Required employee information
Check that payroll has the necessary personal, employment and salary data, such as current tax-card data, occupation class and a formally valid IBAN.
The whole payroll process, from employee data to reconciliation
AI Payroller connects employee and employment data, pay-period input collection, calculation and post-payroll work in one process. It helps manage continuous changes and ensures that the right information is available for the right pay period.
The whole payroll process, from continuous preparation to reconciliation
Employee and employment data stays up to date continuously. Pay-period inputs are collected from defined sources, reviewed and approved before calculation. Automation continues after each payroll run.
Continuously up to date
Employee and employment data ready
- Employment starts and ends
- Salary and contract changes with effective dates
- Tax-card data, occupation classes and payment details
- Receiving and assigning electronic garnishment orders
Before calculation
Pay-period inputs ready
- Input requirements by company and payroll group
- Working time, shifts and absences
- Travel expenses, other expenses and payroll events
- Missing-data tracking, pre-checks and approvals
During calculation
Calculate from approved inputs and rules
- Current salary and valid employment terms
- Collective agreements, company terms and commission rules
- Garnishments and other deductions
- Reviewing results and handling exceptions
After calculation
Delivery, reporting and reconciliation
- Payment files and payslip delivery
- Accounting entries and statutory reports
- Retrieving and automatically comparing Incomes Register totals
- Tax correspondence, transactions and liability tracking
Software executes. People oversee and approve.
Company rules, checks and responsibilities become part of a repeatable process. Agree which steps are automated and where people review and approve. Payment approval is a separate decision.
Employee and employment data ready before the payroll run
Pay-period processing starts by ensuring that every employee is included and the required information is current. AI Payroller helps identify missing information and process employment and salary changes according to their effective dates.
Employment changes
Starting and ending employment is applied to the correct pay period. Fixed-term employment and other changes can be tracked at the same time.
Salary changes
A new salary or another change to employment terms is stored with its effective date, reviewed and approved before calculation.
Electronic garnishment orders
A received garnishment order is assigned to the correct employee. Its validity and subsequent changes are taken into account in calculation.
Pay-period inputs from the right sources
Define what each company or payroll group needs for every pay period and where the information comes from. For some, working time and absences are sufficient. Others also need benefits, commissions or additional payroll events.
My AI Payroller
Employees can submit working time, shifts, travel expenses and other expenses in the mobile service.
Input collection forms
Employees or company contacts can submit other payroll information through a form link sent by email.
Your current systems
HR, working-time and other payroll data can be imported through agreed integrations.
Reminders and tracking
Reminders help get information in on time. Payroll sees what is missing or waiting for approval, while pre-checks flag inconsistencies.
Put approved hours straight into payroll
Employees record working time, shifts and absences and submit travel and other expenses in the My AI Payroller mobile service. Time entries can also be imported from your existing time tracking system through an integration. Use by employees of accounting firm clients is also included, with no fee per employee. Approved inputs are ready for payroll.
- Working time, absences and corrections
- Send approved hours to payroll
- Apply the relevant agreement rules to recorded hours
Hours this week
Apply collective agreements and your own pay terms
Collective agreements, company agreements and individual terms all affect pay. Turn them into calculation rules that your payroll team can check and approve.
- Industry collective agreements, company collective agreements and local agreements
- Approved exceptions and employee-specific terms
- The source agreement, effective dates and calculation rule
AI helps interpret agreement terms. A payroll specialist reviews the interpretation and approves the rule before it is used in calculation.
Pay terms, ready for review
01
Source agreement
Collective or company agreement
02
Effective dates
The version covering this pay period
03
Applies to
The employee’s pay group and terms
=
A calculation rule you can check
Identify the applicable collective agreement and its effective version before calculation.
Build approvals around your team’s responsibilities
The people checking hours, approving payroll inputs and authorising payment may be different. AI Payroller sends each request through the approval steps you define.
- Set different approvers for each payroll stage
- Approve inputs, return them for correction and track progress
- Separate decisions for approving input and authorising payment
A separate owner for each decision
Approving hours and authorising payment are separate decisions.
Calculate commissions your way
AI Payroller applies your compensation model to sales data. Each commission can be traced back to the sale and the rule behind it.
