Turning payroll processes into massive time savers
How Kenjo helped Pflegix save 70 hours per month on payroll processes while also integrating client feedback.
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About Pflegix
Pflegix is a German-based digital healthcare start-up focussed on connecting senior citizens and individuals in need of assistance with care professionals in their area to make patients and healthcare workers’ lives more straightforward and human.
COUNTRY
Germany
Number of employees
35
Industry
Digital Services
Solution
Performance Management, Digital Admin, Time and Attendance, Recruitment, Reports and Analytics
Project heroes
Carolin Meier - HR & Office Management
The challenges

In the first phase of its development, Pflegix was still operating without an HR department and HR-related tasks were handled at random and scattered around the office. They had no organised structures, reliable recruiting processes or databases. Each month, Pflegix struggled to close the monthly accounts and spent an average of three hours on each employee's payslip. Monthly salaries, hourly rates, and bonus payments were manually typed in one by one before they could be processed by their external consultancy office. Information was often missing and official documentation or changes were getting lost. Meeting deadlines became increasingly more difficult for the staff involved.

As a result, Pflegix was looking for a tool that automatically imports and assigns payslips as well as calculating hourly wages. As a dynamically growing company, Pflegix also wanted the software to respond to its emerging needs at the same rate. Kenjo was challenged with providing a scalable solution that grows with their business without requiring a high initial investment or becoming an extensive IT project.


We wanted to find a tool that develops with us and is open to feedback and feature ideas
Carolin Meier
How the solution helped
Automatic preliminary payroll generation

Kenjo now provides automation of preliminary payroll for Pflegix, which also functions as an interface to German accounting software Datev. Automatically calculating and generating payroll files in Kenjo helps them prepare their preliminary payroll and communicate effectively with their payroll agency. The current payroll run, contract changes, time off and important documents can be sent via SmartDocs. Correction invoices and the calculation of hourly wage calculations are created automatically. Payslips are then imported by the admin. Once they’ve uploaded the payslips into Kenjo, the app recognises the name and email on the payslip and sends the documents automatically to each employee. This greatly facilitates information transfer to Datev and reduces Pflegix’s processing time from three to one hour per employee, which is a massive 70 hours per month not spent on preliminary payroll.

Fine-tuning Kenjo through community feedback

Pflegix chose Kenjo because it was looking for a company that listens to their feature requirements and directly implements their ideas into their product backlog. Ultimately, Kenjo is the only tool that works closely with its customers to develop exactly what they need. For example, Pflegix's push to make overtime tracking visible in the time-tracking app.

Pflegix also anticipates further benefits: it will give the company greater flexibility, for example, as HR admin can be done from anywhere, and at any time, also simplifying remote work.

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Results

“From zero to hero” would be a good motto for this German-based start-up, which has been an enthusiastic user of Kenjo's HR software since its HR department implemented it. Pflegix was won over by Kenjo’s digital admin and automation features as they significantly improved the speed and efficiency of their processes. And Kenjo’s ability to accompany and support the startup through its dynamic growth enables them to grow together in a mutual learning process.

Reducing Pflegix’ payroll processing time from three to one hour per employee per month.
No more excel sheets and files for preliminary payroll.
Getting a tailor-made solution to make overtime tracking visible following their feature request.
Why Kenjo?
We especially like the fact that our direct feedback is taken into account and implemented in the Kenjo releases, for example, by making the overtime tracking visible
Carolin Meier