Loket Integration: Sync payroll documents – Personio

To use the Loket integration, your company needs a legal entity based in the Netherlands. 🇳🇱

This article explains how the integration automatically retrieves payslips, annual statements, and key payroll reports from Loket directly into Personio. You can then share them to your employees' Personio profiles.

Sync documents automatically

The document sync requires minimal action from you.

You approve payroll in Loket: The process begins when your Payroll Administrator finalizes and approves a payroll run in Loket. The integration only syncs documents from final runs and ignores draft documents.
The integration fetches documents automatically: Once the run is approved, the integration automatically retrieves all final documents, from employee payslips to company-wide reports.
Documents arrive in Personio: The integration automatically organizes the fetched documents in Personio. You can find them under Payroll > relevant legal entity > Documents, grouped by the relevant pay period.

Share documents with employees

While company-level reports remain in the Payroll Hub for your records, you can share employee-specific documents (like payslips and annual statements) to their personal Personio profiles.

To share documents in bulk:

Go to Payroll > Loket > Documents for your Loket-enabled legal entity.
Click the pay period you want to share documents for.
Select the checkboxes next to the employee documents you want to share.
Click Share. The selected documents are sent to the Documents tab of the relevant employees' Personio profiles.

Note:
The Share button only appears when you select employee documents. If you select no documents or any company-level reports, Personio hides the Share button, as you can't share these documents to individual employee profiles. You can unshare documents when needed.

Understand which documents are synced

The integration retrieves two categories of documents from Loket:

Employee documents (can be shared)

These documents are intended for individual employees and you can share them to their Personio profiles.

Document Name	Document Name NL 🇳🇱	Type	Format
Payslips	Loonstroken	Employee documents	PDF
Annual statement	Jaaropgave	Employee documents	PDF

Company and accounting reports (for your records)

These documents are for your company's internal use and remain in the Payroll Hub.

Document Name	Document Name NL 🇳🇱	Type	Format
Wage sheet	Loonstaat	Payroll reports	PDF
Wage sheet	Loonstaat	Payroll reports	XLS
Default set	Standaardset	Payroll reports	PDF
SEPA payment file	SEPA-betaalbestand	Payroll reports	XML
Non sepa	Non sepa	Payroll reports	XML
Payroll results	Loonresultaten	Payroll reports	XLS
Payment summary	Betalingsoverzicht	Payroll reports	PDF
Payroll report	Runoverzicht	Payroll reports	PDF
Payroll report	Runoverzicht	Payroll reports	XLS
Payroll index	Standenregister	Payroll reports	PDF
Signals	Signalen	Payroll reports	PDF
Payroll wage tax declaration	Overzicht Loonaangifte	Payroll reports	PDF
Message	Bericht	Payroll reports	XML
Tax Return - SEPA payment file	SEPA-betaalbestand Loonaangifte	Payroll reports	XML
Journal	Journaal	Accounting reports	PDF
Extensive journal	Journaal uitgebreid	Accounting reports	CSV
Journal per employment	Journaal per dienstverband	Accounting reports	CSV

Handle special scenarios

The integration handles common payroll complexities automatically.

Handle corrections and retroactive payslips

It's common for an error in one month's payslip (for example, January) to be corrected in a future pay run (for example, February). The integration handles this automatically.

What happens: When the February payroll is finalized, the integration retrieves 1 payslip file for February. The file contains 2 pages:

1 page for the standard payslip for February.
1 page for the new, corrected payslip for January.
Both documents appear together as 1 file in the February pay period folder in the Documents tab, ready for you to share.

Handle multiple employments or pay runs

If an employee has multiple active employments or if you process an extra pay run within the same period, Loket can generate multiple documents of the same type.

To prevent confusion, the integration automatically renames the files by appending a unique identifier (like the income number or pay run number) to the document name.

Review Loket’s payroll documentation

Find annual statements

Loket generates annual statements (Jaaropgave) for a given year after that year is officially closed (typically in January of the following year).

The integration makes these documents available in the January pay period of the following year. For example, the 2024 annual statements for all employees are available to share from the January 2025 folder in your Documents tab.

Understand special documents: Signals and Extensive Journal

Signals: This document is only generated if a payroll run in Loket completes successfully but has warnings. It provides details on those warnings for your Payroll Administrator to review.

Extensive Journal (Journaal uitgebreid): The integration doesn't generate this detailed accounting report automatically. Your Payroll Administrator needs to manually generate it in Loket for a specific period first. Once they do, the integration automatically retrieves it and makes it available in Personio.

Next steps

Learn to run your monthly payroll with the Loket integration.