Kipa – Business software for efficient, traceable, and frictionless payroll processing

The Challenge

Payroll management is one of the most critical and complex processes within any organization. Our client faced a decentralized system, highly dependent on email, with manual processes, poor traceability, and multiple friction points that led to errors, wasted time, and an inefficient experience for the users involved. The challenge was clear: to develop a centralized business software that would automate the entire payroll process—from entering updates to generating the final settlement—reducing operational times, eliminating human errors, and creating orderly, traceable, and easily auditable tasks for each user profile. The goal was a solution that simplified the complex, integrated all stakeholders, and allowed for scaling without losing control.

The Solution

We created a robust web platform that organizes, simplifies, and automates the entire payroll workflow. The solution consists of several interconnected modules, each tailored to the specific needs of the different roles in the process:

• Area Leader Module: Structured entry of updates (absences, leaves, etc.), supporting attachments, history view, direct submission to approver, and status notifications.
• Approver Module: Review and validation with comments, automated data submission to HR, and a complete traceability log.
• HR Module: Final validation of updates, data correction, submission to the calculation system (Kiper), and a panel for user management and comprehensive traceability.
• Calculation Module (Kiper): Automatic processing based on defined parameters, generation of a preliminary summary for review, issuance of invoices and final settlement, and export to PDF and Excel.
• Notification and Communication System: Automatic alerts at each stage (pending, calculations, reviews), user action logs, and elimination of email dependency.
• Audit and Reporting: Complete history of updates, approvals, and settlements, with filters by employee, date, leader, type of update, and more.

Our Strategy

From the beginning, we focused on designing a clear, efficient, and frictionless experience. The strategy was based on:

• Automating repetitive tasks to reduce human error.
• Establishing a standardized and orderly flow between all modules.
• Designing usability-focused interfaces for each profile.
• Ensuring full traceability and ease of auditing.
• Centralizing all management on a single accessible platform.

Results

The new system significantly reduced operational times and dependence on manual processes, improving accuracy and control. Thanks to automation, traceability, and stage-based organization, the client managed to decrease the HR team's workload, minimize errors, and gain visibility and control over every processed update. The platform now stands as a critical solution for internal operations, directly impacting business efficiency and laying the foundation for scalable and sustainable management.