Saving 50% operational costs with a custom HR administration tool

5 minutes read

VirtusLab aimed to make their administration more efficient. This was particularly important as they planned to expand and hire more staff. Unable to find a suitable solution in the market that aligned with their current processes, they developed their own tool. They've used it to handle salaries, contracts, and similar administrative tasks. As a result, VirtusLab noticed a 50% decrease in administration costs. Also, the transition from their previous toolset to a new one was swift and easy as it required minimal training.

Download this success story as PDF

Print it out, take it with you to read later, or share it with your peers.Free download

The challenge

In the past, VirtusLab managed their administration in Google Sheets. The workload grew exponentially as the company grew, and this approach became outdated and time-consuming. For instance, the HR staff had to manually check each employee's payment orders generated by an automatic macro. Moreover, the Google Sheet had its limitations, a single, misbehaving formula could cause issues in the entire spreadsheet. To boost productivity they need to improve their administrative workflow.

VirtusLab needed a scalable tool that could fit into their budget and work with their current administration workflow. The solutions available on the market would require modifying the company’s existing procedures to work well. To avoid that, VirtusLab decided to build their own tool.

The solution

VirtusLab had to automatize some of their tasks, especially for salaries. They designed their tool with the problems of the end user in mind. In other words, their approach to building their tool was based on design thinking methodology. VirtusLab developed an MVP that caters to the needs of C-levels and HR. Once implemented, it handled various tasks, including:

  • payroll,
  • contracts,
  • time reports,
  • employee benefits,
  • business travel,
  • personal data,
  • annual medical checkups,
  • tracking of employee’s career paths,
  • tracking hours developers spent on client’s projects.

After gathering feedback for the MVP, VirtusLab focused on improving the UI and UX. To do so, they employed their custom design system called Tetrisly. This way, the end product had a consistent interface that was easy to use.

The results

Since VirtusLab switched to a new tool, they’ve noticed the following benefits:

  1. Achieving a 50% reduction in administrative task costs
  2. Reducing the time spent training HR and administration staff in utilizing the new tool
  3. Saving time that VirtusLab would have to invest in adjusting their workflows and processes to accommodate a new tool

Take the first step to a sustained competitive edge for your business

Let's connect

VirtusLab's work has met the mark several times over, and their latest project is no exception. The team is efficient, hard-working, and trustworthy. Customers can expect a proactive team that drives results.

Stephen Rooke
Stephen RookeDirector of Software Development @ Extreme Reach

VirtusLab's engineers are truly Strapi extensions experts. Their knowledge and expertise in the area of Strapi plugins gave us the opportunity to lift our multi-brand CMS implementation to a different level.

facile logo
Leonardo PoddaEngineering Manager @

VirtusLab has been an incredible partner since the early development of Scala 3, essential to a mature and stable Scala 3 ecosystem.

Martin OderskyHead of Programming Research Group @ EPFL

VirtusLab's strength is its knowledge of the latest trends and technologies for creating UIs and its ability to design complex applications. The VirtusLab team's in-depth knowledge, understanding, and experience of MIS systems have been invaluable to us in developing our product. The team is professional and delivers on time – we greatly appreciated this efficiency when working with them.

Michael GrantDirector of Development @ Cyber Sec Company

VirtusLab has built an excellent platform with exceptional development talent and a strong customer base.

Vincenzo La RuffaPresident @ Aquiline Capital Partners