AI Payroller
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Solution

The whole payroll process, from employee data to reconciliation

AI Payroller brings employee data, pay-period inputs, calculation and follow-up work into one process. Automation handles recurring tasks while the payroll team tracks progress, reviews results and approves them.

MY AI PAYROLLER

Working hours, travel and expenses.
One employee app.

Employees record hours, travel and claims in one service. Entry details and approval status help managers and the payroll team process the inputs.

Screenshots show the Finnish interface.

Capture working time as the day unfolds

Time tracking records hours along with the entry type and allocation. Keeping the purpose of the work with the hours makes manager review and payroll processing easier.

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Get entries ready for approval

Hours and approval status appear on one timeline. Employees can add missing entries and correct rejected information before approval.

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Travel and claims with the details to support them

Travel routes, kilometres and daily claims are recorded in one service. Details and descriptions can be completed before approval, so the basis for each claim is ready for review.

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Personal defaults make time entry quicker

Default entry types and allocations reduce repeated choices. The weekly overview of hours and work patterns helps employees spot unusual entries before the period is approved.

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01 · Continuously up to date

Employee and employment data in order

The foundation of payroll changes between payroll runs too. Personal, employment and pay data are kept up to date so the right information is available for each pay period.

Employee data as the basis for payroll

Tax card data, occupational classification, bank account details and the basis for pay are brought together for calculation. Missing information and items needing review are highlighted before the payroll run.

Employment starts, changes and endings

Employment relationships starting or ending during the pay period are accounted for in payroll. Employment dates guide calculation.

Pay changes with effective dates

Pay changes are handled with their effective dates. Approved changes guide calculation to use the pay data applicable to each period.

Electronic garnishment orders assigned to the employee

The service receives electronic garnishment orders and assigns them to employees. Calculation takes account of their validity and changes alongside other deductions.

02 · Before calculation

Pay-period inputs ready

AI Payroller collects pay-period inputs from employees, responsible contacts and existing systems. Data is imported from systems through APIs, files or, where needed, user interface automation. The payroll team sees what has arrived and what is still outstanding or under review.

Input requirements by company and payroll group

Required inputs are defined for each company and payroll group: hours, absences, allowances, benefits in kind and other pay items. The payroll team tracks their readiness in the same service.

Missing inputs and pre-checks

The service shows received and outstanding inputs and sends reminders to submit information. Pre-checks highlight missing information and inconsistencies before calculation.

Approvals according to agreed responsibilities

Approval requests are routed to the time reviewer and payroll input approver. Inputs can be accepted or returned for correction, while the payroll team tracks progress.

AI PAYROLLER

Workflows, reconciliation and tax correspondence in one service

Define workflows, investigate reconciliation differences and handle authority correspondence in one service.

See differences in the comparison

AI Payroller compares summary information retrieved from the Incomes Register with payroll data. Differences are highlighted so the payroll team can find items that need investigation.

AI Payroller ReconciliationEnlarge view
Comparison of payroll and Incomes Register summary information, with a difference highlighted.
The comparison highlights a difference for review. Finnish interface.

Put pay-period tasks in order

Input collection, reminders and review steps are defined in the workflow along with their timing. The conditions for progressing through the steps are configured in the same view.

AI Payroller WorkflowsEnlarge view
Pay-period workflow steps and timing and progression settings for manager review.
Workflow steps and their settings in one view. Finnish interface.

Authority correspondence ready to handle

Finnish Tax Administration letters, decisions and requests for clarification are available in one service. The payroll team can open documents and mark correspondence as handled.

AI Payroller Tax correspondenceEnlarge view
Tax correspondence list, processing statuses and links to open documents.
The correspondence list shows each document’s processing status. Finnish interface.

03 · During calculation

Approved inputs and rules into calculation

AI Payroller combines current pay data, approved inputs and applicable pay terms for calculation. The inputs can also be used in your existing payroll software.

Current pay data and applicable terms

Calculation uses pay data valid for the pay period and approved changes. Effective dates guide the use of the applicable terms.

Working hours, collective agreements and rules

The calculation engine processes hours according to the applicable collective agreement and approved calculation rules. The payroll team can review the basis for each pay item.

Garnishment orders and other deductions

Calculation takes account of valid garnishment orders assigned to the employee and other pay deductions. Their basis is made available for the payroll team to review.

Checking results and handling exceptions

The source data and calculation rule behind each pay item help explain exceptions. The payroll team reviews results, handles corrections and approves calculation.

How AI and calculation work together

04 · After calculation

Delivery, reporting and reconciliation

AI Payroller brings post-payroll delivery and statutory follow-up into one process. The payroll team sees reconciliation differences, correspondence and matters requiring further action.

Payment files and payment approval

The service generates payment files from payroll data. The person responsible for payment checks and approves it separately.

Payslip delivery

Payslips are delivered by default as electronic payslips through Finago Apix. Employees can view their payslips in their online banking service.

Accounting data and statutory reporting

Payroll accounting entries are transferred automatically to your accounting system as part of the payroll process. Statutory reports are handled within the same workflow.

Incomes Register reconciliation

AI Payroller compares summary information retrieved from the Incomes Register with payroll data and highlights differences for investigation. Corrections and approvals are recorded in the event history.

Tax correspondence

Finnish Tax Administration decisions and requests for clarification are available alongside payroll. The person responsible can see correspondence requiring attention and handle follow-up.

Tax account transactions and notices

The service brings tax account transactions together for monitoring and highlights notices about overdue taxes and employer contributions. The payroll team can see which items need investigation.

Could your payroll process run more smoothly and cost less?

Let’s explore where your payroll process could run more smoothly and which tasks could be automated. In a 45-minute demo, we’ll discuss how you currently manage employee data, collect payroll inputs, calculate pay, submit reports and reconcile results.

We’ll also identify duplicate work, separate services and software costs. You’ll gain a clearer picture of what could be brought into AI Payroller, what is worth keeping and where it makes sense to start automating.

Contact us by email to arrange a demo. hello@aipayroller.com

Can’t find a suitable time? Let us know when you’re available: hello@aipayroller.com.