Organisation and approval

Managers from HR as approvers in the ERP

The manager from Workday, Personio or HiBob becomes the approver of time sheets and expenses in Business Central, Oracle NetSuite, Exact Online or Visma.net, by matching the manager on email address or number to their user in the ERP. If the manager has no account there, or sits in another ledger, finance gets a notification to choose an approver.

Last updated: 9 November 2026

Discuss your integration All about HR to ERP

What it is

In the ERP managers approve hours, expenses and invoices. Who may do so should follow what HR records: a new manager after a reorganisation, a departure, a manager position that is temporarily empty.

In HR the manager is another employee. In the ERP the approver has to be a user, often in the same ledger. Without an integration people who have left still approve invoices and time sheets get stuck with someone who no longer owns them.

How the integration handles it

KoppelHet looks up the ERP user for the manager from HR, by email address or number, and sets them as approver or supervisor.
In Business Central a time sheet belongs to a resource. KoppelHet links the employee to a resource and sets the manager as its approver.
In NetSuite the supervisor approves expenses when there is no separate approver. KoppelHet fills the supervisor from HR and leaves the expense approver and limits to finance.
In Visma.net approvals run through work groups. The manager owns a work group and the employee is placed in it, so approval moves along with a new manager.
On departure the employee gets an end date in the ERP, so their approval rights stop.
A manager without an ERP account or in another ledger becomes a note for finance, who chooses an approver in the Netherlands.

Edge cases we handle

Business Central does not allow the approver to change while time sheets are open or submitted. KoppelHet retries after approval and reports it if it stays stuck.
In Workday an organisation's manager position can be temporarily empty. KoppelHet then takes the manager of the parent organisation, so expenses do not get stuck with an empty approver.
In Exact Online the manager may not be a subordinate of the employee, and must work in the same ledger.
S/4HANA sets a user's validity to 31-12-9999 by default on replication. Without an end date a leaver keeps approving; KoppelHet always passes the termination date.

What KoppelHet does

KoppelHet matches managers on a key that is fixed in both systems, and shows which managers have no user in the ERP. Whatever finance wants to decide itself, such as limits and separate approvers, stays with finance. An HR-to-ERP integration falls into our basic class; plan on two to four weeks as an indication.

Common integrations

Workday → Microsoft Dynamics 365

Workday to Dynamics 365 integration: workers and cost centres from Workday in the ERP

Workday → Oracle NetSuite

Workday to NetSuite integration: workers per company as employees on the subsidiary in NetSuite

Personio → Visma.net ERP

Personio to Visma.net ERP integration: employees ready for time cards and expense claims in Visma.net

HiBob → Exact Online

HiBob to Exact Online integration: the Dutch employer from Bob next to the Exact division

BambooHR → Microsoft Dynamics 365

BambooHR to Dynamics 365 integration: BambooHR job info as employee and dimensions in Business Central

BuddeeHR → Visma.net ERP

BuddeeHR to Visma.net ERP integration: employees and approvers in Visma.net follow Buddee

Frequently asked questions

Do approval rights stop automatically on departure?

Yes. The employee gets an end date or terminated status in the ERP, so they no longer approve anything.

What if the manager has no ERP account?

Then finance or the administrator gets a notification and chooses a substitute approver.

Does the integration set expense limits too?

No. Finance sets limits and separate approvers in the ERP. The integration sets the manager from HR.