Payroll integration
Yoobi to AFAS integration: overtime, mileage and expenses from Yoobi in the AFAS payroll run
With an integration between Yoobi and AFAS Profit, approved overtime, mileage, allowances and expense claims from Yoobi go to AFAS as payroll mutations every pay period, so payroll no longer retypes anything. Yoobi itself provides an AFAS integration for bookkeeping, with invoices, expense claims and payment status; KoppelHet comes in for the flow to payroll processing in AFAS, with your own pay components, periods and checks.
What the integration does
Organisations that record hours, overtime and mileage in Yoobi and run payroll in AFAS Profit get an accounting link for invoices from Yoobi's AFAS integration. Overtime and mileage are exported from Yoobi every month and entered into AFAS by hand by payroll.
- Employees record hours, overtime and mileage in Yoobi; the manager approves them.
- After the period closes, KoppelHet fetches the fixed hours report from Yoobi.
- Through a lookup table each type of hours or allowance becomes a pay component in AFAS.
- KoppelHet puts the payroll mutations into AFAS in the right period and employer.
- Anything that cannot go through, such as an unknown employee, goes on a list for payroll.
What to watch for with Yoobi and AFAS Profit
- According to Yoobi its AFAS integration is a bookkeeping integration - invoices and self-billing invoices go to AFAS Profit, as do expense claims and payment status. Yoobi does not mention payroll mutations for payroll processing. KoppelHet handles exactly that flow.
- For Nmbrs Yoobi does have a payroll integration, with pay components for hours, mileage, leave, overtime and expenses per pay period. For AFAS KoppelHet builds the same kind of flow, with a lookup table that payroll maintains.
- If an expense claim already goes to AFAS through Yoobi's bookkeeping integration, it must not also arrive as a payroll mutation. Per type of claim we record whether it is paid through the books or through payroll.
- AFAS does not warn about duplicate payroll mutations arriving through an integration. KoppelHet remembers which period and lines have already been delivered, so overtime is never paid twice.
- The integration fetches hours through a fixed report in Yoobi. If that report is changed, KoppelHet checks that the expected columns are still there and otherwise stops with an alert, instead of delivering empty mutations.
- The API user in Yoobi gets rights per method. For this integration only reading the hours report is enabled, so the integration cannot change anything in Yoobi.
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
What if an employee does not exist in AFAS?
KoppelHet then puts the line on the difference list for payroll and the rest of the period goes ahead.
What about audit logging, GDPR and our integration platform?
Every delivered mutation is in the audit logging of the KoppelHet platform, so payroll and the auditor can see what was passed on per period. You are the controller and KoppelHet is the processor, under a data processing agreement. An existing integration platform is left alone.
Technical details for IT
For those who want to know how it works under the hood: APIs, fields and sources used.
- Yoobi is read through the Yoobi REST API with a separate API user with rights per method; hours through a fixed report (export) per period.
- AFAS Profit is written through the UpdateConnector HrCompMut for variable payroll mutations per employee, pay component and period. AFAS gives no warning for duplicate entries on mutations through a connector.
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in Yoobi | Field in AFAS Profit | Notes |
|---|---|---|
Personeelsnummer | Medewerker (EmId) | Keep the employee number equal in both systems |
Uursoort overwerk | Looncomponent overuren | |
Uursoort toeslag (avond, weekend) | Looncomponent toeslag | |
Kilometers | Looncomponent reiskosten | |
Goedgekeurde declaratie | Looncomponent onkostenvergoeding | |
Periode in Yoobi | Salarisperiode in AFAS | |
Werkgever (bv) | Werkgever in AFAS |
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