Payroll to finance
YouForce to Rydoo integration: users per cost centre from YouForce, expenses back as a pay component
With an integration between Visma Raet YouForce and Rydoo, employees from YouForce appear in Rydoo automatically, in the group that belongs to the cost centre of their employment, and controlled expenses from Rydoo go to the right employment in YouForce as a pay component. Only once YouForce has processed the delivery is the expense marked as reported in Rydoo, and after the run as reimbursed.
What the integration does
Organisations that run payroll in Visma Raet YouForce and have expenses claimed in Rydoo maintain Rydoo users by hand and enter approved amounts per employee in YouForce. After a transfer someone stays in the old Rydoo group, and with two employments it is unclear which employment the reimbursement belongs to.
- KoppelHet reads new and changed employments in YouForce, with cost centre and work email.
- A new employee becomes a Rydoo user; a different cost centre closes the old group and opens the new one on the effective date.
- After the end of the last employment KoppelHet switches the user off in Rydoo.
- Rydoo reports a controlled expense; KoppelHet sums per employment and element code and delivers to YouForce.
- Once the YouForce ticket is complete, the expense is reported in Rydoo; after the run the reimbursed status follows.
Back: Controlled expenses go to YouForce per employment as a pay component · After the payroll run Rydoo receives the reimbursed status
What to watch for with Visma Raet YouForce and Rydoo
- In YouForce a pay component belongs to an employment, while someone is one user in Rydoo. KoppelHet records which employment receives the reimbursement, by default the employment with the cost centre of the Rydoo group in which the expense was made.
- An expense in Rydoo belongs to the group the employee was in on the expense date, and groups may not overlap. KoppelHet takes over the cost allocation from YouForce with dates, so a transfer on the first of the month also takes effect in Rydoo on that date.
- YouForce refuses a delivery in which the same element code appears twice, and takes at most one hundred elements at a time. If someone has three expenses in the same category, KoppelHet sums them to one value per employment and element code.
- A delivery in YouForce is processed in the background and gets a ticket. KoppelHet only marks the expense in Rydoo as reported once the ticket is complete. On an error the expense stays open and payroll gets the reason from YouForce.
- The business email in YouForce sits in a separate scope for contact details. Without that scope Rydoo cannot create a user, because email is mandatory and unique there. We request that scope at the start, and no salary or citizen service number.
- Rydoo records per expense whether it must be reimbursed. Only those expenses go to YouForce; spending on a company card or an advance already paid stays out of the payroll run.
- After the payroll run KoppelHet sets the expenses in Rydoo to reimbursed, with the YouForce period as payment reference. Rydoo returns an outcome per expense; an expense not marked as reimbursable is reported separately by KoppelHet instead of letting the whole batch fail.
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
Which pay component does an expense get?
Payroll records that in a table per Rydoo category, for example untaxed travel or another allowance. A category without an element stays as an alert.
Can Rydoo also take the manager from YouForce?
Not in this integration. The Rydoo administrator sets up the approval route; managers from YouForce 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.
- YouForce is read through the Youforce Basic API (persons, employments) and the WFM API (costCenters, costAllocations), on latestSync, with OAuth 2.0 client credentials through Visma Connect; the business email through the GetPrivateContactDetails scope. Pay components through POST /wfm/v1.0/PayComponents/{employment} (elementCode, value, effectiveDate; at most 100, no duplicate elementCode) and status through GET /wfm/v1.0/PayComponents/{ticketId}/status (None, InProgress, Complete, Error).
- Rydoo through the REST API with OAuth 2.0 client credentials (scopes api_xpd2 and openid). POST /v2/users and PUT /v2/users/{id} (email, firstName, lastName, refId, enabled), PUT /v2/users/{id}/groups (startDate, endDate), expense webhook (ExpenseApproved, ExpenseControlled), GET /v3/expenses/{id}, PUT /v3/expenses/{id}/report and PUT /v2/expenses/reimburse (expenseId, paymentReference). 500 requests per minute, then 429.
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in Visma Raet YouForce | Field in Rydoo | Notes |
|---|---|---|
personCode | refId | Fixed key; Rydoo allows up to 36 characters |
Zakelijk e-mailadres | email | |
knownAs of initials, lastNamePrefix en lastName | firstName en lastName | |
costAllocation (kostenplaats met datum) | groepstoewijzing met startDate en endDate | |
dischargeDate van het laatste dienstverband | enabled = false | |
category.accountingCode | elementCode | Through a table from Rydoo category to YouForce element |
Som van amount per dienstverband | value met effectiveDate |
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