As businesses grow, HR and payroll become more complex. ProcessWare, a custom ERP user for HR, Finance, and Projects, needed a better way to manage employee data, attendance, payroll, and performance. Keka HRMS was chosen to fill that gap.
The goal? Seamless, automated integration between ProcessWare ERP and Keka to centralize HR operations and reduce manual work.
What’s Being Integrated?
| Function Area | Integration Type | Details |
|---|---|---|
| Employee Data (HRIS) | Two-way | Sync employee personal & job info in real-time |
| Attendance & Time | One-way (either direction) | Biometric or swipe logs → Keka; or Keka time data → ERP |
| Payroll | One-way (Keka to ERP) | Pull salary data, components, final pay register |
| Expense Claims | Two-way | Keka expenses → ERP, or external tools → Keka |
| Project Allocation | Two-way | Push projects from ERP to Keka; track employee hours |
How Does It Work?
Keka offers secure, REST-based APIs for each module. Depending on your ERP capability, you can:
-
Use API-based sync (recommended)
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Or opt for SFTP/Email-based CSV sync (for limited ERP setups)
API Docs: developers.keka.com
Integration Highlights
1. Employee Master Sync
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Real-time update of employee profiles, job roles, cost centers
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Supports custom fields (e.g., Vendor ID, Location Code)
GET Employee Details and Update Employee Job Details.
2. Attendance Integration
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Send raw logs from ERP (e.g., biometric) to Keka
Push Attendance - Base URL device identifier attendance API Key will be shared Keka Team
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Or pull processed shift/leave/attendance data into ERP from Keka
3. Payroll Integration
- Case 1- Processing payroll on Keka and pull finalized payroll with component breakdown (Basic, HRA, Bonus, etc.) to ERP
Get Finalized Pay Register , Get Financial Details - Case 2- Pulling all components, finance details of employees from keka to ERP
- Get all Salary Components, Get financial details of all employees. etc
- Note: ERP handles total calculations per cost center and the Salary processing
4. Expense Claims
- Use Case A: Claims initiated in Keka can be seamlessly transferred into the ERP system using the Get Expense Claims functionality.
- Use Case B: Expenses generated from third-party expense management tools can be easily imported into Keka through the Add Expense feature.
5. Projects & Resource Allocation
- Push projects to Keka
Create a Project - Assign employees and track billable hours
Add a Project Allocation. - Manage Timesheets from Keka to ERP
- All time entries are collected on Keka and ERP can pull it via Get project timesheet entries.
- In case ERP collates the time entries, the same can be pushed to Keka via Add project task timesheet entries.
6. Custom Field Support
- Keka supports custom fields (e.g., Vendor Code, Residential Zone) that can be used in integration logic and accessed via API for both read and write operations.
- These details can be pulled from Keka via Get all Employees API and pushed via Update employee job details
7. Smart Sync Configuration
- Two-way sync for HRIS (employee details)
- One-way sync for attendance and payroll
- ERP can push data to Keka using API
8. Alternative Sync Options
If API isn’t possible, Keka supports:
- SFTP uploads
- Email-based CSV syncs (e.g., new joiners, exits, payroll summaries)
10. Developer-Ready APIs & Test Environment
- Access public docs at developers.keka.com
- Use the sandbox at signup.keka.com for testing integrations.
- Comprehensive response formats, status codes, and retry logic ensure enterprise reliability.
Challenges & Solutions
| Challenge | Workaround |
|---|---|
| Keka gives granular payroll data | ERP does the summation logic |
| ERP needs component-wise values | Supported via script on ERP side |
| Custom field mismatch | Custom fields added in Keka for alignment |
Key Takeaways for Implementation
| Question | Action |
|---|---|
| Where is payroll processed? | If in Keka → use Payroll APIs |
| Need 1-way or 2-way sync? | 2-way only for HR master; others are 1-way |
| Using HR, Finance, Projects in ERP? | Map API usage accordingly |
| API or file-based preferred? | API preferred; fallback: SFTP or email |
Conclusion and Next Steps
Whether you're using a global ERP like Oracle or a custom-built tool like ProcessWare, Keka’s APIs make it easy to streamline HR, Payroll, and Attendance.
Start integrating today:
Explore APIs
Need help? Talk to your Keka CSM or technical consultant.
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