Case Study: Automating Global Payroll Processing with AI Agents
insightfactory.ai automated a global organisation’s complex payroll splitting process using reducing manual effort, errors, and enabling fast, scalable, and compliant payroll operations.
Our AI Services and Agentic Solutions practice is dedicated to identifying business processes that are prime candidates for automation. Using our Lean-to-Agentic framework, we analyse and deconstruct processes to determine where data, AI, and agentic solutions can be applied most effectively to streamline operations and unlock efficiencies.
Payroll is one such example. By applying this framework, we were able to reimagine a manual, high-volume, compliance-sensitive process and transform it into a fully automated, scalable workflow. This case demonstrates how our approach consistently delivers measurable outcomes, helping organisations reduce operational friction while building repeatable models for automation across other critical processes.
Dr Mauricio Soto - Head of Applied AI (insightfactory.ai)
The Problem
This company was weighed down by a highly manual and often error-prone payroll splitting process. Each cycle required parsing and processing large PDF payslips, all arriving in variable formats. Teams were tasked with manually splitting, renaming, and validating files against employee data, an effort that became even more complex when layered with multi-country payroll logic, each jurisdiction carrying its own rules and formats.
This process introduced errors, delayed submissions, and heightened compliance risks, undermining confidence in payroll operations. With scale and complexity only increasing, the organisation required an automated and intelligent solution capable of managing the variability of global payroll at speed, accuracy, and reliability.
The Solution
The organisation partnered with insightfactory.ai to design and implement an AI-powered automation solution, built on the Insight Factory, to replace the manual payroll splitting process. At its core, the solution deployed specialised AI capable of reading and parsing complex, variable-format PDFs, extracting the relevant employee and payroll data with precision.
From there, intelligent business logic was applied to automatically split, rename, and repackage payslips in line with country-specific rules, accommodating the nuances of multi-country payroll operations. Built-in error detection and correction mechanisms ensured that inaccuracies were flagged and resolved before reaching downstream systems, significantly reducing failed or incorrect entries.
The solution integrated seamlessly into the existing workflow, eliminating the need for manual intervention. Its scalable architecture was designed to adapt to future changes in format, business rules, or processing volume, ensuring long-term resilience.
Now in production, payroll processing has been transformed into a fully automated, reliable, and scalable operation, removing operational bottlenecks while enhancing compliance and accuracy.
The Value Delivered
The automation initiative delivered measurable impact by eliminating manual processing and saving many hours each month. Payroll errors and compliance risks were reduced, ensuring consistent accuracy across jurisdictions and strengthening confidence in operations. Turnaround times improved markedly, with the system maintaining high throughput even during peak periods without delays or bottlenecks.
Importantly, the solution also established a repeatable framework for intelligent document automation that extends beyond payroll. The same approach can now be applied to other high-volume, precision-driven processes such as invoicing and HR onboarding. This case demonstrates how insightfactory.ai’s AI Services removes friction from complex workflows, driving efficiency, accuracy, and scalability while delivering lasting business value.
