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INTEGRATIONSAFAS PROFIT + TOPDESK

Connect AFAS to TOPdesk

HR records in AFAS who is joining, who is leaving and where people work. The service desk in TOPdesk needs exactly that data. Connect them and a new colleague is set up as a caller in TOPdesk on day one, and the service desk knows in good time that a laptop needs to come back.

More on AFAS Profit integration
4.8 from 127 reviews
ISO 9001 & 27001
AFAS ProfitHR and payroll
  • Employees as persons goes to TOPdesk
  • Departments and branches goes to TOPdesk
  • Onboarding request goes to TOPdesk
  • Leavers and equipment return goes to TOPdesk
  • Status back to HR comes from TOPdesk
TOPdeskProjects and service

Built for clients including Tata Steel, M&G Investments, Digistore24, Toppers in Concert, Bar-le-Duc and Loogman

The situation

Without an integration, HR emails the service desk when someone starts, or forgets to. The service desk creates the person by hand, often spelling the department differently from AFAS. After a year, TOPdesk contains people who left long ago and is missing people who are still there.

For the service desk, the person card isn't admin but workload. A ticket from someone who doesn't exist has to be investigated first. A departure that doesn't come through means a laptop that isn't collected. AFAS already knows all this; TOPdesk just needs to hear it in time.

What moves between them

For each item: which direction it goes, when, and why. This is the starting point; in the first conversation we fit it to your situation.

  1. 01Employees as personsAFAS Profit → TOPdeskdaily or after every change

    Name, employee number, email, job title, department, branch and manager. The employee number is the key, so a card stays the same when someone changes their name or email address.

  2. 02Departments and branchesAFAS Profit → TOPdeskon a change in the organisation

    Departments and work locations from AFAS become departments and branches in TOPdesk, and cost centres become budget holders. Because branch is mandatory for a person, this flow runs before the persons.

  3. 03Onboarding requestAFAS Profit → TOPdeska fixed number of days before the start date

    A new employee in AFAS starts a change with tasks in TOPdesk: prepare the workstation, issue a laptop, arrange access. Job title and department from AFAS determine which tasks it contains. The integration creates the change through the TOPdesk API.

  4. 04Leavers and equipment returnAFAS Profit → TOPdeskon the end date of employment

    The person is archived in TOPdesk and a change is created in their name to collect their equipment. The history of their tickets is kept.

  5. 05Status back to HRTOPdesk → AFAS Profitwhen onboarding in TOPdesk is complete

    A dossier item is added to the employee in AFAS, through the UpdateConnector KnSubject. HR then sees that the workstation is ready without having to call.

Off the shelf or custom

Not always. If an existing integration for AFAS Profit and TOPdesk does exactly what you need, we'll tell you.

What already exists

TOPdesk offers its own AFAS integration in the Marketplace. You create a GetConnector in AFAS with the fields you want. The integration fetches it periodically, places it as a CSV file in the TOPdesk WebDAV folder, and an import loads it into supporting files or assets. You set the interval yourself. The integration works in one direction, from AFAS to TOPdesk. The Marketplace also lists solutions from partners.

For keeping persons, departments and branches up to date, that is usually enough. It stops when a new starter or leaver in TOPdesk also needs to trigger work, when persons also come from a second source, or when HR wants to see something back in AFAS.

When you need custom work
  • A new starter needs to trigger a change with tasks in TOPdesk, depending on job title and department.
  • Persons also come from Entra ID or another system, for example external staff and contractors, and must not be duplicated.
  • You have several employers in AFAS that need to appear as separate branches in TOPdesk.
  • HR wants to see in AFAS when the workstation is ready or the equipment has been collected.
AI in between

AI reads, sorts and prepares a suggestion. Where it matters, a person decides.

Suggesting onboarding

For a new employee, AI can look at which equipment and access colleagues with the same job title and department have, and add that as a suggestion to the onboarding change. The service desk adjusts and confirms. AI only knows job title and department, no contract or salary data.

Taking HR matters out of the IT queue

Employees sometimes email the service desk about things that belong with HR, such as sickness or a contract question. An AI step can recognise and flag those tickets, so an operator forwards them to HR instead of leaving them in a queue the whole IT team can read.

What to watch

AFAS leads

For persons, departments and branches, AFAS is the source. A change the service desk makes in TOPdesk is overwritten by the next import. Agree that corrections are made in AFAS.

Match on employee number, not email

The email address often doesn't exist yet when the employee is created in AFAS. And the AFAS Entra ID integration clears the email address in AFAS when someone leaves, at exactly the moment TOPdesk needs to archive the person. So use the employee number as the unique key.

Branch is mandatory

TOPdesk won't import a person without a branch and creates branches during the person import. Record which work location or employer in AFAS belongs to which branch, so a typo doesn't create a new branch.

Only what the service desk needs

Operators see the person card. So don't put more on it than necessary: no date of birth, home address, BSN (Dutch citizen service number) or contract details. That's data minimisation under the GDPR, and it keeps the GetConnector small.

How we build an integration

  1. What goes where

    Which data moves, in which direction, and which system wins when two values differ. That is written down before anything gets built. For this integration, that means: Employees as persons, Departments and branches, Onboarding request, Leavers and equipment return, Status back to HR.

  2. Fields and rules

    For every field, how it translates between the systems: statuses, VAT codes, general ledger accounts, item numbers. And what happens with a duplicate or a missing value. For this integration, that means: AFAS leads, Match on employee number, not email, Branch is mandatory, Only what the service desk needs.

  3. Testing with real cases

    In a sandbox or test administration, with the exceptions you actually run into: credit notes, partial deliveries, changed customer details.

  4. Live, with logging and monitoring

    Every sync is logged, and when something fails, someone gets an alert. If a vendor changes its API, we update the integration.

The Your Tech Club team at the office in Amsterdam
Amsterdam
Who you'll talk to

No account manager. You talk to someone who builds integrations themselves, and who will tell you when a standard integration is enough.

Joey van VlietJoey van VlietFounder
Yassine SeghrouchniYassine SeghrouchniFounder
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Frequently asked questions

Is there a standard integration between AFAS and TOPdesk?

Yes. TOPdesk offers its own AFAS integration in the Marketplace that prepares data from a GetConnector as CSV and imports it into TOPdesk. It works in one direction, from AFAS to TOPdesk. There are also solutions from partners.

Which AFAS data does TOPdesk need?

For persons: name, employee number, email, job title, department, branch and manager. Plus the departments, branches and, if you use them, cost centres as budget holders. Date of birth, home address, BSN and contract details don't belong in it.

What happens in TOPdesk when someone leaves?

With an integration, the person is archived on the end date, so the history of their tickets is kept. The TOPdesk import can archive cards that are no longer in the source. If you also want a change to collect equipment, you need an extra step.

Can a new employee in AFAS automatically start a request in TOPdesk?

Yes, but not with an import alone. An integration reads the new employee from AFAS and creates a change with the right tasks through the TOPdesk API. Job title and department determine which tasks it contains.

What if Entra ID also adds persons to TOPdesk?

Then choose one source per person, or a key that exists in both, such as the employee number. Otherwise you get duplicate cards. A logical split is employees from AFAS and external staff from Entra ID.

Related services

AFAS Profit integrationDutch ERP and HR suite from AFAS that brings HR and payroll, finance, sales, purchasing and projects together in one environment.TOPdesk integrationService management software for service desks, with incidents, changes, assets and a self-service portal.What does an integration cost?Get an estimate in two minutes
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Sources

The technical facts on this page come from the vendors' official documentation, checked on 19 September 2026. Vendors change their APIs and limits; when we build an integration, we always check the current state.