HR and Payroll System with Automated Settlements and AI Forecasting
The Challenge
Time-Consuming HR and Payroll Processes and Lack of Personnel Cost Forecasting
The company lacked an integrated HR and payroll management system. Every settlement required manual work across multiple spreadsheets, generating payroll lists took 2–3 days, and the absence of automated personnel cost forecasting made HR budget planning difficult.
Key challenges:
- Manual payroll preparation took 2–3 days per month
- No automated generation of accounting settlements
- Time-consuming creation of bank transfers (CSV format)
- No system for forecasting personnel costs for the following month
- Difficulties managing employment history and data changes
- Manual reminders for employee birthdays and work anniversaries
- No integration with external systems (Multisport, company phones)
The Solution Process
HR System with Automation and AI Forecasting
Implementation of a comprehensive HR and payroll system with automated generation of settlements, payroll lists, CSV transfers, and the use of AI for personnel cost forecasting and automatic notifications about HR events.
Process Mapping and Design Workshops
Conducting workshops with the HR department, mapping the existing HR and payroll process, defining requirements, and preparing a project plan with an implementation schedule
4 weeksArchitecture and Database Design
Designing the database structure (staff, people, settlements, invoices, phones, Multisport, vouchers, logs) and the application schema with views and automations
5 weeksDatabase and View Implementation
Creation of 15+ databases and dedicated views: employee database, contacts, employment history, accounting settlements, payouts, invoices, payroll list, Multisport, gifts and anniversaries
8 weeksProcess Automation and Actions
Implementation of automated generation of accounting settlements, payouts, invoices, payroll lists, and CSV export for bank transfers compatible with mBank format
6 weeksAI Forecasting and Notifications
Deployment of an AI-based personnel cost forecasting system for the following month (by the 25th of each month) and automated notifications for birthdays, work anniversaries, and end of employment
4 weeksIntegrations and Final Testing
Integration with external systems (Multisport, mobile operators), data import from the previous HR software, testing, and HR team training
5 weeksActions Taken
Employee Database with Change History
A central employee database with an employment history mechanism enabling planning of future changes (raises, promotions) with automatic updates on specified dates
Automated Settlement Generation
The system automatically generates accounting settlements based on contract type (employment contract, civil contracts for employees over 26) with conditions for start and end dates
Payroll List and CSV Export
Automatic creation of payroll lists for accounting and generation of bank transfers in CSV format compatible with mBank, with the ability to import data from external software
AI Personnel Cost Forecasting
The AI system analyzes historical data and automatically forecasts personnel costs for the following month (by the 25th), taking into account new hires, position changes, and salary adjustments
Notifications and Benefits Management
Automated notifications for birthdays (30 days in advance), work anniversaries, and end of employment with reminders to cancel Multisport. Integration with Canva for templates
Results Achieved
Key metrics
Settlement Time
Forecast Accuracy
Payroll List Time
Payroll Errors
Business benefits
- Automated generation of all accounting settlements and payroll lists
- AI personnel cost forecasting with 96% accuracy
- Bank transfer export in 5 minutes instead of 4 hours
- Full employment history with the ability to plan future changes
- Automated notifications for birthdays, anniversaries, and benefits
- Integration with external systems (Multisport, company phones)
- Voucher and invoice management with automatic delivery to employees
- Gift dashboard with monthly budgeting
- Data import from external HR software
- Contact and phone number views with change history
Project Gallery
