Technology is inevitably transforming Payroll: Meet our Global Payroll Technology Team | People of Accace

At Accace, we believe the future of payroll and HR services is driven by technology. That’s why we established the Global Payroll Technology Team – a group of experts in integrations, automation, and process optimization. Their mission is to simplify and accelerate work, from data transfers between systems to everyday routine tasks. The result: faster payroll processing, fewer errors, and more time to focus on what truly matters – for both our clients and our colleagues. In this interview, we’ll introduce how the team operates in practice and why their solutions have become indispensable.

Could you briefly introduce the Global Payroll Technology Team? What is its main role at Accace?

Jana Kovářová: The team was formed in response to increasing client expectations for faster, automated, and integrated payroll services. It brings together specialists from different fields. Together with Barbora Onofrejová, I manage operations and projects to ensure everything runs smoothly and efficiently. Robin Hrabina, Tomáš Jalč, and Radoslav Smaržík develop and maintain automated solutions, while Petr Kamenář and Pavel Grepl are responsible for IT system configuration, security protocols, and data transfers.

Our core mission is to enable fully automated data flows between clients’ HR and Time & Attendance systems and Accace’s payroll systems – without manual intervention. At the same time, we focus on automating and streamlining routine activities. We support not only external clients but also colleagues across Accace service lines – from payroll and HR to tax, accounting, controlling, administration, and project management.

What does payroll system integration involve, and why is it important?

Tomáš Jalč: Payroll integration is an automated process where a tool loads, processes, validates, and exports HR, payroll, and attendance data from a client’s system (such as Workday, SAP, Dayforce) into formats that payroll systems or HR portals can process. This minimizes manual work, reduces errors, and increases efficiency. While manual data transfer can take hours, integration completes it in seconds.

“In simple terms: it’s about moving data from one system to another without human effort. Just press a button. The main benefit is real-time processing, ensuring data consistency across all systems and eliminating errors caused by manual entry.” – Jana Kovářová

What does the integration process look like from start to finish?

Jana Kovářová: Once integration is in place, the process is straightforward – every day (usually overnight), a file is automatically received, transformed into a payroll-ready format, and stored in a secure location for upload into the payroll system, either manually or automatically. Notifications with the results are sent to both the client and the payroll team.

Setting up a new integration, however, is more complex. It starts with analyzing the client’s systems and processes, consulting with payroll accountants and specialists, development, testing, and finally going live. This takes about six months and requires strong support from the client’s technical and HR teams.

How do automation and process automation tools help clients?

Robin Hrabina: We choose tools based on the client’s needs. Most often we use VBA in Excel, which transforms structured data into final reports. A task that might take 2–3 hours manually can be done in seconds with VBA. For example, when calculating meal vouchers: the client provides absence data, and VBA automatically calculates each employee’s entitlement. For broader automation outside Excel, we use RPA (Microsoft Power Automate), which can check documents from insurance companies, send data to tax authorities, or write data directly into payroll databases.

What challenges do you face during implementation – and how do you overcome them?

Robin Hrabina: The most critical part is defining process logic with the client. If requirements aren’t clear, results won’t meet expectations. Often, the logic needs refining after testing. Other challenges include different data formats, website outages, or incomplete files. The solution is to anticipate these issues early and design robust processes.

Tomáš Jalč: A big part of our work is explaining to clients what integration really means and how it works. Every integration is unique – even when clients use the same system, configurations differ. A lot of effort also goes into aligning with payroll teams, so they fully understand how integration functions.

Jana Kovářová: Integration and automation are always a two-way collaboration. The hardest part is explaining that the transformation tool doesn’t make decisions – it simply follows programmed rules. If clients don’t provide data according to those rules, integration will fail. Another challenge is insufficient client testing, which often leads to errors in production and forces us to step back. The remedy is ongoing communication, training, patience, and solid contingency plans.

What skills and expertise set your team apart?

Robin Hrabina: Beyond technical know-how, we bring hands-on experience from real projects – from payroll reporting to meal voucher calculations. We know how to define logic, test thoroughly, and account for exceptions.

“Our solutions are reliable and user-friendly.” – Robin Hrabina

Jana Kovářová: After more than four years working on integrations, we’ve gained a deep understanding of clients’ payroll and HR processes. I’m proud of how the team has grown – Tomáš has become an integration expert and, together with Rado, keeps improving our transformation tool. Robin is a “wizard” in automation, and Barborka excels in project management and client communication. What makes us different is that even though we work with technology, we keep a human touch and deliver solutions that genuinely make work easier.

How do you see the future of payroll technology? What trends are you watching?

Robin Hrabina: The future is all about greater automation, integration, and real-time data processing. Routine tasks will be handled by machines, leaving people to focus on higher-value work. We’re also closely following the rise of AI tools, such as Microsoft Copilot.

Tomáš Jalč: I agree – demand for automated solutions will continue to grow, not just in payroll. That’s why we rely on .NET Core, which is ideal for large-scale applications and modern development.

Jana Kovářová: I’m truly excited about the future. Thanks to AI, I can imagine integration testing being managed by intelligent systems, with documentation generated automatically. I’m also fascinated by what’s possible with RPA.

What would you say to someone unsure whether integration or automation would help them?

Robin Hrabina: If your team spends too much time on repetitive work instead of improving processes, automation can be a real game changer. It saves time and creates space for innovation.

Tomáš Jalč: As we like to say: “Simplicity is beauty.”

“Automation is part of the digital revolution, and while change can be challenging, in the end it simplifies and enhances life.” – Tomáš Jalč

Jana Kovářová: Integration and automation can significantly boost efficiency – speeding up processes, reducing errors, and freeing people to focus on strategic tasks. If you’re unsure, start with a small pilot project. You’ll see the benefits in practice. And our team is ready to support clients at every stage.