HR Workflow Automation

The highest-value HR automation targets share one characteristic: they happen frequently, follow the same steps every time, and currently depend on a person to execute them correctly under competing priorities. Onboarding is typically first, a new hire triggers 20-40 tasks across IT, payroll, facilities, and the hiring manager, and any missed step creates a day-one experience problem. Offboarding is second, access removal and compliance steps must happen on the last day and currently require coordination across multiple systems. After those, leave management (request, approval, balance update, payroll flag) and performance review workflows (scheduling, reminder sequences, submission chasing, result collation) deliver consistent returns. We analyse your current process volume and error rate before recommending what to automate and in what order.

Onboarding automation triggers a structured workflow the moment a hire is confirmed in your HRIS or ATS. The workflow creates the employee record across your systems, sends IT the provisioning request (laptop, accounts, software licences), generates employment documents populated with the hire's details for e-signature, sends the new hire a pre-boarding sequence with day-one logistics, schedules mandatory training completion, and creates onboarding tasks for the hiring manager and HR coordinator with deadlines. Each task has a deadline, an owner, and a completion trigger. HR sees a single dashboard showing every active onboarding and which steps are incomplete. No coordinator manually tracks 15 tasks across 5 systems for each new hire.

We automate the workflow around payroll, not the payroll calculation engine itself (that stays in your payroll provider). What we automate is the data collection and approval chain that currently holds up every pay run, leave balance updates feeding into payroll, manager approval of timesheet exceptions, flagging of employees with missing bank details or expired compliance documents, and the sign-off workflow before the payroll provider file is submitted. We also automate the post-run communication, payslip distribution, payroll exception reports for finance, and variance alerts when a specific employee's pay changes significantly month-on-month. Integration with major payroll providers (ADP, Workday, Paychex, BambooHR, and others) via API or file-based exchange.

HR compliance automation covers the tasks that currently require manual tracking: contract renewal alerts before fixed-term contracts expire, right-to-work document expiry notifications, mandatory training completion tracking with automated reminders, and audit-ready logs of every HR action. Document generation automation produces offer letters, employment contracts, salary change letters, termination letters, and policy acknowledgement forms populated from your HRIS data. Generated documents store automatically in the correct employee record. Signed copies are retrieved from the e-signature platform and filed. Every document event is logged with a timestamp.

We price land-and-expand. A first workflow (onboarding or offboarding) with 2-3 system integrations starts around $25,000, which is where most teams begin. From there the suite grows toward $80,000 as you add leave management, payroll workflows, performance review cycles, and deeper compliance tracking. The final number depends on how many workflows you automate, the systems being integrated, and the complexity of your compliance requirements. Every project is scoped and priced in writing before development starts. You receive a fixed-price quote covering all development, integration, testing, and 8 weeks of post-launch support.

Yes, we sign NDAs before any discovery work begins. HR data - compensation records, employment history, personal details - is handled under strict data minimisation principles. Payroll workflow automation processes only the fields required for each step and does not persist sensitive compensation data outside the audit log. For US clients we build to HIPAA data handling standards where applicable, and for UK and EU clients we build to GDPR Article 5 principles. Access controls, audit logs, and data retention rules are scoped in week 1 alongside the functional requirements, not added at the end.