The verdict in three sentences
In an SME of 50 to 400 employees, in Dublin as in Toulouse, collecting payroll inputs by email and spreadsheet ties up 3 to 4 days of close every month and creates errors that are costly in corrections and trust. Two routes exist: an off-the-shelf HRIS at EUR 5 to 12 per employee per month, or a custom automation of input flows into your payroll software (Silae, Sage Payroll, BrightPay, CoreHR) at EUR 6,000 to 20,000 excluding VAT, often combined. The realistic target is a one-day close and payroll input errors divided by 5 from the third month.
Where the close days go
Before choosing a tool, measure. In the SMEs we audit, payroll close almost always breaks down the same way: chasing managers for absences, keying in expense claims received as photos, checking overtime and bonuses, then retyping everything into the payroll software. Every retyping is a chance for error.
| Monthly task (150-employee SME) | Current time | Time after automation | Lever |
|---|---|---|---|
| Collecting and chasing absences and leave | 8 to 12 h | 1 h | Request and approval in a portal, automatic export |
| Expense claims (entry, receipts, checks) | 6 to 10 h | 1 to 2 h | Receipt photo, automatic reading, official mileage rates applied |
| Overtime and on-call | 4 to 8 h | 1 h | Import from time clock or roster |
| Bonuses and variable items | 3 to 5 h | 1 h | Manager form, calculation rules |
| Retyping into the payroll software | 6 to 10 h | 0.5 h | File import or API |
| Checks and corrections after payslips | 4 to 6 h | 1 h | Automatic checks before import |
In this example, you go from 31 to 51 hours a month to about 6 hours, from a 4-day close to 1 day. The biggest gain is not time: it is the end of corrective payslips, each costing 20 to 40 minutes and damaging trust with employees.
Off-the-shelf HRIS or custom automation
Market HRIS tools (Personio, Factorial, HiBob, Lucca, PayFit in France) cover absences and expenses well. Custom work becomes useful when your rules are specific (sector agreements, shift work, multiple sites), when you keep an existing payroll package, or when several sources (time clock, roster, ERP) must feed payroll.
| Option | Setup cost | Recurring cost | Timeline | Strength | Limit |
|---|---|---|---|---|---|
| Modular HRIS (absences, expenses) | EUR 1,500 to 6,000 | EUR 5 to 12 per employee per month | 4 to 8 weeks | Fast, mobile, legal updates | Complex agreement rules poorly covered |
| HRIS + standard export to payroll | EUR 3,000 to 8,000 | EUR 5 to 12 per employee per month | 6 to 10 weeks | Less retyping | Limited checks before import |
| Custom automation of input flows | EUR 6,000 to 20,000 | EUR 100 to 400 per month maintenance | 8 to 14 weeks | In-house rules, multi-source, checks | Requires a precise specification |
| Outsourcing payroll to a bureau | EUR 0 to 1,000 | EUR 15 to 30 per payslip | 4 to 6 weeks | No in-house entry | Input collection still manual |
| Status quo (email and spreadsheet) | EUR 0 | 3 to 4 days of close per month | None | No project | Errors, dependency on one person |
For 150 employees, an HRIS at EUR 8 a month costs EUR 14,400 a year. Custom automation at EUR 14,000 plus EUR 250 a month comes to EUR 17,000 in year one, then EUR 3,000 a year. Over three years, custom is often cheaper once headcount exceeds 100, provided an HR person owns the project.
Rules to respect
HR data is sensitive personal data under GDPR: record of processing, retention periods, role-based access, change log. Statutory filings (DSN in France, payroll submissions to Revenue in Ireland) remain produced by the payroll software; automation feeds that software without bypassing it. Also plan to inform employee representatives if a new tool can track staff activity.
Mini case study
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Sophie, HR director of a 220-employee aerospace subcontractor, closes payroll in 4 days with an assistant, about 64 hours a month at EUR 38 loaded cost: EUR 2,430 a month. She corrects 9 payslips a month on average. The chosen project combines absences in an HRIS at EUR 6 per employee (EUR 1,320 a month) and a custom EUR 16,000 flow that imports clock hours, shift bonuses and expenses into the payroll software with 40 automatic checks. Close drops to 1 day (16 hours, EUR 610) and corrections to 2 a month. Time saved alone covers the HRIS subscription; the remaining savings and the end of back-pay corrections pay back the custom flow in about 24 months, and Sophie regains 6 days per quarter for recruiting.
FAQ
Do payroll packages accept automatic imports?
Yes. Silae, Sage and most Irish packages accept variable import files, and several offer partner APIs. An automated flow drops a checked file in 1 click instead of 6 to 10 hours of retyping.
Do we need to change payroll software?
Not in over 90 % of cases. Automation sits upstream of the existing payroll software, avoiding a costly EUR 15,000 to 40,000 switch and a period of parallel payroll.
How long does the project take?
Allow 8 to 14 weeks for custom work, including two parallel closes to validate amounts to the cent before switching.
What about expense receipts as photos?
Automatic receipt reading reaches 90 to 95 % accuracy on amounts and VAT in 2026. The employee validates, the manager approves, official mileage rates are applied automatically.
Does it pay off under 50 employees?
Rarely as custom work. Under 50 employees, a modular HRIS at EUR 5 to 8 per employee per month is usually enough and pays back within a few months.
Let's scope your project. Tell us your headcount, payroll software and input sources: we price the right automation, from EUR 6,000 to 20,000, with a switchover plan over two closes. Detailed quote within 48 h. WhatsApp +221 77 596 93 33.
Mohamed Bah
Fondateur, Kolonell
Passionate about digital and entrepreneurship in Africa, Mohamed has been helping Sénégalese businesses with their digital transformation since 2020. Founder of Kolonell, he believes every SME deserves a professional and accessible online présence.
