Efficiency and relief thanks to cleverlohn

The challenge

Before switching to cleverlohn, DONE!Financials ran payroll in-house on its own, a time-consuming and error-prone process. “It could easily take a whole day to gather all the information, add new employees and update sick notes and holiday data,” explains Raya. Collecting data by email and then running payroll in DATEV was time-consuming and unstructured. As the headcount grew to 40, payroll became more complex too. This raised the risk of errors and made handling sensitive data securely harder. “We wanted to make sure all information was brought together correctly in one system,” Raya stresses. Given the company's growth and the rising administrative workload in payroll, the company decided to outsource payroll accounting. It found a reliable solution in cleverlohn.

The switch to cleverlohn

The move to cleverlohn began in mid-July 2024. According to Raya it was “very organised and well structured”. With support from the cleverlohn team, especially the dedicated payroll accountant, DONE!Financials transferred its existing payroll data to the new system and set up all employees correctly. The onboarding process, including all communication, took only about six hours in total. “Your payroll accountant supported me brilliantly. She made sure I understood the processes and could correct errors,” Raya reports.

The solution

By implementing cleverlohn, the company centralised and automated its entire payroll accounting process. “It was important for us to have a platform that supports us with administration and lets us store all information in one place,” Raya explains. In the past, one employee had to spend a whole day running the process on their own. With cleverlohn this effort is now much smaller. Payroll accounting can also be handled without special expertise. “Now I only need about two hours a month to make sure all the data is correct,” Raya reports. Transparency and organisation of payslips and contracts have also improved significantly. “Everything is organised in one place: payslips, sick notes, terminations. That's a big advantage for us.”

The result

Since introducing cleverlohn, DONE!Financials has cut the time spent on monthly payroll considerably. Instead of an employee with the required expertise spending a whole day on it, cleverlohn now does the work. Raya only needs about one to two hours a month to check the data and finalise the payslips correctly. The relief is clearly noticeable: “The time savings and better organisation have made our everyday work much easier.”

Recommendation

For Raya, it is clear that cleverlohn is ideal especially for small and medium-sized enterprises (SMEs): “I think cleverlohn is particularly well suited to SMEs because it offers a central, easy-to-use platform. You don't need any special training to use the software. That saves the cost of extra staff,” she explains. The positive feedback and time savings confirm that cleverlohn is an optimal solution for companies like the DONE!Financials Group. Raya Grigorova sees clear benefits in the collaboration: “The time we save now and the better organisation make a big difference. cleverlohn is definitely a relief for our company.”