RefundFox

 

In this article, you will learn how to integrate RefundFox' software with Personio. In the following, you will get an overview of all necessary prerequisites and instructions for setting up the integration via the Personio employee data API.

Please notice, that RefundFox provides the app only in the German language.

 

What is RefundFox?

RefundFox enables a simple and efficient process for business travel and expense reimbursement.

With the mobile app, receipt information can be automatically recognized, no typing is required. The creation as well as the submission of the expense report - including the calculation of all per diem rates - are paperless and can be done within minutes.

Submitted reports will be available for preapproval and accounting procedures in the company portal immediately. The process is fully digital and GoBD-compliant.

 

How can I set up the integration of RefundFox and Personio?

Starting with the Essential Plan, you can connect one integration partner of your choice. If you would like to use more than one integration partner, this is possible from the Professional Plan onwards.

To set up the integration of RefundFox and Personio you need the following information from your Personio account:

  • Client ID
  • Client Secret

1.  Get the Client ID and Client Secret, navigate to Settings > API > Credentials. Select Generate new credentials.

API_credentials.png

Then the download of a file containing your credentials for the interface starts automatically.

API_Credentials.png

Please note that the Generate new credentials command invalidates your previous credentials.

2. In Personio, switch to Settings > Employee Information > Personnel Information.

Personio_Screenshot_2_en-us.png

 

3. Create a new attribute via Add an attribute. You will be able to see and edit this attribute later in the list of your employees. Choose the following values for the new attribute:

  • Name: RefundFox (Note upper/lower case)
  • Type: List of options
  • Values of the selection list: "yes", "no", "empty"

 Personio_Screenshot_3_en-us.png

 

4. In Personio, switch to Employees. You will now see the attribute RefundFox in the list. Select a staff for which you want to activate RefundFox.

Change the field for RefundFox for this employee to "yes". You can later set this up for all employees. Please note the following settings:

  • "yes" - RefundFox is activated for the employee. He or she will receive an invitation to install the app, which is connected to the RefundFox company portal.
  • "no" - An employee, for whom a “yes” was previously selected, will be deactivated from RefundFox. He or she will be no longer able to submit expense reports to the RefundFox company portal.
  • "empty" or “not maintained”- No settings are made in RefundFox for this employee.

Examples for setting changes:

  • "empty" → "yes": The selected employee will be invited to RefundFox.
  • "yes"→ "empty": No action will be triggered.
  • "yes" → "no": The employee will be deactivated for RefundFox.

 

Personio_Screenshot_4_en-us.png 

5. Switch to your RefundFox company portal

6. Open Interfaces > Personio 

7. Enter your client_id and client_secret from Personio, activate the interface and save.

RefundFox_Screenshot_1_en-us.png

 

8. You will now see a preview of the data that are pending for transfer to RefundFox. If you have changed an employee’s setting to "yes" at step 4, this person will now appear on the left of the list of persons to be activated.

RefundFox_Screenshot_2_en-us.png 

9. Click on "Take over data now". This executes the pending actions and, as the example, invites the employees to RefundFox. You will see the invitations under Users/Invitations after a few seconds.

10. If you would like to have RefundFox take over the data from Personio automatically in the future, you can select the "Automate interface" button and save this setting. The RefundFox portal will then transfer the data from Personio once an hour and activate or deactivate users accordingly.

RefundFox_Screenshot_3_en-us.png  

What data will be transferred?

When RefundFox and Personio are integrated, the e-mail address and the newly created RefundFox attribute of the employee will be transferred. The employee will then receive an invitation e-mail.

 

What are the costs?

You can start a free four-week test phase here. After the testing period is over, the price for the business solution is 8 € per user / month.

The integration to Personio is free of charge.

 

Who do I contact at RefundFox?

You can contact RefundFox at support@team.refundfox.com. For further information please click here. The RefundFox team is happy to help you with any questions or problems you may have.

 

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