Case Study: How Partnering With Ineo Saved One Global Mobility Leader 600+ Hours of Processing Time Per Year

Overview:

A global leader in workforce mobility was facing significant challenges with its legacy software, which required time-consuming manual processes for payroll and shadow payroll reporting, as well as posting documentation to the assignee/client portal. The company sought to streamline its workflows, enhance transparency, and improve processing efficiency to handle a higher volume of transactions. After partnering with Ineo and implementing their MoveTrack system, the company saved over 50 hours of manual processing per month, automated its reporting systems, and achieved a 100% accuracy rate. When researching new solutions, functionality was the primary concern.

“We didn’t need any additional bells and whistles,” says the company’s Director of Global Compensation Services, “We just needed something that works really well and is fairly easy to use”.

Challenges:

An Unscalable, Cumbersome Process Manual-Heavy Legacy System

The company’s legacy expense management and global compensation software relied on excessive manual intervention for each client, regardless of transaction size. Whether generating payroll or shadow payroll reports, the full process required multiple labor-intensive steps, including data extraction, auditing, adjusting entries, and final validations. On average, processing a single client would take 2-3 hours, and the need to interface with external tools added further complexity. As the company grew and took on larger clients with increasing transaction volumes, an already complicated process became less scalable.

Laborious Reporting Process

The Global Compensation Services (GCS) team had to export documents, convert them to a compatible file format, and prepare detailed upload instructions. This process involved collaboration with the IT department to upload documents to the system, followed by a post- upload audit to verify accuracy. Each of these steps increased the chances of human error and typically consumed 6-8 hours every month, per client.

Transparency Issues

The lack of transparency via automated checks did not allow for a sufficient trouble-shooting mechanism in the company’s legacy system, so team members often found themselves in the dark when issues arose. The company needed a solution that could provide real-time validation of data inputs and give them greater control over processes without relying on external systems and 11^th– hour workarounds.

Solutions:

MoveTrack Implementation

After extensive research, the company selected Ineo’s MoveTrack software, a scalable relocation management system that provides best-in-class functionality without unnecessary complexity. Key requirements for the new system included:

• Automation of balance sheet and payroll/shadow payroll
• Real-time access to data and improved
• A significant reduction in manual steps for

Collaborative Implementation Process

Ineo’s team worked closely with the company during the implementation process, customizing certain features to better meet their specific needs.

“It didn’t feel like we were working with a vendor,” said the company’s Director of Global Compensation Services, “Ineo felt like an extension of our team”.

Results:

1. Significant Time Savings

Shadow Reporting: The company’s previous software required separate reporting for each client. With MoveTrack, batch processing is now centralized, and the company generates a single report for client-ready reporting. Processing a large client that once took 2-3 hours now takes about 30 minutes, leading to significant monthly time savings.

Payroll Instructions: Processing payroll instructions, which took 3 hours per client in the legacy system, is now reduced to 20-30 minutes using MoveTrack. This improvement represents a monthly time saving of several hours per client.

Document Upload Automation: By integrating API-driven document uploads, MoveTrack eliminated the need for manual preparation and audit steps. The Global Compensation team estimates that they save 6-8 hours per client/per month as a result of the automation.

2. 100% Accuracy in Reporting

With its legacy system, the company’s accuracy rate was near-perfect, but required significant manual intervention to achieve this. The introduction of automated checks within MoveTrack has brought the company’s accuracy rate to 100%, providing greater confidence in reporting and reducing the risk of errors in payroll instructions and shadow payroll reporting.

3. Data-Driven Metrics Transaction Volume Handling

In 2023 and thus far in 2024, the company processed 105,000 balance sheet transactions and

13,000 payroll instruction transactions using MoveTrack. The system’s ability to handle this volume with minimal manual intervention has dramatically increased the company’s capacity to scale.

Efficiency Gains with Batch Processing

Batch Processing Flexibility: One of the key features of MoveTrack is its ability to filter batches for processing by location, policy, or other criteria. This flexibility allows the company to run more efficient reports for specific clients or regions without waiting for full client-level batches to process, resulting in further resource savings each month.

Enhanced Tax Reporting with Real-Time Updates

Tax updates were only conducted annually in the company’s legacy system, which meant tax calculations could become dated and hypothetical tax estimates less accurate in the course of a year. MoveTrack’s quarterly tax updates ensure that calculations reflect the most current information, enhancing the accuracy of global cost estimates and hypothetical tax calculations and greatly improving client satisfaction.

Conclusion: A Partnership for the Future

By partnering with Ineo, the company transformed its internal processes, achieving significant time savings, increased transparency, and a 100% accuracy rate. MoveTrack has not only improved day- to-day operations but has also provided the scalability needed to handle growing transaction volumes and to meet client expectations. As the company continues to leverage Ineo’s solutions, they anticipate even greater efficiencies and a more seamless experience for both their team and their clients.

Key Takeaways:

• Time Savings: Over 50 hours saved per month through automation and more efficient processing over several clients.
• Accuracy: 100% accuracy rate in reporting, compared to near-perfect but more time-consuming with legacy processes.
• Scalability: Ability to process 100,000+ transactions annually with reduced manual
• Client Satisfaction: Increased flexibility to enhance customer service with more frequent tax updates and streamlined reporting.

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