◉ 3 examples from practice

Automating payroll
Payroll, retrospective calculations and filing without detours

Payroll is the process with the highest risk: a mistake costs not only time but trust. It is also the area where the most is transferred by hand. Movement data in, payroll results out into the file.

Discuss your workflow Calculate your savings

40 % less manual work per payroll run measured in one rollout

3 daysbefore, per run

4 hrsafter

0retrospective calculations from typing errors

“With HR-Autopilot we made our payroll processes considerably more stable. Integrations that used to be maintained by hand now run automatically and securely.”

Benedikt KöhlerHR IT Systems Specialist, GEMA

The starting point

What payroll
costs in time today.

Movement data is gathered from several systems

Payslips are downloaded, renamed and filed one at a time

Retrospective calculations over several months mean rework in every system

You cannot tell where a payroll run stands without asking

Programmes involved

These are the systems
tied to this area.

All already connected. If yours is missing, we build the integration at no extra cost, on average within three days.

DATEV Sage P&I LOGA SD Worx Guidecom lexoffice SwissSalary

Is your programme included?

Three examples

Simple, medium
and genuinely complex.

All of them examples from live operation. What gets built is whatever comes up in your work.

SimpleA few steps, ready straight away

Payslips into the employee file

TriggerThe payroll run has finished

Fetch the document
Assign it to the person
File it in the record

ResultNo sending by email, no filing by hand.

MediumWith conditions and approvals

Preparing the payroll run

TriggerThe cut-off before the run

Check joiners and leavers
Hand over the changes
Reconcile the absences
Load the one-off payments
Report completeness

ResultPayroll starts with complete data instead of a list of queries.

ComplexBranches, deadlines, several systems

Retrospective calculation over several months

TriggerA backdated contract change

Determine the period affected
Save the old values
Calculate the differences month by month
Reassess social insurance
Check the tax treatment
Generate the correction returns
Document the result

ResultRetrospective calculations over six months, traceable down to the individual pay type.

The exceptions

And what about
the special cases?

That is the question most automation projects fail on. With us the exceptions get built in, not left out.

Backdated payments from a collective agreement

Payroll when someone moves entity mid-year

One-off payments taxed differently

Each of these cases can be mapped in the builder as its own branch, with a condition, an approval and a different route. Without a line of code.

Common questions

What we are asked about payroll
most often.

How do the payslips get into the digital employee file?

The workflow collects them after the payroll run, names them to your scheme and files them in the right person’s record. At GEMA that cut the manual effort by 40 per cent.

Is the connection to payroll secure enough for salary data?

The connection can run over VPN, as it does at GEMA between P&I LOGA and Guidecom. Data is only passed through, never stored permanently.

What happens with a retrospective calculation over several months?

The workflow recognises the backdating and triggers the retrospective calculation in the payroll system. The corrected results then move back into the record.

Can we run DATEV and Sage side by side?

Yes. Several payroll systems side by side is not unusual, after an acquisition for instance. The workflow decides per entity where the data goes.

Other areas