Automation of payroll data preparation with change detection and export
No more manual compilation of payroll data. The system automatically collects information from assignments, invoices, expenses and absences, detects changes compared with the previous month, and generates a ready-to-use export in the format required by the external payroll provider. The monthly payroll process is reduced from days to hours.
Manual compilation of payroll data from multiple sources
An organisation employing several dozen staff across different categories (full-time, part-time, contract) used an external payroll provider to calculate salaries. Every month, the HR department had to manually compile data for each employee: employment category, working hours, rate changes, absences, travel expenses, special allowances and deductions. The data was scattered across spreadsheets, the assignments system, the email inbox and leave requests.
The most difficult part was detecting changes compared with the previous month. When an employee changed employment category, working hours, or started a new type of contract, that information had to be sent to the payroll provider. Without automatic month-to-month data comparison, HR relied on manually reviewing every employee. Missing a change resulted in an incorrect payment and the need for correction in the following month — creating additional work and employee dissatisfaction.
Data on travel expenses and allowances required separate calculation. Allowance rates varied depending on the destination country and trip duration — manual calculation was tedious and error-prone. Exporting data to the format required by the payroll provider involved manually copying entries from a spreadsheet into an XLSX template. The entire process took 2-3 working days and involved two HR employees, who could not focus on other tasks during that time.
Automated payroll preparation with change detection and one-click export
The system automatically collects all data needed for payroll from a single source: employment information, assignments and invoices (the basis for calculation), expenses (travel and direct), absences and leave, as well as any changes to contract terms. A monthly payroll record is created for each employee with a complete summary — HR reviews and approves it instead of compiling everything manually.
The change detection engine automatically compares each employee’s data with the previous month and flags any differences: change of employment category, change in working hours, new absences, new special expenses, rate change. The operator sees a list of all employees on one screen with colour coding — green (no changes), yellow (minor changes), red (material changes requiring attention). This eliminates the risk of missing an important change.
Once the data for all employees has been approved, the system generates an XLSX export in the format required by the external payroll provider — with a single click. Travel allowance calculation is performed automatically based on the destination country and travel duration, in line with current rates. When the payroll provider processes the data, the results are imported back into the system, closing the loop. Automatic generation of contract annexes when employment terms change completes the process — documents are ready for signature without any manual preparation.
Before and after implementation
Concrete automation results
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Book a free consultationEvery month, HR spent two days collecting payroll data — checking category changes, new absences, travel expenses and additional benefits. Now the system gathers everything automatically and highlights what has changed since the previous month with a red flag. Exporting the file for the payroll provider takes one click.
Service organisation, 80 employees, external payroll support
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