Finance teams spend countless hours every month processing payroll journals, reconciling reports and preparing documentation for audit. While these tasks are essential, they are repetitive, time-consuming and vulnerable to human error.
BITS, together with Stryve, helped Andrews & Breen Consultancy. automate the payroll administration process for a 30-person client by integrating payroll reporting, Xero, Microsoft Teams and automated document management into one intelligent workflow.
The result was a dramatic reduction in manual administration, faster month-end processing, improved financial accuracy and more time for the finance team to focus on higher-value work.
The Challenge
Andrews & Breen Consultancy manages financial processes across multiple businesses and clients. One recurring challenge was the administration required to process payroll for a 30-person client each month.
After payroll reports were received from the external payroll provider, the finance team needed to:
- Review payroll reports
- Prepare payroll journals
- Enter journals into Xero
- Reconcile payroll figures
- Archive payroll documentation
- Prepare records for audit and compliance
Although the process was well understood, it typically consumed three to four hours every month and relied heavily on manual processing.
This created several operational risks:
- Manual data entry errors
- Rounding discrepancies
- Time-consuming reconciliations
- Administrative overhead
- Delays during month-end close
- Reduced time for strategic finance activities
Understanding the Requirement
Rather than simply automating an existing process, BITS and Stryve began with a detailed discovery workshop involving Paul Breen, the finance team and the external payroll provider.
The objective was to build a future-ready solution that would:
- Eliminate manual payroll processing
- Maintain complete financial visibility
- Integrate seamlessly with Xero
- Preserve audit and compliance requirements
- Continue operating even when payroll structures changed
- Scale with future business growth
This collaborative approach ensured the automation reflected the way the finance team actually worked rather than forcing them into a generic workflow.
The Solution
Using Stryve’s Enterprise Ireland-supported Automation and AI platform, BITS designed an intelligent payroll automation workflow that converts payroll reports into completed accounting transactions with minimal human intervention.
How the Payroll Automation Workflow Operates
Step 1 – Payroll Reports Received
Payroll reports are securely received from the external payroll provider.
Step 2 – Data Extraction
The automation engine extracts payroll values directly from the reports.
Step 3 – Payroll Journal Creation
The correct accounting journals are automatically created.
Step 4 – Xero Integration
Payroll journals are securely posted into Xero using API integration.
Step 5 – Document Management
Payroll reports are automatically stored in predefined locations for audit, compliance and future reference.
Step 6 – Microsoft Teams Notifications
The finance team receives Microsoft Teams notifications confirming:
- Payroll reports received
- Payroll journals successfully processed
- Xero posting completed
Step 7 – Intelligent Exception Handling
If a new payroll code or unexpected transaction appears, the automation continues processing rather than failing.
The unmatched item is automatically posted to a designated suspense account while Microsoft Teams immediately alerts the finance team so the issue can be reviewed without delaying payroll processing.
This ensures business continuity while maintaining financial control.
Business Results
Following a successful three-month pilot, the automation moved into production and delivered immediate operational improvements.
Instead of spending three to four hours every month manually processing payroll journals, the finance team now spends only minutes reviewing automated notifications and handling occasional exceptions.
For this client, payroll administration has been reduced by over 90%, allowing finance professionals to focus on analysis, planning and business support rather than repetitive administration.
Key Benefits
- Eliminated manual payroll journal creation
- Automatic payroll posting into Xero
- Reduced risk of human error
- Faster payroll processing
- Faster month-end close
- Improved financial accuracy
- Automated document management
- Improved audit readiness
- Microsoft Teams workflow notifications
- Intelligent exception handling
- Greater finance team productivity
- Scalable automation for future growth
“None of my finance team have to spend any time on payroll once the monthly payroll is agreed with our payroll partners.
Imagine the time saver this could be within any business with weekly payrolls and the challenge that may bring.
Finally, it allows my team to focus on other areas of the business.”
Enterprise Ireland Supported Innovation
This payroll automation platform was developed with support from Enterprise Ireland, demonstrating its innovative use of Automation and Artificial Intelligence for Irish businesses.
The solution aligns with best-practice digital transformation initiatives by providing:
- AI-driven finance automation
- Secure API integrations
- Scalable workflow automation
- Future-ready accounting processes
- Improved operational efficiency
Enterprise Ireland’s support reinforces both the technical quality and commercial value of the platform.
Beyond Payroll Automation
Although payroll automation is often the first finance process businesses automate, the same platform can streamline many other accounting activities.
These include:
- Payroll journal automation
- Bank transaction processing
- Automated reconciliations
- Sales invoice posting
- Supplier bill processing
- Accruals and recurring journals
- Cost centre allocations
- Departmental allocations
- Month-end close workflows
- Financial reporting automation
This allows organisations to build a long-term roadmap for finance transformation instead of solving just one problem.
Client
Paul Breen Consultancy Ltd.
Industry
Financial Services
Location
Ireland
Results
- Reduced payroll administration by over 90%
- Eliminated manual payroll journal creation
- Automated posting into Xero
- Faster month-end close
- Reduced human error
- Improved audit readiness
- Increased finance team productivity
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FAQs
Payroll automation uses software to automatically process payroll information, create accounting journals, post transactions into accounting systems such as Xero and notify finance teams when processing has been completed.
Payroll reports are securely processed, accounting journals are automatically created and posted directly into Xero using secure API integrations, eliminating manual journal entry.
Yes. Removing manual data entry significantly reduces the risk of keying errors, rounding discrepancies and reconciliation issues while improving consistency and financial accuracy.
No. The solution works alongside your existing payroll provider by automating the accounting and administration that takes place after payroll has been approved.
Yes. It is particularly valuable for Irish businesses operating weekly payrolls, multiple entities or outsourced payroll services where repetitive finance administration consumes valuable staff time.
Absolutely. Payroll reports, journals and supporting documentation are automatically stored and organised, making future audits and compliance reviews significantly easier.
Most payroll automation projects can be designed, configured and deployed within 2–3 working days, depending on the complexity of your payroll processes, the number of integrations required and your existing systems. Following implementation, the solution is thoroughly tested before going live to ensure accurate payroll processing and minimal disruption to day-to-day operations.
Payroll automation is provided as an ongoing managed service, with pricing based on the complexity of your payroll process, the number of employees, the integrations required and, importantly, how often you run payroll. Whether your business processes weekly, fortnightly or monthly payroll, the frequency of payroll cycles will influence the monthly service cost.
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