Saving 50% operational costs with a custom HR administration tool

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 The workload grew exponentially as the company grew, and this approach became outdated and time-consuming.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