HR to ERP
Simployer to Exact Online integration: cost centres from Simployer One in Exact and a worklist for employees
With an integration between Simployer and Exact Online, the cost centres of the Dutch employees from Simployer One are automatically in the Exact division, with the same code and name. New employees and leavers go on a worklist for the Exact administrator, because Exact Online only lets an integration read employees, and KoppelHet then checks whether Exact is correct.
What the integration does
Organisations with HR in Simployer One and a Dutch branch that books in Exact Online keep cost centres in two systems. Finance only hears about a new colleague or leaver when a posting or expense claim does not add up.
- HR records an employee in Simployer One, with an employment in the Netherlands, department and cost centre.
- Simployer reports it; KoppelHet fetches the employee and only continues with Dutch employments.
- KoppelHet creates a cost centre that is missing in Exact with the same code and name.
- New employees and leavers go on the worklist; after the change in Exact the line disappears at the next comparison.
What to watch for with Simployer and Exact Online
- A cost centre in Simployer One has a mandatory code and a name. Exact wants a code and a description per division. That fits one to one, so KoppelHet does not need to invent codes. Only the description is updated, because a code can only be changed in Exact with the recode function.
- Cost centres in Simployer One apply to the whole account, not per country or legal entity. In a Nordic group with a Dutch branch, all Swedish cost centres would then also end up in Exact. KoppelHet only takes over cost centres that are in use for Dutch employees or their departments.
- Simployer has, besides the cost centre, a derived effective cost centre on department and employee. In Exact every department has one cost centre, and those departments can only be read through the API. KoppelHet compares the employee's effective cost centre with that of their Exact department and puts a difference on the worklist.
- Simployer One sends webhooks on creating, changing, onboarding and offboarding an employee, with a fixed eventId per change. KoppelHet uses that ID to process a repeated delivery only once. An offboarding puts the leaver on the worklist straight away, with the end date from Simployer.
- An access token for Simployer One gets owner permissions on the whole account; a read-only token does not exist. KoppelHet only makes GET calls with that token and stores it in the platform's vault. We advise a separate token just for this integration, so it can be revoked on its own.
- Exact only accepts as manager a user in the same division who is not a subordinate of the employee. Simployer gives the manager as an employee ID. KoppelHet looks up the Exact user through their work email; a manager in Sweden or without an Exact account goes on the worklist as a note.
- Employees in Exact Online can only be read through the API, and only in packages with payroll, Time & Billing or Professional Services from Plus. At the start we check the package. Without employees in Exact only the cost centre flow remains.
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 does KoppelHet not create the employee in Exact itself?
Exact Online's REST API only lets employees be read. KoppelHet therefore prepares everything on the worklist and checks the result at the next comparison.
Does this also work with Simployer Classic?
This page assumes Simployer One. Classic has its own API with different fields and sign-in; we look at that per customer.
Technical details for IT
For those who want to know how it works under the hood: APIs, fields and sources used.
- Simployer One through the HRM One API (api.alexishr.com/v1) with an access token as bearer, with owner permissions. GET /cost-center (code mandatory, name), /department (costCenterId, effectiveCostCenterId, parentId), /employee with filters on employmentCountry and updated (employeeNumber, workEmail, managerEmployeeId, departmentId, effectiveCostCenterId, hireDate, endDate, offboardDate) and /employment (country, startDate, endDate, terminated). Webhooks through the Simployer Portal: employee.created, employee.updated, employee.deleted, employee.onboarded and employee.offboarded, signed with HMAC-SHA256 in X-Simployer-Signature.
- Exact Online through the REST API with OAuth, per division. hrm/Costcenters with GET, POST, PUT and DELETE (Code and Description mandatory, EndDate for inactive, code only changeable by recoding). payroll/Employees (Code, BusinessEmail, StartDate, EndDate, Manager) and hrm/Departments (Code, Costcenter) GET 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 Simployer | Field in Exact Online | Notes |
|---|---|---|
cost-center.code | Costcenters.Code | |
cost-center.name | Costcenters.Description | |
employmentCountry | Filter en Division | Only NL |
employeeNumber | Employees.Code (vergelijking) | |
effectiveCostCenterId | Departments.Costcenter (vergelijking) | |
managerEmployeeId (werkmail) | Employees.Manager | Looked up as an Exact user in the same division |
hireDate en endDate | Employees.StartDate en EndDate (vergelijking) |
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