The first days of the month, always the same
The timesheets start coming in, and everyone sends them their own way, there's the company with the Excel sheet someone built in-house years ago, the one that exports a PDF from the clocking system, the one that types out an email by hand with the hours line by line, and the one that photographs the time card with a phone
Before you can process anything, all of it has to be put back into the same format, and nobody sees that step, it doesn't get invoiced, but it takes hours
Then comes the rest, the government portals to log into one by one, the mandatory notifications to file on time, the payslips to hand out company by company, the checks to run before something wrong goes out
What hurts is the calendar, the peak always falls on the same days, the deadlines don't move by an hour, and the people in the practice are the ones you have
What the system can take off your hands
The format each client sends you is odd, but it stays the same, that Excel sheet has been built wrong in the very same way for three years, and something that stays the same can be read, even when there's no direct integration between the programs
- The system opens the timesheet files as they arrive, Excel, a PDF from the clocking system or an email, recognizes that client's format and brings them all into the single layout you use before loading them into the payroll software
- It logs into the portals with the practice's credentials, does the round you would do, downloads the receipts, renames them and files them in each company's own folder
- It compares this month's timesheets with last month's and with the headcount, and flags the employee who has vanished, the hours that are off the scale, the new hire who shows up nowhere
- It prepares and sends the payslips to every company, each with its own address and its own way of receiving them, and keeps track of what went out
- It checks that every entry for the month has the piece it should have, and puts what is missing on a list for you
These are examples of what the system is able to do, not jobs already delivered to some practice, Muffin Suite started recently and I'd rather be the one to tell you first
All of this applies to the programs you already have, I mean payroll software like Zucchetti, TeamSystem or Inaz, portals like INPS and INAIL, UniEmens and the mandatory notifications, the system opens the screens and fills in the fields the way a person at the screen would, without you having to change anything
What nobody touches
Reading the collective agreement stays with you, and so does anything that is a special case, the grade to assign, the arguable travel allowance, the part-time contract changed halfway through the month, the agreement a company applies that may not be the right one
That work is the reason a client pays the practice instead of buying a program, and there's no sense in trying to hand it over to a system
The system handles the steps that come before and after, and when it runs into something that doesn't add up it doesn't decide, it stops, sets the case aside for you and carries on with the rest, you can also keep it on a short rein at the start, with more confirmations, and widen it on the cases you have seen run well
Why it's worth it for the practice
The gain is the hours on the busy days, the ones you now spend at the office in the evening because the deadline is the day after tomorrow, if the system tidies up the timesheets and does the round of the portals, you get those hours back when you really need them
No made-up figures here, you can do the sum yourself on the savings page, starting from the hours it takes you today
You don't have to replace your software, you don't rebuild your procedures, you don't pay a large sum up front, we agree a monthly fee before we start, and that figure stays until you ask for something more
How we start
I'm Antonio Fuccillo, I write the automations myself and I answer the messages myself, so you talk straight to the person whose hands are in the work, with nobody in between
You show me a procedure, a short screen recording is fine, I look at whether it can be done, and if it can I tell you first what I'll do and how much it costs per month, if it can't I tell you that too, write to me here or on WhatsApp at 352 012 5997
The names of the programs mentioned on this page are trademarks of their respective owners, we name them only so you can tell what kind of programs we mean, we have no relationship with the companies that make them and we don't sell their licenses