This guide explains the complete functioning of the Coolblue integration in RewardFlex, from the activation by the employer to the order and delivery of the equipment for the employee.
🔛 Activation of the service (employer side)
Setting up the Coolblue integration:
1️⃣ During the configuration of your Cafeteria plan or in your settings in RewardFlex, you activate the Coolblue integration service.
2️⃣ A confirmation appears in RewardFlex and a notification is automatically sent to Monizze Operations.
👉 This activation triggers the onboarding process, without any further immediate action on your part.
💻 Onboarding with Coolblue
Creation of your webshop environment:
1️⃣ The Monizze Ops team collects your administrative information:
company name
contact details
address
VAT number
contact person
2️⃣ Monizze Ops contacts Coolblue to request the creation of your customer account.
3️⃣ Coolblue contacts you directly in order to:
create your Coolblue customer account,
define the eligible products,
establish the contractual agreements.
4️⃣ Coolblue then provides Monizze Ops with:
a Company ID,
dedicated webshop links (one per category: smartphone, tablet, computer).
5️⃣ This information is registered in RewardFlex.
👉 Once this step is completed, the service becomes accessible to employees.
👥 Starting a purchase (employee side)
Direct access to Coolblue:
1️⃣ The employee logs in to RewardFlex and goes to the IT equipment purchase section.
2️⃣ They choose a product category:
smartphone
tablet
computer
accessories
3️⃣ They are automatically redirected to the Coolblue webshop dedicated to their company, with only the authorised products.
4️⃣ The employee selects their equipment and finalises the order on Coolblue → the order is created in "draft" status.
Once the draft is completed, they are redirected to RewardFlex. The employee has 24h to validate their order in RewardFlex.
✅ Retrieval and validation of the order
Automatic checks by RewardFlex:
1️⃣ RewardFlex automatically retrieves the order data:
product type
description
price
order reference
2️⃣ RewardFlex carries out several checks:
available budget,
limits per device type (e.g. max. smartphones, tablets, computers).
3️⃣ If a check fails:
the order is automatically cancelled,
the employee receives an explanatory notification.
4️⃣ If everything is compliant, the order moves to the status "awaiting employee confirmation".
👥 Confirmation by the employee
Final validation of the purchase
1️⃣ The employee consults their order in RewardFlex with:
the price,
their remaining budget,
their device quotas.
2️⃣ They can:
✅ confirm the order,
❌ or cancel it
3️⃣ In case of confirmation:
the amount is deducted from their cafeteria budget
the status changes to "confirmed".
4️⃣ In case of cancellation:
no impact on the budget,
the Coolblue order is cancelled.
📦 Processing and delivery
Finalisation on the Coolblue side
1️⃣ RewardFlex confirms the order with Coolblue.
2️⃣ Coolblue processes the order and organises the delivery directly to the employee.
💰 Billing & payroll
Billing
Coolblue invoices the company monthly, outside RewardFlex.
Payroll export
Each purchase automatically generates:
General export: cost + BIK included,
Payslip export: only the BIK line visible on the employee's payslip;