Your Tech Club
Book a call
INTEGRATIONSTOPDESK

Connect TOPdesk to your other systems

A service desk only works well if TOPdesk knows who is calling, where that person works and which laptop they have. That data usually lives in other systems. Connect them and a new colleague is ready as a caller on day one, and tickets from email, Teams or monitoring land in the right place straight away.

All integrations
4.8 from 127 reviews
ISO 9001 & 27001
TOPdeskProjects and service
  • Persons goes back and forth with Your other systems
  • Branches, departments, locations and budget holders goes back and forth with Your other systems
  • Operators and their permissions goes back and forth with Your other systems
  • Incidents goes back and forth with Your other systems
Your other systemsSuch as AFAS Profit, Microsoft 365, ChatGPT

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

What you exchange

This is the data organisations most often let flow between systems. Which of it matters to you depends on where work is getting stuck today.

Persons

Callers with name, email, department, branch and manager. The source is usually the HR system or Microsoft Entra ID. Branch is a mandatory field for a person in TOPdesk.

Branches, departments, locations and budget holders

The structure that persons and assets sit in. You use it to route tickets and recharge costs.

Operators and their permissions

Operators, operator groups and their permissions. These can follow groups in Entra ID, so someone who changes team also gets different permissions in TOPdesk.

Incidents

Tickets from email, Teams, a customer portal or monitoring tools. The better the integration recognises the caller and the category, the less first-line support has to retype.

Assets

Laptops, phones and other equipment, linked to the person who uses them. The data comes from device management, such as Microsoft Intune, or from purchasing.

Time spent

For IT service providers: the time logged on incidents and changes, so it can be invoiced.

Popular integrations

For each combination: which data moves back and forth, what the standard integration does and what to watch out for.

Off the shelf or custom

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

What already exists

The TOPdesk Marketplace has free and paid integrations, from TOPdesk itself and from partners. TOPdesk built, among others, an AFAS integration that fetches employee data through a GetConnector and prepares it as CSV for an import, and an integration that makes operator permissions follow groups in Entra ID.

Some of it is built into TOPdesk: the import from Entra ID, email import through Microsoft Graph with OAuth 2.0, and an app for Microsoft Teams that lets operators create a ticket from a chat. For persons, branches and email, that is usually enough.

It stops where TOPdesk has to do something in another system, or where data from several sources comes together. An import reads in one direction: it doesn't create an account and reports nothing back.

When you need custom work
  • Persons come from two sources, for example employees from the HR system and external staff from Entra ID, and need to end up on one card.
  • An approved change needs to trigger something in another system, such as creating an account, and write the result back to the card.
  • Monitoring or a customer portal needs to create tickets with the right caller, category and priority.
  • You're an IT service provider and time spent needs to go to your invoicing.
How it works technically

REST API and OData

TOPdesk has a REST API under /tas/api/ on your own TOPdesk address, with APIs for incidents, changes, assets and supporting files such as persons, among others. For reporting there are OData endpoints. Lists come back in parts; use the start parameter to page through them.

Application tokens

An integration logs in with Basic authentication: the login name of an operator or API account and an application token, previously called an application password. The account needs a permission group with access to the REST API and the use of application tokens. A token has an expiry date, by default one year after creation, and you only see it once.

Imports of supporting files

For persons and structure, TOPdesk has an import wizard. Targets include persons, operators, branches, locations, departments and budget holders. Sources are CSV or Excel, Entra ID, Active Directory, MS SQL and SCIM. You choose a unique key, and decide whether cards that are no longer in the source are archived. An automatic import runs whenever a file with the configured name is uploaded again.

Action sequences and webhooks

With action sequences, TOPdesk makes HTTP requests itself, with GET, POST, PUT, PATCH or DELETE, on an event or from the context menu. A sequence can also be started by a webhook from outside. The request must then include the credentials of an operator with the trigger permission.

AI in between

An integration moves data. In between, AI can read, sort and prepare a suggestion. Where it matters, a person decides.

Pre-sorting tickets

AI can read an incoming ticket and suggest a category, priority and operator group. First-line support confirms or adjusts. Track how often a suggestion is changed, and you'll see where it gets things wrong.

Preparing a reply

Based on earlier, resolved tickets, AI can draft a reply. The operator reads it and sends it themselves. Keep tickets about HR matters out of this step.

What the AI step may see

Tickets contain names, phone numbers and sometimes sensitive details. Give the AI step its own API account with read-only access to the modules it needs, log every call and don't keep ticket text longer than necessary.

Where it goes wrong

No stable key

If you match persons on name or email, you get duplicate cards as soon as someone changes their name or address. Choose a key that doesn't change, such as an employee number or the object ID from Entra ID. TOPdesk also allows a composite key.

The branch is wrong

Because branch is mandatory, TOPdesk imports branches along with persons. If the work location in the source is spelt slightly differently, an extra branch appears unnoticed. Create a fixed mapping table from work location to branch.

Expired tokens and secrets

Application tokens expire after a year by default, and client secrets for the Microsoft integration also have an end date. The integration then stops without anyone noticing. Put expiry dates in a calendar or monitor for authentication errors.

Archiving without a check

An import that archives cards no longer in the source will also archive everyone if the source file is ever half empty. Look at the preview, or build a brake into your integration: stop if far more cards would suddenly be archived than usual.

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: Persons, Branches, departments, locations and budget holders, Operators and their permissions, Incidents, Assets, Time spent.

  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: REST API and OData, Application tokens, Imports of supporting files, Action sequences and webhooks.

  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
  • Office on the Duivendrechtsekade in Amsterdam
  • ISO 9001 and ISO 27001, certified by Kiwa
  • 500 projects delivered
  • 4.8 from 127 reviews
Office +31 (0)20 308 6200Your Tech Club on LinkedIn
Frequently asked questions

Does TOPdesk have an API?

Yes. TOPdesk has a REST API under /tas/api/ with endpoints for incidents, changes, assets and persons, among others. You log in with the login name of an operator or API account and an application token. There are also OData endpoints for reporting.

How do I create an application token in TOPdesk?

For your own account, you do it through My settings; for an API account, on that account's card. The account needs a permission group with access to the REST API and the use of application tokens. You see the token once, and by default it expires after a year.

Can TOPdesk import persons from Entra ID?

Yes. The import of supporting files can use Entra ID as a source; you register TOPdesk as an application in Entra ID for this. You choose a unique key and decide what happens to cards that are no longer in the source.

Does TOPdesk have webhooks?

TOPdesk can send HTTP requests itself with action sequences, for example when a card is created or changed. The other way round, an external system can start an action sequence through a webhook, using the credentials of an operator with the trigger permission.

Is there a standard integration between TOPdesk and AFAS?

Yes. TOPdesk offers its own AFAS integration in the Marketplace. It fetches data through a GetConnector you create in AFAS, places it in TOPdesk as a CSV file and imports it into supporting files or assets. It works in one direction, from AFAS to TOPdesk.

Can AI handle tickets in TOPdesk?

AI can pre-sort tickets and suggest draft replies, but the operator decides and sends. Give an AI step its own API account with only the permissions it needs, and log what it does. Tickets contain personal data, so agree beforehand which tickets stay outside the AI step.

Related services

All integrationsAccounting, CRM, ecommerce, HR and AI assistantsWhat does an integration cost?Get an estimate in two minutesCustom softwareWhen an integration alone isn't enough
Projects and service

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.