The Netchex integration connects Inn-Flow Labor to Netchex – an outside payroll and HR provider – so payroll processing runs automatically without manual data entry. Once connected, time and attendance data (T&A – the hours and punches your employees record) flows from Inn-Flow into Netchex, and employee demographic changes flow from Netchex back into Inn-Flow. This streamlines labor management, improves payroll accuracy, and saves time.
Key Features
Automated payroll data transfer: Time and attendance data is sent to Netchex when you export payroll, so processing stays accurate and efficient.
Field mapping flexibility: Map pay codes, rates, your Chart of Accounts (COA), and other details so payroll data is formatted correctly for Netchex.
Employee demographic import: When demographics or employment status change in Netchex, the update is pushed to Inn-Flow – creating new users, deactivating former ones, and keeping existing users in sync.
Property sync: After Inn-Flow creates an entity (an entity is a hotel or property record in Inn-Flow) for you, adding or removing properties syncs automatically and begins sending their T&A data to Netchex.
What the Integration Does
The integration makes Netchex the system of record for all payroll employees and automatically sends their demographic information to Inn-Flow. This removes the need to update user details in both systems. Inn-Flow remains the system of record for rates, time, and attendance. When payroll is exported from Inn-Flow, it is sent into Netchex automatically – no file to download or upload.
To create or update a user in Inn-Flow who is paid through Netchex, manage their profile in Netchex; their information flows into Inn-Flow automatically. Employees who are exempt from payroll (such as contractors or other non-payroll users) are still managed directly in Inn-Flow. |
Fields Synced and Mapped
Sent from Inn-Flow to Netchex during export:
Entity information, including the Company ID (also called the Client ID).
Employee information: Netchex Employee Code and User Mapping ID.
Time and attendance data.
Pay rates – rates are set exclusively in Inn-Flow and are sent to Netchex when payroll is exported.
Synced from Netchex to Inn-Flow:
First name and last name
Date of birth (DOB)
Employee Type
Social Security Number (SSN)
Hire date
Employee Hire ID (EHID) – this grants the employee access to the matching property in Inn-Flow
Email address and phone number
Payroll ID – the unique Netchex identifier for an employee
Mapped manually in both systems: These fields must be mapped by hand. Skipping them results in inaccurate payroll, failed exports, or users that fail to sync.
Pay Codes: Map Inn-Flow pay codes to the matching Netchex codes, and update the mapping whenever you change codes in Netchex.
Chart of Accounts (COA): COAs must match in both systems or payroll will fail to export. Every position must have a unique COA.
Social Security Numbers (SSN): During the first sync, every Inn-Flow user must have an SSN that matches an employee in Netchex – this is how the initial user match happens. After that, new users created in Netchex send all information, including SSN, automatically.
Before You Begin: Setup and Planning
Give yourself one to two weeks of lead time to configure and test before activating the integration for live payroll. Configuration is straightforward, but accuracy matters. Start by gathering setup information from Netchex:
Collect all pay codes from Netchex (for example: R = Regular Hours, OT = Overtime Hours, ChTips = Cash Tips). You'll map these to your Inn-Flow pay codes.
Get the Company ID and Company Code for every property. Company IDs are typically 5-digit numbers (for example, 19555); Company Codes are typically 3-character alpha codes (for example, ZOA).
Confirm employee data in Netchex is accurate (names, phone numbers, SSNs). Netchex overwrites Inn-Flow demographic data when the integration is turned on. Check name spacing (Da Silva vs. Dasilva) and hyphenation (Johnson-Smith vs. Johnsonsmith).
Ensure all COA codes match between Inn-Flow and Netchex.
Optional: Make each property's 3-character Netchex code mirror its Inn-Flow counterpart so it's easy to see what data is flowing where.
Optional: If Netchex uses division codes, map them in Inn-Flow. Division codes are a 3-character alphanumeric shorthand for properties, used mainly when employees are shared across properties so pay can be allocated back to the home property. Inn-Flow recommends matching them to your property codes for clarity.
Next, build a test plan:
Choose a test property that uses all your pay codes and has accurate, up-to-date employee and punch data.
Pick a test date that gives you time to monitor activity in both systems and export a sample payroll.
Open a support ticket ([email protected]) or email your Inn-Flow implementation manager and copy your Netchex project or account manager. Tell both parties you want to activate the integration for a test property on a specific date, and include the test property name, Inn-Flow EHID, Netchex Company ID and Company Code, desired test date (allow one week lead time), and Netchex pay codes.
Confirm Inn-Flow has added the Company ID to your subscription before proceeding.
Configure the Integration
Before you begin, make sure you do not need to export payroll before your test date. If you do, wait until that payroll has been exported before configuring, or your export may have issues. |
In Inn-Flow, navigate to Labor, then Payroll Processor.
On the Payroll Export Recipient tab, set the Company Code for each property you're activating to its Netchex Company Code (not the Netchex Company ID).
Change the Payroll Export Format to Netchex for those properties.
Open the Payroll Export Code Mapping tab and set the Select Export Format field to Netchex.
In the Export Code column, map each Netchex pay code to the matching Inn-Flow code so Inn-Flow data translates to the correct Netchex fields on export.
Uncheck the Add to Export box for any codes you don't want to send.
In the Field Mapping section, map Inn-Flow's time and attendance fields (such as Employee ID, Hours Worked, and Pay Rate) to their Netchex counterparts.
Double-check every code for correct capitalization and spacing, with no accidental trailing spaces.
Mappings save automatically. To confirm, navigate away from the page and back; if they persisted, you're ready to test.
Test, Launch, and Maintain
Before going live, confirm three things work: new users sync from Netchex to Inn-Flow, existing users update in Inn-Flow, and payroll exports successfully from Inn-Flow to Netchex. Coordinate the activation date with both Inn-Flow and Netchex, then:
New user sync: Create a test employee in Netchex with full demographics (use a fake SSN). After a few minutes, check Administration, then Users in Inn-Flow. Open the user, go to the Labor tab, and confirm a value appears in the Payroll ID field under Entity-Wide Settings.
Existing user sync: Open a user who existed before activation and is on payroll (exempt and contract users are not updated by Netchex). Confirm they also have a Payroll ID on the Labor tab.
Payroll export: Navigate to Labor, then Payroll, choose the test property and a past pay period with full data, confirm a matching pay period exists in Netchex, and click Export Payroll. A success message confirms the connection; copy any errors into a support ticket.
For detailed testing steps, see the article on testing the time and attendance integration. Once tested, repeat the activation steps for any additional properties. From then on, Netchex creates, deactivates, and updates users automatically, and Inn-Flow syncs T&A data whenever you export payroll after a pay period ends. Payroll-exempt and contract users must still be created in Inn-Flow directly.
Review your integration settings regularly to confirm data transfers correctly.
Revisit the Field Mapping section whenever you add employees or make organizational changes.
To pull Netchex payroll data into Inn-Flow Accounting, email [email protected] and ask them to create a custom export.
For ongoing help, contact the Inn-Flow or Netchex support teams.
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