Automated Employee and Expense Management for a Cloud Solutions Enterprise

Overview

The client operates in the cloud computing and IT infrastructure industry, offering enterprise-grade solutions including cloud hosting, managed services, cybersecurity, and digital transformation support. They help businesses enhance scalability, security, and operational efficiency through tailored cloud technologies.

Business Challenge they faced :

• Manual handling of employee records and activity tracking
• Disconnected systems for expense submissions and approvals
• Difficulties in distributing salaries and managing reimbursements
• Lack of structured HR documentation and employee data management
• Inconsistent and delayed expense claim processing

Managing Employee Records, Expenses, and Salary Distribution

Objective: To automate the management of internal employee operations — including attendance, leave, payroll, expense claims, salary processing, and employee information — using a fully integrated Zoho solution.

Step-by-Step Process – Delivered by Elite Tech Global Using Zoho Ecosystem

Step 1: Centralizing Employee Information

All employee details (personal info, job roles, reporting managers, status) were centralized in Zoho People.

Step 2: Automating Attendance and Leave Management

Attendance and leave management will be automated in zoho people.

Approval flows were mapped to the organization’s reporting structure.

An approval flow will be configured and approved, where employees can submit for leave records and submitted to their reporters automatically.

Step 3: Setting Up Automated Reminders and Updates

An full set of Automated reminders in zoho people and activity updates were set for key employee lifecycle events, including confirmations, status changes, and onboarding.

Automated process will sent with configuration on which event it needs to be sent

Configuring for whom it to be sent

Step 4: Automated Expense Submission and Management

Implemented Zoho Expense to manage:

• Employee-initiated expense submissions
• Company-provided advances tracking
• Approval flows based on organizational hierarchy

Expenses were categorized based on predefined policies and submitted directly through the portal.

Approval automation was configured based on the department, project, and expense amount thresholds.

Step 5: Expense Policy Setup

Company-specific policies (travel, office purchases, client entertainment) built into Zoho Expense.

System automatically flagged policy violations.

Violations routed to designated approvers for review.

Custom workflows set for different expense types, limits, and approvers.

Workflows will be triggered during the time of submissions by employees.

Step 6 : Expense Reimbursement automation

Integrated Zoho Expense with Payroll for automatic expense pulling during salary processing.

Once approved, expense will be synced to payroll.

Employees can avail reimbursement amounts along with their salary.

Configured payslip templates to display both salary and reimbursement.

Step 6: Employee Data Synchronization for Payroll Accuracy

Employee information synced automatically between Zoho People and Zoho Payroll.

Attendance and leave data used directly for payroll processing.

Enabled auto-sync features between Zoho People and Zoho Payroll.

Set scheduled sync jobs to pull latest employee updates before salary runs.

Mapped employee fields (name, department, designation) to maintain data accuracy.

Step 7: Salary Processing and Pay run Setup

Pay runs configured with automatic salary calculations and deductions.

Defined salary components (basic, HRA, allowances, deductions).

Configured tax rules, benefits, and statutory deductions.

Step 8 : Payslip generation and distribution:

Scheduled monthly pay runs with pre-validation checks.

Auto-calculated net payable after deductions and reimbursements.

Generated payslips automatically post pay run.

Shared payslips securely through the employee portal.

Results Delivered

Conclusion

Elite Tech Global implemented an end-to-end solution leveraging Zoho People, Zoho Expense, and Zoho Payroll, which transformed the client’s internal operations. The new system enabled efficient employee record management, automated salary processing, and seamless expense handling, significantly reducing manual efforts, improving transparency, and enhancing operational control. This automation has positioned the company for scalable growth while ensuring strong compliance and streamlined employee engagement across all departments.