Restaurant POS Integration: How to Connect Your POS to Payroll and HR

With data integration, time and attendance summaries and tip and commission totals move from your restaurant POS into your core HR or payroll app automatically, and work schedules, new hires, and employee updates travel the other way. The sync runs over API or file transfer, depending on your POS system. Flexspring builds the integration to match your custom fields and business rules, then hosts and monitors it.

You decide which information you want to sync, and a data integration expert like Flexspring maps every field between the two systems and builds the connection. Custom integrations by Flexspring include unlimited custom fields and unlimited business rules. There is nothing for your team to install or maintain. Depending on your POS system, the sync runs over a near real-time API-to-API connection or over file transfer.

With data integration, time and attendance summaries sync from your POS, including vacation and leave time, along with tips and commissions for hourly and salaried staff. Work schedules reach the POS daily for the next two to three weeks, and new hires and employee updates travel in either direction. You can also add one-time payments, banking and tax, expense management, learning management, equity systems, background checks, and assessments.

Flexspring builds, hosts, and monitors the connector. A custom integration of the Flexspring connector for your POS system with an HR app goes live in 6-8 weeks, depending on complexity, after mapping and API access requirements are met. Custom integration by Flexspring includes unlimited custom fields and unlimited business rules. Flexspring does all the data mapping, so no internal IT resources are needed.

Flexspring does not store employee data beyond temporary transaction logs, and does not require anyone to handle the data manually. Flexspring meets SOC 2, GDPR and ISO 27001 standards.

No internal IT resources are needed to create your data integration. Flexspring’s team builds the integration to your requirements and monitors it afterwards, including handling API changes from either vendor. Your part is deciding which use cases you need and confirming Flexspring’s recommendations for how your fields should map.

With data integration, when a server clocks out, their hours and tips reach your core HR or payroll app automatically — nobody retypes them off a printed report or manually uploads files. Calculating and distributing tips by hand is slow and exposes a restaurant to real payroll risk, and automating it removes both. Peterson Management Group saves more than 500 hours a year.

The best way to connect your restaurant POS to your HR app depends on your data and business requirements. A standard connector can work for simple data flows, while custom fields and unique business rules require a tailored integration. If you go the custom route, you can build the integration yourself or choose a managed integration like Flexspring’s — built and maintained for you, which is typically faster and cheaper.