The link between Loket.nl and Exact Accounting Ease
Silvis & Vos is an accounting and tax consultancy firm in Middenmeer. The team of 30 professionals supports a large number of SMEs in North Holland including farmers, retail, hospitality, metal industry, transport and business services. Besides financial statements, financial planning and tax services, among others, Silvis & Vos provides payroll services for a large number of clients in Loket.nl. The firm has been working with this HR payroll package since 2020, says payroll administrator Joost Splinter.
Real-time insight
“We soon started looking for an easy digital automation tool. This is because the bottleneck is that you have to enter payroll journal entries manually. This takes a lot of time and there is a chance that mistakes are made while typing. For instance, you are easily spending ten minutes per payroll journal entry. Moreover, many customers work digitally and have real-time access to their accounts, except for the payroll journal entries. As we want to offer all information to our customers in real time, it is important to automate this part too.”
Clear process
Silvis & Vos eventually ends up with Made4Data's BPM Server link. This automation tool automatically imports payroll journal entries from Loket.nl into the accounting package such as Exact Boekhoud Gemak. Joost: “It is a clear process. As soon as the monthly salaries have been processed and the pay slips are available to the employees, up to two hours later the payroll journal entries are also automatically in the accounting system. The moment we receive mutations from the customer such as overtime and payroll allowance, these are entered by us into the payroll system and processed into payslips. Once this is approved, the payslip is approved. At the same time, we create a payroll journal entry in Loket.nl and set it with a status ready for sending. Then, every two hours, the BPM Server link checks whether new payroll journal entries are ready and automatically imports them into Exact Accounting Ease.”
Adjusting
Setting up the BPM Server link between the two systems obviously takes time, according to Joost Splinter. “Such an implementation is never flawless because it is always about the right dots and commas. For instance, we first supplied payroll journal entries that we wanted to have read in automatically. We then filled in a questionnaire from Made4Data with our systems, the codes used and the administration numbers. With this, Made4Data went to work and set up the link between Loket.nl and Exact Bookkeeping Convenience remotely for us. After the first test, some bottlenecks came to light. These were mainly data that we then fine-tuned together. After two months, the BPM Server link was up and running for a large number of administrations.”
The big win
“We have been working with the BPM Server linkage for years now and it runs well,” Joost says with satisfaction. “Digital convenience that saves us both time and money. Moreover, the number of error messages is minimal. We quickly resolve these manually. So the knife cuts both ways. We no longer have to worry about it, so everyone at Silvis & Vos can get on with their planned work. And a large proportion of our customers now have real-time insight into their payroll. This, of course, is where the biggest profit lies!”
We have been working with the BPM Server linkage for years now and it runs well. Digital convenience that saves us both time and money. Moreover, the number of error messages is minimal.
