Payroll Connect enables organizations to seamlessly transfer payroll data from Bob to in-house or other payroll systems and structures, including external bureaus.

Before you begin

The following terms are used throughout the Payroll Connect set up. It is therefore recommended that you review them as well as make preliminary decisions with your team before starting with the setup wizard.

  • File transfer: the way in which payroll information will be transferred from Bob to your payroll system. Choosing SFTP means that the information is synced with your unique payroll system using the server; while choosing CSV means you’d be downloading reports to import to your payroll system or send to relevant people, e.g. bureaus.

  • Fields: These exist in Bob and your payroll system to indicate employee information, e.g. Employment type.

  • Values: These exist within a list-type field, e.g. Permanent, Temporary, Part-Time, Contractor may all be in the same Employment type field.

  • New employees: A report of the new employees as per your pay cycle settings.

  • Changes report: A report of changes to your employees’ information, e.g. bank changes, salary changes, etc.

  • Terminations report: A report of the people who are permanently leaving your organization.

  • Mapping: To transfer data accurately between two separate systems, the following data mapping is required:

    • Field mapping: Fields with the same function may have the same or different names, e.g., “Employment type” in Bob mapped with “Employee contract” in another system.

    • Value mapping: Lists with the same function may have the same or different names, e.g. list values in the “Employment type” field “Permanent” value in Bob mapped with “Regular” in another system.

How to set up a custom payroll connection via Payroll Connect

  1. From the left menu, select Settings > Integrations > Payroll.
  2. In the Payroll Connect tile:
    • Click Connect if this is your first time setting up a custom payroll connection.
    • Click Manage to add another custom payroll connection.
      This opens the Custom payroll Integrations screen. 
  3. Click + Add new at the bottom of the screen.
    This opens the Custom vendor wizard, used to set up a custom payroll connection.

Step 1: Details

  1. In the Vendor name field, enter the name of the payroll system.

  2. From the File format drodpown, select CSV, XML or TXT.

  3. Select the Date format.
  4. If CSV or TXT are selected, select the Separator: comma or semicolon.
  5. In Transfer method, select how you’d like to transfer your payroll data: File download or SFTP.

  6. If SFTP was selected, 
    • From the SFTP destination target dropdown, select the desired SFTP site.
    • In the To dropdown, select the employees whom you wish to send the files to.
    • In External email recipient/s, enter the email address of any external recipients you wish to send the files to. When entering multiple email addresses, separate them by pressing Enter after typing each email address.

      Note: if you are using the SFTP method to connect the systems, make sure you have already set up the SFTP.  For full instructions see Set up an SFTP destination.

  7. Click Next.

    Note: If you are using XML files a different process is used for Steps 2-4 - Fields, Field mapping and Value mapping. See Set up payroll reports via Payroll Connect using XML files for details.

Step 2: Fields

This where you define the fields required by your payroll system.

For each field:

  1. In the <Payroll system name> field column, enter the name of the field in the payroll system.
  2. Check the boxes next to the following Bob reports to ensure the data is transferred from them:
    • New hires: Employees who joined the company during a specified cycle. This includes employees whose Bob user creation date or official start date occurred within the cycle’s date range.
    • Changes: Employees who have had changes made to their position within the cycle’s date range, e.g. salary or job title changes.
    • Terminations: Employees who have been permanently removed from the selected payroll system integration within the cycle’s date range.
    • Repeat as needed by clicking on the  button
  3. Click + Add field to add more fields.
  4. To remove a field, click on the three dot menu on the right of the row and select Remove.
  5. To mark a field as mandatory or optional, click on the three dot menu and:
    • Click Mark as mandatory if the field’s data needs to be transferred to the external payroll system regardless of whether the content is changed or not
    • Click Mark as optional if the field is mandatory, but the data does not need to be transferred to the external payroll system if its content is unchanged

      Note: All fields are optional by default.

  6. Select an Identifier Field from the dropdown to enable the connection between the payroll system and Bob. This field is typically the employee ID, another ID number, or the employee’s email, as they are unique employee identifiers.

    Note: the selected Identifier Field must be included in the changes and terminations flows for this to work.

