Headcount reconciliation
Before every payroll run, every hire, leaver, raise and change in your HR system checked against payroll and the org chart, so all three agree.
HR, payroll and the org chart, matched before every pay run.
Here’s a typical run, step by step: what automation handles, what the agent does, and the calls that stay with your team.
Step 1 of 5Gather the changes
Automation
Exports every hire, leaver, raise, deduction and move from the HR system since the September 30 run, plus the payroll register.
The change report and the register are the same two exports every run.
- HR system
- Payroll
- Reconciliation file
~4 hours a month back
Step 2 of 5Line them up
The agent
Matches all 43 changes to lines in the payroll register, even where HR says “Robert Tan” and payroll says “Rob Tan”.
When HR and payroll are separate systems, names, IDs and job codes drift apart over the years.
- HR system
- Payroll
- Reconciliation file
~11 hours a month back
Step 3 of 5Check the org chart
The agent
Confirms the two people who changed teams sit under their new managers and cost centers in the org chart as well.
A team move shows as a new manager in HR, a cost center in payroll and a box on the chart. Same fact, three ways.
Automation
Lays out each change that doesn’t agree across all three, with the value from each system beside it.
Once the changes are paired, a difference is just two values that disagree.
- Org chart
- Payroll
- Reconciliation file
~6 hours a month back
Where teams differRaises and leavers are the minimum. Bonuses, commission and benefit deductions can be checked line by line too.
Step 4 of 5Fix before the run
Your teamIf any change doesn’t match
Sees Lena Park’s raise in the HR system but not in payroll, checks the effective date, and updates payroll before the run.
Pay is changed by the person accountable for it. The agent shows the gap and never touches the amount.
- HR system
- Payroll
~3 hours a month back
Where teams differSome payroll managers fix it in payroll themselves. Others send it back so HR corrects the source first.
Step 5 of 5Clear to run
The agent
Sums up the run in plain words: 43 changes, 42 matched first time, one raise fixed, and a headcount of 212 for finance.
A page in plain words is quicker to sign off than a spreadsheet, and finance can read it too.
- Reconciliation file
~4 hours a month back
What changes
Payroll runs on numbers that agree with HR and the org chart. Anything that doesn’t match reaches the payroll manager laid out side by side.
- 2steps automated
- 3steps for the agent
- 1call kept with your team
Pick any step to see what happens there and why it sits in that lane.
What it could be worth
~28 hours a month back
$22,800 a year in time
For a 212-person company that runs payroll twice a month, at $68 an hour. We work out yours from your own volumes before you sign.
Let’s build your agentOne proven agent, plugged into how you work.
Every team does this job a little differently, so we set these five with the people who do it today. We’ve done this in dozens of businesses, so we know where teams usually differ and ask about those first.
The agent
Same for every client- Follows the same proven steps
- A person on every exception
- Every decision logged
- Tested on your past work first
- Never changes pay on its own
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Your systems
Where the work comes in, and where the result goes.
For this agentChanges from your HR system, checked against payroll and the org chart.
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Your rules
The limits and exceptions it works to.
For this agentWhat counts as a difference, and how far ahead of the run to check.
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Your team
Who signs off, and who covers when they’re away.
For this agentThe payroll manager for every difference.
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Your channels
Where your team hears from it.
For this agentEmail before each run, a Slack note when it’s clear.
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Your output
What it hands back, in the format you already use.
For this agentA reconciliation report for every run, and one headcount everyone uses.
Running payroll stays with your payroll provider and team. Onboarding and offboarding are their own agents in this catalog.
The agent, and everything that keeps it working.
- The agentRunning on your systems, under your rules.
- The review screenWhere the exceptions land for your payroll manager.
- Your rulebookYour limits, exceptions and who signs off, in one place, often for the first time.
- A test reportYour past payroll runs, run through it and checked against the number.
- The runbookHow it works, what to check, and what to do if it stops.
- 30 days of tuningAfter it goes live, through a full month of your real payroll runs.
Payroll errors and off-cycle corrections per run. We measure it before we start, and again at day 30.
Live in 3 to 6 weeks. About seven hours of your time.
We do the building. Your side: access, your last three payroll registers and HR change reports, and a short weekly check-in.
Then 30 days of tuning, with a short check-in each week, about two hours of yours. At day 30 we show you the number and hand everything over.
It keeps running whether or not we stay.
It runs in your accounts
Your cloud, your systems, and an AI account in your name, billed by the provider at their rates.
Changes in the first 30 days are included
A new rule, a changed limit, someone new signing off. That’s what tuning is for.
After that, your call
Your team edits the rulebook, the care plan covers it, or a bigger change is quoted first.
About this agent.
Does it run payroll?
Can finance use the headcount?
Our process isn’t quite like this. Will it still work?
How do we agree the number?
What does it cost to run once it’s live?
Want every payroll run right the first time?
Tell us how your team handles payroll runs today. We’ll show you this agent on examples like yours, and whether it fits the fixed price.
- 3 to 6 weeksto live, then 30 days of tuning
- $12,500fixed, per agent
- Yours to keepno license fees