Case Study

Case Study

Business Services: Business Users Empowered with Self-service Client Onboarding

  • Automation

Automated Payroll Data Exchange Made Easy

Streamlined, Simple Connections from Vendor to Client and Beyond

Introduction

A leader in the payroll, human resource, and benefits outsourcing industry was finding client data connectivity to be a major issue. It was not uncommon for the onboarding of new clients to take four to six weeks, with faxes, emails, spreadsheets, and phone calls making the process burdensome for both the payroll company and their clients. All the client data for every employee had to be checked and re-checked for accuracy — working hours, overtime rules, workers’ compensation, insurance plans, 401k withdrawals, and more. Even when a client was finally onboarded, the challenge didn’t stop, as daily updates were required to modify existing records.

The payroll company needed a solution that would allow them to onboard new customer data quickly and automate manual operations while maintaining existing relationships effortlessly. As an additional caveat, they required a bidirectional data exchange: they not only needed a better way to receive information, but they also needed a better way to deliver information, such as general ledger updates to a client’s accounting software, or a 401k report to a service provider such as Merrill Lynch or Vanguard.

A Library of Turn-Key Payroll Data Exchange Processes

The company turned to Adeptia’s automated payroll data exchange solution. With Adeptia, the company was able to publish a library of turn key processes for all the different ways clients could connect with them (such as with Quickbooks, BambooHR, Sage, Excel, etc.), and processes for all the trading partners their clients might want data sent to, such as investment firms or insurance companies.

With the payroll data exchange processes set up, clients can go to a convenient dashboard, select a particular connection, and subscribe to it. Once they receive permission and access from the payroll company to use the connection, they can submit their employee data with a single click. Each process is configured so that data entering it flows seamlessly into the company’s systems in the correct format.

“With a ‘configure, no code’ approach, business users can easily configure new profiles via user-friendly wizards.”

A Wealth of Benefits

Adeptia has transformed how daily operations and client relationships function at the payroll company. For example, because Adeptia Connect uses a “configure, no code” approach, business users can easily configure new profiles via user-friendly wizards. It is no longer necessary to wait for IT to perform coding tasks with expert programmers. IT, on the other hand, can concentrate on providing appropriate governance and control of the system, without getting involved in day-today operations.

Payroll data onboarding time for new clients has been dramatically reduced. Because the company has published connections to key cloud-based HR systems (e.g., BambooHR, Sage, Workday, etc.), clients don’t even have to format a file or export their data. Instead, they can grant the payroll company secure access via Adeptia Connect to their internal system, and the company can pull the necessary information directly. Clients simply need to provide their credentials one time, and data is automatically synchronized between their systems and the payroll company’s systems.

Outgoing data works with the same ease and simplicity. The company publishes data directly to a client’s applications. For example, they can send general ledger information to a client’s QuickBooks or Xen Accounting with no mapping or manual checking required.

Clients also benefit from full transparency and visibility of their data through dashboards. They no longer have to wonder if the payroll company received data or where the data is in the processing cycle: the status of every transmission is available in real-time.

“Clients can submit employee data with a single click. Each process is configured so that data entering it flows seamlessly into the company’s systems in the correct format.”

A Source of Revenue

In addition to fast-forwarding revenue, being easier to do business with, and reducing operating costs, the payroll company generates millions of dollars in new revenue by partnering with Adeptia in Adeptia’s Revenue Enhancement Program. Adeptia charges a modest cost per connection. The payroll company passes on that cost to their customers, with a profit margin. That margin, multiplied by thousands of customers, generates revenue so that instead of being solely an expense, Adeptia has become a large source of income.

By making it easier for clients to do business, the payroll company has increased customer satisfaction — both in the initial onboarding process and in day-to-day operations. They have also been able to save money by eliminating resource-intensive manual processes, and improve cash flow by realizing client revenues faster. And, by partnering with Adeptia to generate additional revenue, it can be seen that the benefits and opportunities that streamlined data connectivity brings are, quite simply, limitless.

Challenge

A payroll company needed a solution that would allow them to onboard new customer data quickly and maintain existing relationships effortlessly.

Solution

Adeptia enabled the company to publish a library of turn-key payroll data exchange processes for all the different ways clients could connect with them. Each process is configured so that data entering it flows seamlessly into the company’s systems in the correct format.

Benefits

With Adeptia, the payroll company was able to:
• Accelerate services delivery by onboarding their customer data quickly
• Make it easier for customers and partners to make data connections
• Establish a secure, end-to-end encrypted environment for all data that is transferred and exchanged between companies
• Fast-forward revenue generation with radically simpler and faster customer data onboarding
• Give control and self-service capability to business users to create connections on demand without having to wait for IT staff
• Reduce operating costs by automating manual operations

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