Formula – a fast-paced customer story

Growth led to new needs – and a new payroll system

Formula was basically happy with their previous payroll system, but as the company grew, the previous payroll system started to take too much time to work in. The more employees they had, the more they found the system beginning to fall short on functionality.

“…as we slowly grew to more and more employees, running payroll became more and more time-consuming”

That's what Thomas Larsen, Head of Finance at Formula, says.

As the company grew, it became clear to Thomas that the payroll task was taking more and more time. So the ground was laid for finding a new payroll system that could cut the time spent on payroll, and at the same time a system that was modern and could keep up with Formula's growth.

Although Formula had realised that they needed to find a payroll system that could make payroll administration more efficient, it was still a task that worried Thomas.

“When you talk about payroll, there's no doubt that it's probably one of the most important elements in a company. It's something that just HAS to work, because if something goes wrong in a pay run, it can have major consequences all the way round the company. That's probably also why we, and many others, are a bit careful about changing a payroll system that basically works OK.”

Zenegy was recommended through their network

Changing payroll system is a big decision, and it's a task where many hours typically go into research and deliberation before the final decision is made.
Thomas Larsen has experience with most of the payroll systems on the Danish market.

“In my previous job as an accountant, I came across a great many payroll systems, both as an employee and as an administrator.”

This experience, together with the recommendations they got from existing Zenegy customers, led them to choose Zenegy.

Onboarding with help from A to Z

To make sure all data was transferred correctly and that the system was set up right, Formula used full onboarding. With full onboarding, an onboarding consultant from Zenegy helps the company through the whole onboarding process, makes sure all data and settings are correct and answers the questions that may come up along the way. That way, Formula could rest assured that everything was correct from the start and that payroll would run without problems from the very first pay run.

“We had a really good process with one of the people from the onboarding team. She really took us by the hand from the start until we were fully onboarded, which was really nice, because payroll is a particularly sensitive area where a lot can easily go wrong.”

The pay process has become more efficient – saved 1-2 days

Since the switch, Formula has seen a noticeable gain in efficiency in their pay run, and they now spend significantly less time doing payroll than before. According to Thomas, they have saved 1-2 days on the pay run compared with before.

“Yes, I'd say I've saved a lot of time. It has made many processes more efficient and also brought some smart features to the company in general, including the Outlook integration.”

As Formula grows with more new employees, it's crucial that the pay process is efficient and can be adapted to the company's needs.

Global values save time

The global value sets, a Zenegy feature that makes it possible to make bulk updates to several or all employees at once, will keep saving Formula more and more time as they grow to more and more employees. And at Formula, they have already felt the effect of the global values.

“One example of where it has made our processes markedly more efficient is that a lot of it can be built around global values. That is, if you have fixed rates in different areas that perhaps change once a year, you can easily change the rate in one place, and it's then automatically rolled out to all the employees linked to the value. It's super smart.”

The employee app creates enthusiasm and more transparency for everyone in the company
Since the employees started using Zenegy's employee app, they have found it easier to make registrations. They can now register holiday, absence, mileage and out-of-pocket expenses directly in the app. The registrations are then automatically sent for approval to their line manager. This means the employees can follow when their various registrations are approved or rejected.

“What I hear around the company is that they're very happy with the options for registering holiday, mileage etc. via the app.”

It also means fewer questions for the person responsible for payroll, who no longer has to spend time answering questions about holiday and so on. Both the person responsible for payroll and the employees have found the switch to Zenegy positive, and see the system as both user-friendly and visually attractive; being able to put a logo on the payslips, for one, is a hit.

“The output from the system, that is, the payslips, also has a much nicer design than the old ones; for one thing, you can put a logo on the payslips.”

When asked what mattered most when they chose Zenegy, Thomas says:

“It was probably the very well-functioning app that Zenegy has developed. It's really easy to find your way around, the payslips are very easy to get to and, last but not least, it's super easy as an employee to report holiday, mileage etc., after which it moves on into an approval flow.”

Found help from support

Now that the onboarding process and the initial period are over, Formula has really got going with using the system. When questions have come up, they have found answers from our support, by phone, email or chat.

“All the way through, we've had really good support from the team at Zenegy, and we've gradually started using more and more of the smart features, so today we really feel the full effect of what the system can do.”

“I'd like to praise the support in general and especially our onboarding contact, who is still very helpful today if I get in touch with her about a request or an issue.”

“So many little things have become better and easier than before that it can be hard to remember them all. But one thing is for sure: it's a switch we certainly haven't regretted.”