Structure and automation cut HR and payroll time by 45%

The challenge: Limited visibility, lengthy processes, and too many errors

When Susanne Damgaard Petersen joined the company seven years ago, she began cleaning up fragmented systems, processes, and data. The company used one payroll system and a different time tracking system with limited HR functionality. Data had to be entered in multiple systems, mistakes happened often, and it was hard to get a clear overview.

“We didn’t have a consolidated overview of our employees. There was basic master data – and little beyond that. Employees had to be created manually in six different places, making processes heavy and leading to far too many payroll errors,” she explains, and continues:

“We needed to consolidate our systems, become more digital and standardized, and at the same time ensure that our data foundation was reliable.”

The solution: One integrated solution for payroll, time tracking, and HR

In 2019, Byens Bilpleje became a Paychex Europe (formerly Lessor) customer, which stood out for its thorough software presentation and complete, well-tested solution.

“They were able to tailor the solution to our organization, which was crucial. We started with Lessor Payroll and Lessor Workforce, and the impact was significant. The two systems communicated seamlessly, processes became standardized, and payroll errors disappeared. Payroll runs became faster and more stable. Time tracking flowed directly into the payroll system, and duplicate entries were eliminated. We were able to reduce two payroll positions – not because we wanted to cut costs, but because the systems worked so efficiently that manual resources were no longer necessary,” says Susanne Damgaard Petersen.

At the end of 2022, the company implemented Emply People as its core HR system. This changed both the company culture and how things were organized.

Emply People enabled us to digitalize the entire employee journey. Recruitment, onboarding, and document management were consolidated into a single system. This further reduced administration and allowed us to reallocate resources.

– Susanne Damgaard Petersen, Head of HR at Byens Bilpleje A/S

“We had never had a proper HR system before. Suddenly, we gained structure in documentation, onboarding, and employee data. Master data was expanded to include certificates, citizenship, and compliance information. Emply People enabled us to digitalize the entire employee journey. Recruitment, onboarding, and document management were consolidated into a single system. This further reduced administration and allowed us to reallocate resources,” she explains.

Byens Bilpleje chose to strengthen its HR function by hiring an HR Partner while eliminating one payroll position due to optimization gains. Today, three employees manage payroll and HR.

The integration platform: Real-time data synchronization

In 2025, Byens Bilpleje adopted the Paychex Europe Integration Platform as one of the first customers. HR, payroll, and workforce management were connected through a two-way integration. The integration ensures that changes in one system are updated across the others in real time. This has increased transparency and further reduced manual processes.

“We now know that our data is accurate and consistent across all three systems. At the same time, we save time on manual reconciliations. Previously, we couldn’t create employees in Lessor Workforce before their first working day, which meant additional minutes spent ensuring correct payroll from day one. Today, we create employees in Emply People, while the payroll system synchronizes directly with the national civil registry. When you are continuously hiring at scale, those minutes quickly add up. The integration has eliminated that difference,” says Susanne Damgaard Petersen.

The result: 45% time savings and a new strategic role

Overall, using Lessor Payroll, Lessor Workforce, and Emply People has cut down admin work by 45%. The time savings are not just for HR and payroll – managers also spend less time checking and following up.

“The entire employee journey has become 45% more efficient. We now have a unified data foundation, fewer manual handovers, greater transparency and compliance, much smoother system interaction, and significantly improved process quality,” she says.

“The many built-in functionalities reduce complexity for both managers and employees and provide greater visibility. We have implemented structured processes that strengthens our professionalism – internally and externally. It strengthens our brand that we can properly follow up on applications, automate emails to candidates, and standardize our recruitment process.”

For Susanne Damgaard Petersen, the digital transformation has fundamentally changed her role.

“I am no longer focused solely on daily operations but now work strategically with organizational development, leadership development, and internal and external employer branding.”

No future without Paychex Europe

Today, Susanne Damgaard Petersen is often able to identify where workflows break down because the systems are so transparent.

“The systems are not rigid but highly flexible, so I can often adjust processes myself if something can be done more intelligently. I have received outstanding support from Paychex Europe throughout the entire journey and feel well equipped to manage and implement changes. Paychex Europe has demonstrated a deep understanding of our business and has been both trustworthy and solution-oriented all the way,” she says.

“In every respect, our collaboration with Paychex Europe creates value. Of course, there were some technical challenges during implementation, but they receive top marks from us. We do not see a future without Lessor Payroll, Lessor Workforce, and Emply People,” she concludes.