- Use your own commission rates and calculation basis
- Review the sales data, rule and calculated amount together
- Approve commissions and handle corrections
We configure tiers, sales credits and other exceptions to match your compensation model.
Example commission
We support company-specific commission models. Here is one example.
- Commission-free portion€1,000.00 × 0 %
- €0.00
- Between thresholds€19,000.00 × 3 %
- €570.00
- Above upper threshold€30,000.00 × 5 %
- €1,500.00
Same data. Same rules. Same result.
AI Payroller’s calculation engine uses approved data and programmed rules. When the inputs and rule version stay the same, so does the calculated amount.
- AI helps interpret information and suggests actions
- The calculation engine works out pay using approved rules
- You can also keep calculation in your existing payroll software
Reliable calculation depends on checked inputs and correctly configured rules. Review and approval remain part of every payroll run.
Total gross pay
4,175
€
Base salary
€2,500
Allowances
€175
Commission
€1,500
Each pay item retains its source data and calculation rule for review.
Pay calculated. Follow-up work under control.
Payment files, payslip delivery, accounting entries and statutory reports follow the setup in use. AI Payroller retrieves Incomes Register summaries through an API and automatically compares them with payroll data.
Incomes Register reconciliation is included. There is no separate reconciliation service fee.
Tax correspondence brings together Finnish Tax Administration decisions and requests for clarification. Tax account transactions and notices about overdue taxes or employer contributions keep follow-up work in the same process.
- Automatic request, retrieval and comparison of Incomes Register dataset 312
- Investigate differences and approve corrections
- Review recorded changes and approvals
Incomes Register dataset 312 contains summary information. Reconciliation covers those totals; individual reporting fields and agreement interpretations need separate checks.
Difference to investigate
Payroll data
€12,500
Incomes Register summary
€12,450
This compares summary data. Reporting fields and agreement interpretations need separate checks.
Tax correspondence and transactions in the payroll process
The person responsible handles requests, differences and notices. Less manual work is needed to retrieve information and check its status.
Tax correspondence
Keep Finnish Tax Administration decisions and requests for clarification alongside payroll. The person responsible handles matters that need attention.
Tax account transactions and notices
Track tax account transactions and notices about overdue taxes and employer contributions. Required authorisations and settings are defined during setup.
Pay transparency documents prepared automatically
AI Payroller automatically prepares documents required under the EU Pay Transparency Directive using payroll data and confirmed employee categories. Payroll and HR spend less time compiling the same figures into separate reports.
Payroll data becomes documentsAI Payroller
Payroll dataConfirmed groups
Automatic preparation
- Gender pay gap reports
- Information request responses
- Joint pay assessment data
A person reviews and approves
Gender pay gap reports
Pay data and gender pay gaps for reporting, according to the obligations that apply to your business.
Responses to employee information requests
Written information on individual pay and average pay levels by sex for employees doing the same work or work of equal value.
Data for a joint pay assessment
A summary of pay levels and pay gaps to support a joint pay assessment when one is required.
The employer confirms employee categories and pay criteria, then reviews and approves documents before sharing them. Document contents and reporting schedules follow the obligations that apply to the business and national legislation. Directive (EU) 2023/970, Articles 7, 9 and 10.
Run payroll here. Or improve the system you have.
Make AI Payroller your payroll software
Collect and review inputs, calculate pay and track the results in AI Payroller. Connect your accounting software and the other systems payroll depends on.
See payroll featuresKeep your software. Automate the manual steps.
Your current system continues to calculate pay. AI Payroller can collect and pre-check inputs or reconcile Incomes Register totals around it. Scope and pricing are agreed separately.
See integrationsWhich part of payroll takes the most time?
Review employee and employment data, pay-period input requirements, approvals, calculation and follow-up work with us. We show what is already included and how the workflow can fit your team.
- Employee-data maintenance, input collection and other work that takes up your team’s time
- A demonstration of the features you need
- An outline of setup and costs
Email us to arrange a demo.
Book a demoOpens your email app. You can also write to:
hello@aipayroller.comA brief description of your payroll needs is enough to get started.