Integration reference guides
Payroll Integration Data Contract and Handoff Guide
Define the system boundary, identifiers, payroll fields, responsibilities, and acceptance checks for a Hirebase payroll handoff without assuming an undocumented vendor interface.
Explore 20 questionsThe short answer
What matters for your decision
Hirebase describes REST APIs, webhooks, CSV/XLSX exchange, and payroll connection targets including ADP, QuickBooks, Paychex, and the product label CFS. This guide focuses on the data contract all parties should agree before relying on a handoff. It does not expand CFS into a vendor identity or assume field mappings, retries, or a certification that the public materials do not establish.
Draw the system and responsibility boundary
Hirebase records operational attendance, supports three adjustment queues, calculates wages, and hands results to a payroll provider. The receiving provider processes and disburses wages; Hirebase does not file statutory forms. Write down which system owns each step and decision before discussing transport.
Define records, identifiers, and field ownership
For each worker, shift, pay period, job, and pay element, name the source of truth, stable key, required fields, allowed values, and correction owner. These are proposed implementation requirements; the public pages do not provide a universal field-level integration schema.
Choose REST, webhook, or file exchange
Hirebase's integration page describes REST APIs, webhooks, and CSV/XLSX exchange. A file may support a controlled batch, while an API or webhook may fit an event-oriented workflow if both sides support it. The guide does not claim any particular endpoint, event, or schedule is prebuilt.
Make acceptance measurable
Agree normal and exception test cases, record counts, total-value reconciliation, duplicate handling, rejected-row ownership, replay rules, audit trail, cutoff, and support escalation. These are proposed operating checks that should become written acceptance criteria for the chosen connection.
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Questions, answered
20 of 20 questions
What does Hirebase publicly document for data exchange?
The integration page describes REST APIs, webhooks, and CSV/XLSX exchange, with some connections scoped per deployment.
Link to this answerWhich payroll connector labels does Hirebase name?
Product materials identify ADP, QuickBooks, Paychex, and CFS. The CFS label is not expanded here because its exact identity is not established.
Link to this answerDoes Hirebase publish a universal payroll schema?
No. The public integration page does not provide a universal field-by-field payroll schema. Define the mapping for the selected provider and workflow.
Link to this answerShould payroll data include approved time only?
Hirebase describes wage calculation from attendance and approved time. Define precisely which approved records and calculated values are included in the proposed handoff.
Link to this answerWhich identifiers should the data contract include?
Consider stable employee, company or legal entity, pay period, shift, job, and location identifiers. Confirm which are actually required by the receiving provider.
Link to this answerWho owns employee identifiers?
The organization should assign a source-of-truth owner and document how mismatches, duplicates, new hires, and terminated records are resolved.
Link to this answerDoes a webhook guarantee immediate payroll updates?
No. The Hirebase page lists webhooks as an approach but does not establish an event catalog, delivery timing, or a specific payroll webhook implementation.
Link to this answerWhen might CSV or XLSX exchange be appropriate?
A file handoff can fit batch workflows or a receiving system without a practical API path. Agree the schema, schedule, secure transfer, validation, and reconciliation.
Link to this answerWhat must an API contract specify?
As proposed requirements, document endpoints, version, authentication, request and response fields, permission scope, limits, error handling, ownership, and support.
Link to this answerShould payroll include job or cost-center fields?
That depends on provider setup and accounting needs. Identify the required coding dimensions and test them with the payroll owner.
Link to this answerWho corrects a rejected payroll row?
Name an owner for source correction, a separate reviewer if required, and the person responsible for resubmission and reconciliation.
Link to this answerDoes Hirebase document automatic retries?
No retry policy is specified in the cited public integration material. Agree retry limits, duplicate protection, alerting, and manual replay during implementation.
Link to this answerHow should a payroll handoff avoid duplicate payments?
Define a unique batch or period key and controls for replay and correction, then test repeated delivery with the receiving-system owner. This is a recommended acceptance check, not a stated Hirebase guarantee.
Link to this answerWhat records should reconcile at acceptance?
Compare source approved records, transferred row counts, calculated totals, and destination accepted or rejected results for the same population and pay period.
Link to this answerShould corrections overwrite original attendance?
Keep the operational decision and source history reviewable. Agree whether a correction is represented as an approved adjustment, replacement, or downstream correction in the data contract.
Link to this answerWho files statutory payroll forms?
Hirebase states that it does not file statutory forms. The employer and its payroll or tax provider own filing responsibilities.
Link to this answerDoes the payroll provider receive net pay from Hirebase?
Hirebase describes wage calculation and handoff, but does not establish a universal gross-to-net payload. Confirm the exact amount and processing boundary.
Link to this answerWhat should be included in a test batch?
Include normal shifts, an approved correction, a missing identifier, a job change, a rejected destination record, and a controlled repeat so exception and replay behavior can be reviewed.
Link to this answerAre external vendor API docs enough to approve the integration?
No. They establish what the vendor interface can do, not Hirebase implementation, account entitlement, field mapping, or operational acceptance.
Link to this answerWhen is the data contract ready for sign-off?
It is ready when system owners approve field definitions, direction, cadence, access, normal and exception tests, reconciliation, support, and change responsibilities.
Link to this answer