Industry:
BPO
Department:
HR
Process:
Payroll Processing
90%
reduction in financial leakages
75%
turnaround time reduction
100%
accuracy achieved
Client Overview
Our client is a leading business solution provider serving Indian and global markets. They specialize in multiple business lines including Project Management, Back Office Services, Customer Experience, HR services, and BPO-BPM operations. Managing payroll for multiple clients simultaneously, they needed a solution to address critical financial leakages and operational inefficiencies.
The Challenge
As a multi-client BPO service provider, the client faced significant challenges in their payroll processing operations. Managing payroll for numerous clients, each with unique requirements and data sources, created critical financial and operational risks.
The manual process of collecting attendance data from eight different sources daily, applying client-specific rules, and generating accurate payroll calculations was overwhelming the team. Each source had its own format and validation requirements, making reconciliation complex and error-prone.
The most critical issue was financial leakages of 13-15% every month. These leakages stemmed from errors in attendance tracking, incorrect application of pay rules, missed deductions, duplicate payments, and reconciliation gaps between systems.
Key issues in the earlier process:
- High financial leakages of 13-15% monthly due to errors in data consolidation and payroll calculations
- Manual data collection from eight disparate attendance systems consuming significant time
- High error probability in reconciliation across multiple formats and validation rules
- Complex application of varied client-specific logic and rules
- Manual incorporation of mid-month attendance corrections
- Delayed payroll processing impacting client satisfaction
- Limited real-time visibility preventing proactive issue resolution
The Solution
RPATech deployed a customized RPA solution that transformed the client’s payroll operations from manual, error-prone processes into a seamless automated workflow. The intelligent automation handles the entire payroll lifecycle from daily attendance collection through final payroll generation and distribution.
Key aspects of the solution:
- Automated data integration fetching employee attendance daily from all eight sources
- Intelligent rule engine applying client-specific policies to consolidated attendance data
- Daily automated sharing of attendance reports via email for stakeholder review
- Dynamic incorporation of mid-month attendance corrections and adjustments
- Automated month-end consolidation with complete audit trails
- Payroll generation referencing validated monthly attendance data
- Secure automated distribution of final payroll to financial stakeholders
The Outcomes
- Achieved 90% reduction in financial leakages, transforming a critical financial risk into a controlled process
- 100% accuracy in attendance reconciliation and payroll calculations
- 75% reduction in turnaround time, enabling faster payroll cycles
- Real-time visibility giving stakeholders the ability to monitor and address deviations proactively
- Resource optimization allowing the team to focus on strategic client relationships
- Enhanced compliance with reduced risk of payroll errors
- Improved client satisfaction through consistent, timely, and accurate payroll delivery
