USE CASE
Payroll Input Consolidation
Leave, absences, hours, and variable pay arrive through emails, spreadsheets, and different systems before payroll close.
In brief. This use case consists of assessing how to: gather inputs, normalize formats, flag inconsistencies, and prepare a controlled payroll input file.
How it works today
Leave, absences, hours, and variable pay arrive through emails, spreadsheets, and different systems before payroll close.
Where time is lost
Inputs arrive in different formats, and errors surface too close to payroll close.
What can be automated
Gather inputs, normalize formats, flag inconsistencies, and prepare a controlled payroll input file.
How a workflow could work
A practical flow takes inputs from the relevant sources, checks them against agreed rules, performs routine actions, and sends uncertain cases to a person.
What still needs a person
HR and payroll validate inputs, resolve discrepancies, and run payroll.
Systems that may be involved
HRIS, time tracking, spreadsheets, and payroll software.
When it is worth assessing
When payroll close receives inputs from several sources that must be checked before processing.
What not to assume
The scope is input preparation and validation, not full payroll processing.
How Smartservices approaches it
We map the existing process, verify data and system access, define controls and a human review point, then scope an integration or automation around the actual workflow.
Questions to ask before starting
Can this work with our current systems?
It depends on available APIs, exports, permissions, and data quality. We check those constraints before choosing an integration.
Will people still review exceptions?
HR and payroll validate inputs, resolve discrepancies, and run payroll.
What is needed for an initial assessment?
A sample of the current inputs, the steps people perform, the systems involved, and the most common exceptions.