How we automated payroll document distribution at Jem
Customer
Jem (Internal)
Industry
Internal Operations / HR & Finance
Size
Scaling workforce
Systems
SimplePay & BambooHR
The challenge
Jem operates a growing workforce and uses dedicated systems for payroll processing and employee information management. Payroll and tax documentation was processed through SimplePay, while employee records and self-service access were managed through BambooHR. However, no automated connection existed between the two systems. This resulted in:
No automatic document access: Payslips, IRP5s, and tax documents were not automatically available to employees.
Recurring interruptions: Employees repeatedly contacted the accounts department for documents.
Manual retrieval process: Accounts staff had to interrupt core work to locate and send files manually.
Scaling concerns: Increased administrative burden as headcount grew, with unnecessary delays and duplicated effort.
The process was time-consuming, inefficient, and unsustainable as the organisation scaled.
The solution
JemX developed an automated document transfer workflow that securely moves all relevant payroll and tax documents directly from SimplePay into BambooHR.
Automatic sync
Payslips and IRP5s are automatically synced after each payroll run.
Consistent storage
Documents are consistently stored in a single, predictable location.
Self-service access
Employees can access their documents at any time without intervention.
Accounts team freed
The accounts department is fully removed from the retrieval process.
The automation delivers:
- Secure, automated transfer of payroll documents between systems.
- No ongoing manual effort required.
- Seamless scaling with workforce growth.
This wasn't about lengthy IT projects or costly development work. Instead, we used AI-powered automation to rapidly design, test, and deploy a custom solution that fit seamlessly into existing operations.
The impact
The results were immediate and measurable:
Zero manual document requests
Complete elimination of recurring payroll document requests from employees to the accounts team.
Reduced admin interruptions
Significant reduction in accounts and HR administrative interruptions.
Immediate self-service access
Employees can access payslips and tax documents instantly, any time.
Improved document governance
Enhanced consistency, reliability, and document management across systems.
Scalable solution
Solution supports future headcount growth without additional effort.
By automating the flow of payroll documentation, Jem removed a recurring operational friction point between employees and the accounts team. The solution ensures long-term efficiency, reduces internal dependency on manual processes, and allows finance and HR teams to focus on higher-value work rather than repetitive administrative tasks.
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