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A Guide to Payroll Streamlining


for FM & Cleaning Companies An Ezitracker white paper


Going digital


Christian Berenger, Managing Director of Ezitracker Workforce Management, looks at how the ability to integrate basic time and attendance workforce data with a cloud-based automated payroll system can benefit cleaning service providers.


Do you recruit cleaning and maintenance operatives via job apps or Facebook, and then manually process paper-based timesheets once they jump onboard?


It’s a familiar scene as many businesses grow and struggle to adapt and integrate the various systems used to manage their dispersed workforces.


Most cleaning contractors will be involved with all stages of the employee lifecycle: recruitment, onboarding, development, payroll, retention and exit. Multiply this by the number of employees you process, and the day-to-day people management process is a complex task.


By integrating automation, analysing data and embracing cloud-based information intelligence, efficiency and the entire process can get a whole lot easier. It’s entirely possible to move away from stacks of paper and an overflowing inbox.


It’s easy for employees with paper-based timesheets to enter incorrect times of arriving and leaving sites, or to round up their hours. Overpayment will often happen as the employee is paid based on those incorrect hours or rates.


58 | TECHNOLOGY


Couple that with huge volumes of attendance data which needs retyping from timesheets or cards into the payroll system by back office administration staff, and it’s easy for mistakes to be made and inaccuracies to go unnoticed.


Soft FM service providers can manage the employee lifecycle of hundreds of cleaning operatives in a sector that has a notoriously high staff turnover rate. By eliminating uncertainty and having information available real-time, it’s possible to free up time for managers to make the best possible decisions, streamline processes, achieve optimum levels of productivity and boost long-term profitability.


Modern time and attendance software technology enables operations managers to verify attendance in real-time, and eliminates the need for paper timesheets, thereby streamlining payroll reporting. A massive reduction in the administrative burden of paper timesheets can result in substantial savings in payroll processing, including the elimination of timesheet fraud, reduction in payroll overpayments, discrepancies, disputes and time spent supervision.


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