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Sundar Fintech Pvt. Ltd. is a rapidly growing financial technology company headquartered in Bengaluru, India. Specializing in digital lending and payment solutions, the company has experienced exponential growth in the last five years. As the business expanded, so did its workforce, and by early 2022, the company had over 500 employees across multiple locations in India.
With this growth came challenges in managing the company’s human resources, particularly in the areas of payroll processing, leave management, and employee data synchronization across multiple systems. The HR team was constantly battling payroll discrepancies, inaccurate leave calculations, and missed compliance deadlines, all of which impacted employee satisfaction and productivity.
Recognizing the critical need for a more efficient HR and payroll management system, Sundar Fintech turned to Zoho People, an all-in-one HR management solution, and greytHR, a specialized payroll and HR software. By integrating these two platforms, the company aimed to simplify its HR processes, streamline payroll operations, and enhance employee experience.
As Sundar Fintech Pvt. Ltd. expanded, the complexity of payroll processing increased significantly. The HR team had to manage a range of payroll-related tasks, including:
Managing Employee Data: Keeping track of employee details such as designations, locations, salary structures, and pay cycles became cumbersome, with frequent updates causing errors and inconsistencies in the payroll system.
Leave and Attendance Processing: Manually syncing leave and attendance data between the HR management system and the payroll platform resulted in delays and inaccuracies, causing incorrect salary payouts and dissatisfaction among employees.
Compliance with Labor Laws: Ensuring compliance with India’s labor laws, including Provident Fund (PF), Employee State Insurance (ESI), and Professional Tax (PT), became a labor-intensive process, with risks of penalties due to missed deadlines or errors.
Employee Payroll Queries: Employees had no centralized access to view their payroll data, pay slips, or leave balances, leading to an overwhelming number of queries for the HR team, further adding to their workload.
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The company realized that its existing manual processes were inefficient, prone to errors, and incapable of scaling with its growth. It became clear that they needed an integrated solution that could automate payroll processing, synchronize employee data, and provide a better experience for both HR and employees.
Solution: Zoho People and greytHR Integration
In early 2023, Sundar Fintech Pvt. Ltd. decided to integrate Zoho People with greytHR to create a seamless HR and payroll management ecosystem. This integration enabled the company to address the key challenges that had been plaguing its HR operations. The integration between Zoho People and greytHR brought several critical features that transformed the company’s payroll process:
1. Seamless Integration with greytHR:
The most important feature was the ability to integrate Zoho People with greytHR. This allowed for the automatic syncing of essential employee data such as basic information, locations, pay cycles, and leave without pay (LOP) data between the two systems. By using this integration, the HR team no longer had to manually transfer employee data from Zoho People to greytHR. This not only reduced errors but also saved significant time, which could be better spent on strategic HR initiatives.
2. Automated Payroll Processing:
Before the integration, payroll processing was a time-consuming, manual task. With Zoho People and greytHR working together, the entire payroll process became automated. Employee salary structures, LOP data, and attendance records were automatically synced, ensuring that payroll was calculated accurately and efficiently. The integration also enabled the HR team to process payroll in greytHR directly from Zoho People. This streamlined the payroll cycle, allowing for faster salary disbursement, and significantly reduced errors caused by manual data entry.
3. Real-Time Data Updates:
One of the standout features of the integration was the ability to update edited data in greytHR. If an employee’s salary, designation, or location changed in Zoho People, the data would be updated in real-time in greytHR, ensuring that payroll calculations were always based on the most current information. This real-time data synchronization eliminated discrepancies in payroll calculations that often occurred due to outdated or incorrect information.
4. Push Leave Without Pay (LOP) Data to greytHR:
Tracking leaves and adjusting salaries based on leave without pay (LOP) data was a significant challenge for the HR team. The Zoho People-greytHR integration allowed LOP data to be automatically pushed from Zoho People to greytHR, ensuring that any unpaid leave was accurately reflected in the payroll. This automated syncing of LOP data significantly reduced the chances of overpaying or underpaying employees, thereby enhancing the accuracy of payroll processing.
5. Employee Self-Service Payroll Dashboard:
The integration also empowered employees by providing them access to their payroll dashboard. Employees could log in to greytHR and view their salary details, pay slips, and leave balances without needing to contact the HR team. This self-service functionality not only improved transparency but also reduced the number of payroll-related queries directed to the HR department, allowing them to focus on more strategic tasks.
6. Field Mapping for Custom Data Syncing:
Zoho People allowed for customized field mapping, which meant that the HR team could define exactly which fields in Zoho People corresponded to fields in greytHR. This customization ensured that only relevant data was synced between the two systems, further reducing errors and enhancing data accuracy.
7. Option to Revoke greytHR Integration:
While the integration between Zoho People and greytHR was highly beneficial, the company also had the option to revoke the integration at any time. This flexibility gave Sundar Fintech the confidence that they were not locked into a system and could adapt as their business needs evolved.
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The integration of Zoho People with greytHR had a profound impact on Sundar Fintech’s payroll and HR operations:
Increased Payroll Accuracy: The automation of payroll processing and data syncing eliminated the errors that had previously plagued the company’s payroll system. Employees were paid accurately and on time, leading to increased trust in the HR department.
Reduced Payroll Processing Time: The HR team reported a 40% reduction in the time spent on payroll processing. What used to take several days could now be completed in a matter of hours, freeing up the HR team to focus on other value-added tasks.
Improved Compliance: The system ensured timely compliance with labor laws, including accurate calculations for PF, ESI, and PT. This not only helped the company avoid penalties but also ensured that employees received the correct statutory benefits.
Enhanced Employee Experience: With access to their payroll dashboard, employees were more informed and self-sufficient. They could view their salary details, download pay slips, and check leave balances without needing to approach HR for every query.
Scalability: As Sundar Fintech continues to grow, the integrated Zoho People and greytHR system can easily scale to accommodate new employees, locations, and pay structures without additional manual intervention.
The integration of Zoho People with greytHR revolutionized the payroll and HR operations at Sundar Fintech Pvt. Ltd.. By automating data syncing, payroll processing, and compliance management, the company was able to reduce errors, save time, and enhance the overall employee experience.
This case study illustrates how technology-driven HR solutions like Zoho People and greytHR can empower businesses to streamline their operations, drive efficiency, and scale effortlessly while maintaining a high level of accuracy and employee satisfaction.
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