Azets acts as an expert payroll administration partner for a wide range of customers and processes a large volume of documents from different clients daily. Diverse materials and varying formats make processing demanding and time-consuming.
Azets was looking for a way to complement their payroll automation solution. Their need was to capture data from incoming PDF and image-format materials smoothly and efficiently. This type of material often involves manual work steps, and along with interpreting document content, also data enrichment, validation, and transformation into a format readable by different systems. Processing has involved several time-consuming and error-prone work steps. For this, Gabria’s DocuDevs offered an AI-based service.
DocuDevs as the solution for processing company car benefit calculations
To solve the Client’s problem, a process was needed that would be accurate and produce the figures in the correct format for payroll administration. In addition, the process had to be capable of flexible data formatting for different systems, as well as automatic enrichment and validation regarding both internal and external data sources.
To meet these challenges, Azets launched a pilot of Gabria’s DocuDevs service for processing company car benefit agreements entering the payroll process. A key challenge was to extract the required basic information from all the different documents, verify its correctness, and produce a finished report for payroll administration. In car benefit calculation, the employee’s taxable value is determined based on a new agreement. The calculation is affected by, among other things, the car’s purchase price and power source, and agreements are delivered in several different formats depending on the client.
As a starting point: a more efficient processing process for documents
The DocuDevs pilot enabled Azets to have automated data collection in the processing of car benefit-related documents:
- Content-driven data collection
In content-driven data collection, the required information is collected from documents with AI assistance, rather than parsing the data based on how it is presented in the document. The solution works regardless of the document’s format and structure, and helps to standardize data. - Automated Validation and Enrichment
The basic information extracted using the content-centric data collection method is verified using DocuDevs, and where needed, it can also be enriched, for example with Traficom’s open data. - Flexible Output
The data produced by the process can finally be formatted in the way required by the system used for each purpose, enabling a flexible outcome suitable for different systems and integrations.
Promising results during the test period
The DocuDevs pilot showed that the solution has great potential to significantly reduce the amount of manual work, which can lead to a more consistent and faster process. Automation can also lower the risk of errors. Another advantage was scalability to different document types, which also facilitated the later stages of the process.
The advantages of DocuDevs were considered to be the solution’s customizability, accuracy, and the scalability of the final outcome.
Azets plans to expand the use of DocuDevs to data collection from other documents as well, since the same challenges regarding the amount of manual work and accuracy also apply to, for example, financial administration processes. The flexible product can be integrated into previous solutions, meaning its deployment and application do not require building anything new.
”DocuDevs met the business need. Since we process personal data and other sensitive data in the system, we wanted the service in an environment under our own control. Deploying DocuDevs to our Azure account went really smoothly, just like a native cloud service.”
Marko Lähde, Senior Manager Architecture and Programs
“The tool helps by retrieving car information from a PDF-format company car benefit taxation value calculation, directly calculates the taxation value, and produces the data in a format readable by the payroll software. This speeds up processing and assists the payroll accountant’s work, leaving only the verification of the provided output as their task. In particular, interpreting deductions for hybrid and electric vehicles, as well as their plug-in capability, is handled smoothly by the tool, as is the calculation of annual updates to taxation values, which previously required time and manual work. The tool streamlines the process and reduces the possibility of calculation errors.”
Elina Palotie, Payroll & HR Specialist
“The tool’s ability to process unstructured data that comes in varying formats is excellent. The process and the final output can also be flexibly modified according to needs. This provides a strong foundation for many different use cases.”
Henri Paavola, Program Manager AI
About Azets
Azets is a company providing financial, payroll, HR, and advisory services, as well as technology solutions, serving clients personally both digitally and locally. In Finland, Azets serves 5,000+ clients of various sizes and across different industries, from SMEs to publicly listed companies, and from international organizations to associations. Further information Azets | Your trusted advisor
