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Every month the same: a new starter, a leaver, changed hours, a new allowance. The changes come in by email, forms and odd messages.

A payroll administrator spends a lot of time gathering and chasing, and payroll administrators are hard to find.

The Payroll Assistant gathers the changes, checks they are complete and prepares them in Loket, Nmbrs or AFAS. The payroll administrator checks and approves before the payroll is run.

What it does, step by step

  1. Gather the changesStarters and leavers, changed hours, allowances and deductions, from email, forms and your HR system.
  2. Check for completenessIs a start date, a signed contract or a detail the payroll software needs missing?
  3. ChaseDirectly with the line manager or the employee, with one question instead of a form.
  4. Prepare in the payroll softwareIn the right period, as a draft that still needs approval.
  5. Submit for approvalThe payroll administrator sees the source of each change and approves it.

Onboarded into your business

Ilse does not start from a generic script. Like any new colleague, Ilse is onboarded into the way your team works first.

  • Your knowledgeWe onboard Ilse with your own documents, examples and agreements, so the work is done the way your team does it.
  • Your systemsWe set up the integrations for the software you already use. Different fields or different steps? We adapt to them.
  • Your rulesYou decide what Ilse handles on its own and what always goes to a person first.
  • Grows with youWhen your way of working, a system or a rule changes, we adjust Ilse to match.

Works with these systems

Payroll
Hours
  • Databases
  • APIs
Communication
Documents

Is your system not listed? We can connect any system, even if there is no standard integration. View all integrations.

What runs automatically and what does not

You stay in control.

Not every decision should be made automatically. For each workflow, we set out:

  • What can happen automatically.
  • What is put forward for approval first.
  • When a person is brought in.
  • What information is stored.
  • How actions are logged.

Is this a fit for your organisation?

A good fit if

  • Employers whose payroll changes come in from all directions every month.
  • Payroll bureaus running payroll for several employers.
  • Situations where the payroll run waits on missing details.

Less of a fit if

  • Advice on payroll tax, collective agreements or tax schemes: that remains specialist work.
  • Small employers with a handful of changes a year.

What it can deliver

  • Changes that are complete before the payroll run starts.
  • Fewer corrections in a later period.
  • Less last-minute chasing.

Directions, not promises. As soon as there is evidence from a client project, it will appear here as a substantiated result.

Frequently asked questions

Can AI take over payroll administration?

Gathering and preparing changes, yes; running payroll itself, no. The calculation stays in your payroll software and the payroll administrator checks and approves. What AI takes over is the work beforehand: collecting changes, checking them and chasing.

Does this work with Loket, Nmbrs and AFAS?

Yes, through their APIs. In Loket a new employee can be prepared as a draft employee, which the payroll bureau then completes. That is also the route Loket itself recommends. With Nmbrs you watch the period a change falls in, because a change in the wrong period leads to a correction.

How does it know whether a payroll change is complete?

From a list per type of change that we draw up with your payroll team: what is needed for a starter, a change in hours or a leaver. If something is missing, it chases whoever should supply it.

How does it handle sensitive data such as BSN numbers and salaries?

That data stays in your HR and payroll systems. It only retrieves what the change needs and keeps no copy in storage of its own. Who may see what and how long anything is kept is agreed for each implementation.

Is payroll run without anyone checking?

No. It prepares changes, but the payroll administrator approves before the payroll is run. A mistake in someone's pay affects them directly, so that check stays with a person by default.

Is this also relevant for a payroll bureau?

Yes, that is exactly where changes from many employers arrive through many channels. With Nmbrs, access through the REST API is arranged per employer, not with a single master login. We take that into account in the setup.

How to put this to work

  1. 1A short callTogether we look at your process and your systems, and whether this task is the best place to start.
  2. 2Set up on your rulesIntegrations with your own systems, and agreeing what may run automatically and what a person approves.
  3. 3Measure and adjustFirst alongside your team, only then on its own. We look at what it delivers and adjust.
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