300–400
transfers per month
30 h
saved per month
Context — payday like any other day
A company from Słupsk, operating in the elderly-care caregiver industry in Germany, decided to demystify payday. It used to mean a stressful atmosphere, tension hanging in the air and general chaos. Now it's a day like any other — because a large part of the tedious yet highly responsible work happens on its own.
Three people were involved in processing transfers, sometimes four (counting the owner). Making more than 300 transfers took over 30 h per month. Annually — 360 hours. A full-time job spent clicking.
Challenge
Solution — automation in three stages
We broke the process into three independent stages, each with its own Make.com scenario. That way, if something breaks, only one step stops — not the whole thing.
- 1
Generating lists from the Hrily CRM
Make pulls the current list of caregivers, their statuses and transfer details directly from Hrily. No manual CSV exports.
- 2
Collecting data on advances, bonuses and garnishments
All adjustments to the transfer amount (advances, garnishment deductions, bonuses) are pulled into a single sheet and recalculated automatically.
- 3
Bank file for Polish and foreign accounts
At the end, a ready-to-import bank file is generated — separately for PLN and for foreign transfers. Just approve it in online banking.
Result
from 3 days → 15 min
processing time
30 h / month
freed up in finance
same day
transfers possible immediately
The payout cycle shrank from 2–3 days to 15 minutes. Transfers can be made even the same day, instead of 3 days earlier. HR can go on vacation and payouts still go out on time. It was a complete transformation of the process.
Mateusz Kozłowski
Założyciel flowbiz · Ekspert automatyzacji procesów
Wdrażam automatyzacje, integracje i AI w średnich firmach na Pomorzu i w Kujawsko-Pomorskiem.