  7. Click Next

Step 3: Value mapping

You can map the values using one or both of the following methods:

  • Via an imported value mapping list.
  • Directly in Bob’s interface.

You may find that you only need one method or might choose to use both as needed.

Map values via an imported value mapping list

The import method is best suited for when you have long value mapping lists, e.g. all of the job titles in the organization

  1. Click + Create new, located at the bottom of the value mapping lists.
    This opens the Value mapping popup.

  2. From the Source in bob dropdown, select the field from which the Bob list values are derived, e.g. “Job Title”.

  3. Enter the Name of the corresponding field in the external payroll system, e.g. “Job Title”

  4. Click the Import icon to create a mapping between a bob value and the payroll system’s value.
    This opens the Import value mapping list popup.

  5. Click Select template to open a Bob values list template dropdown.

  6. Scroll or search for the value list you wish to use and select it.

  7. Click Download.

  8. Enter the value mapping list according to the instructions in the Excel sheet and save the document as an xlsx file.

  9. Go back to the value mapping list and click the import icon

  10. Click Upload xlsx.

  11. Search for your file and click to select it.

  12. Click Open in Mac or.

  13. Click on Run import to begin importing your document to Bob.

  14. Review the value mapping list’s data for accuracy

Map values via Bob

Note: Editing an existing value mapping list using an imported one will override the original value mapping list’s data.

  1. Click + Create new.

  2.  From the Source in bob dropdown, select the field from which the Bob list values are derived, e.g. “Job Title”.

  3. Enter the Name of the corresponding field in the external payroll system, e.g. “Job Title”

  4. Create a mapping between a Bob value and the external payroll system’s value using the following steps:

    • In the Bob value field enter the name of the value in Bob, e.g. “Account Manager”.

    • in the field to the right of the Bob value field, enter the name of the value in external payroll system e.g. “AM”.
      Note: In some instances, the list values may be similar or identical while in other instances they may vary greatly. To ensure that data transfers accurately, enter every value in the value mapping.

    • Click + Add value.

    • Repeat the above as necessary.

    • Click Done.

  5. Repeat the above to create different value mapping lists as needed.

  6. Click Next.

Step 4: Field mapping

Begin mapping the data flow between fields and values across Bob and the external payroll system.

Note: the external payroll system’s fields are already listed from the details entered in prior steps.

  1. To view all mapped fields, including non-editable ones, switch off the Editable mappings toggle. To view only the editable fields, switch the toggle on.
  2. Starting from the first row, select one of the following options from the Mapped with column that will best relay the data to the specified external payroll system’s field:
    • Const: a constant value used by your external payroll system's settings, e.g. a company code, that will be the same value in every employee’s mapped field in the external payroll system.
    • Exact: a field in your external payroll system's settings that are an exact match with a bob field, e.g. the external payroll system’s “Location” field is the exact match with Bob's “Site” field
    • Value mapping: a value mapping list that has been mapped in the previous value mapping step that best matches the field, e.g. “Job Title” value mapping list.
    • Empty value: a blank value if the field needs to transfer an empty value to the payroll system each time the data transfers.
  3. Under the Source column, select the Bob field or value that best corresponds with the external payroll’s field (specified in the same row):
    • If “Const” was selected, enter the value in the row’s Source text field.
    • If “Exact” was selected, scroll or search for the corresponding Bob value or field, e.g. “Site”, and select it.
    • If “Value mapping” was selected, select the value mapping list option as created from the Value mapping step, e.g. “Job title”.
  4. Repeat as needed for each row.
  5. Click Done.

Your Payroll Connect integration is now set up.

You can now include it when setting up your corresponding Pay cycle and then view the reports and sync/download the payroll information in the Payroll hub.


How can I make edits to a Payroll Connect connection?

In the Payroll Connect tile, click Manage to open the Custom payroll Integrations screen. Then, click the three dot menu on the right side of the integration you’d like to edit and select Edit

How can I remove a Payroll Connect system connection?

In the Custom Payroll title, click Manage to open the Custom payroll Integrations screen. Then, click the three dot menu on the right side of the integration you’d like to edit and select Delete

Note: This action cannot be undone.