Common situations
Connecting a global HR system to Dutch payroll
You connect a global HR system such as Workday, HiBob, Personio or SAP SuccessFactors to Dutch payroll such as AFAS, Nmbrs, Loket or Visma YouServe by passing on only the employees of the Dutch entity, with salary converted to the amount per pay period. Dutch data that headquarters does not know, such as payroll tax credit, collective agreement and pension, comes from a custom field in HR or stays in payroll, and the integration does not overwrite it.
What it is
Headquarters picks one HR system for every country. In the Netherlands salary is still calculated locally, with BSN, payroll tax credit, collective agreement and pension. The HR system usually does not know these concepts, and often works with an annual salary in the headquarters currency.
Without an integration payroll retypes every new hire and every change, and lags behind what HR has already recorded. A new colleague who is only spotted after the run gets the first salary late.
How the integration handles it
- In the HR system the integration only sees the Dutch entity and the data payroll needs. Data on colleagues in other countries does not leave the HR system.
- Contractors and employer-of-record workers, for example in Deel, stay out of payroll. Only the Dutch entity's own employees are paid.
- An annual salary becomes a monthly amount, divided by thirteen for four-weekly payroll. An hourly wage stays an hourly wage.
- Only the Dutch identification number goes across as BSN. KoppelHet checks it with the eleven test, so a foreign number never ends up in the tax return.
- We agree per field which system is the source. Payroll tax credit, collective agreement and pension come from a Dutch custom table in HR, or payroll completes them in the payroll system.
- In Loket a new hire arrives as a draft with a checklist, so payroll keeps its own check before anyone enters the payroll run.
- A salary in another currency never passes unnoticed. We agree beforehand which amount applies in the Netherlands, because an exchange rate does not belong in payroll.
Edge cases we handle
- An employee of the Dutch entity lives in Belgium or Germany. The different country of residence has to be in payroll at the first run.
- The HR system has no standard field for IBAN or BSN, as with BambooHR and HiBob. Then it comes from a custom field that only HR Netherlands can see.
- HiBob and Dayforce silently omit a field the integration has no rights to. An empty field in payroll is then usually a permissions issue.
- Someone moves in Deel from employer of record to the own entity. For payroll that is a new hire; the EOR period has already been paid by Deel.
What KoppelHet does
KoppelHet builds this integration on the KoppelHet platform and manages it afterwards, with logging per employee and a check before the payroll cut-off. At the start we agree per field what comes from HR and what stays in payroll. Several entities, own pay components and effective dates per period are part of the design. Plan on three to six weeks as an indication.
Common integrations
Workday → AFAS Profit
Workday to AFAS integration: Dutch payroll without retyping
HiBob → Nmbrs
HiBob to Nmbrs integration: changes from Bob ready for the payroll run
Personio → Loket
Personio to Loket integration: employees, hours and pay components to payroll
SAP SuccessFactors → Visma YouServe
SuccessFactors to YouServe integration: changes on time for Visma's payroll service
BambooHR → Nmbrs
BambooHR to Nmbrs integration: Dutch payroll next to a global HR system
Deel → AFAS Profit
Connect Deel to AFAS Profit: Dutch employees straight to payroll
Rippling → Nmbrs
Rippling to Nmbrs integration: employees of the Dutch entity straight into payroll
Rippling → AFAS Profit
Rippling to AFAS integration: new Dutch colleagues through the hiring workflow in AFAS Profit
Remote → AFAS Profit
Remote to AFAS integration: only your own entity's employees from Remote to AFAS Profit
Unit4 ERP → AFAS Profit
Unit4 to AFAS integration: employees from Unit4 ERP to payroll in AFAS Profit
Customer cases
Hogan Lovells
Legal services
Hogan Lovells manages all employees worldwide in Workday and runs Dutch payroll in Nmbrs. The integration moves new hires and changes, with contract, bank account, schedule and wage tax data, from Workday to Nmbrs automatically, with the right template per job category.
Evondos Group
Health tech
Evondos uses BambooHR as the group HR system and Nmbrs for Dutch payroll. New hires and changes move from BambooHR to Nmbrs automatically, and the cost centre decides which Nmbrs company they land in.
War Child Alliance
Non-profit
War Child uses Personio for all HR processes and ADP iHCM for local payroll. The integration moves new hires, changes, salaries and additional pay components such as travel allowance and bonuses from Personio to ADP automatically.
“Whenever my colleague Lukas raised an issue, KoppelHet responded quickly and thought along actively.”
Frequently asked questions
Does our HR system need every Dutch payroll field?
No. Fields only the Netherlands needs, such as the payroll tax credit, are captured in a custom field in HR or completed in payroll. We agree this per field.
Do employees from other countries end up in payroll too?
No. The integration filters on the Dutch entity, division or location, and preferably only gets rights to the Dutch employees in the HR system.
What happens to an annual salary in dollars?
It does not pass unnoticed. We agree beforehand which euro amount applies in the Netherlands; an exchange rate does not belong in payroll.
Can payslips go back to the HR system?
Yes, if the HR system can receive documents per employee. Sage People, for example, accepts one PDF per payslip with a list of employee numbers.
More on Payroll integration
Payroll integration: the overview
Common situations
- Global HR, Dutch payrollOne HR system for all countries, payroll locally in AFAS, Nmbrs, Loket or YouServe.
- Outsourced payrollA payroll provider, accounting firm or YouServe runs payroll; the integration delivers the changes.
What we take care of
- Effective dates and retroactive changesChanges ahead, after the fact and across the year end, in the right pay period.
- Pay componentsSalary, recurring allowances, bonuses and one-off payments to the right pay component.
- Multiple employers and employmentsSeveral entities, moves between entities, two employments and rehires.