When Malux Finland, a company specialising in the import and development of safety solutions for hazardous environments, found that its payroll system was becoming outdated and product support was coming to an end, the company began looking for a new solution. They chose Nepton Payroll, which brought together their existing Nepton Time Tracking solution and payroll into one integrated system.
Nepton Payroll has provided Malux with:
- A clearer and more logical payroll process
- Time savings and fewer errors, as time entries are automatically transferred to payroll
- Improved data security through centralised storage of payroll data and documents
Read the article to learn why Nepton Payroll was a natural next step for Malux as an existing Nepton customer, and how its ease of use made it a practical and effective solution for the company.
A natural transition from the old system to a modern solution
Based in Porvoo, Malux Finland is a 14-person organisation and part of the international Malux Group, headquartered in Sweden. However, payroll is managed locally due to differences in working time legislation.
“Our previous payroll system was very outdated, and its product support was coming to an end. We were looking for a new solution, and at the same time, Nepton happened to announce the launch of its new payroll service. As we were already using Nepton for time tracking, it was a natural choice to bring payroll into the same system as well,” explains Hanna Luoto, who is responsible for HR at Malux.
The solution has brought greater clarity to the HR team’s work and increased transparency throughout the payroll process for managers and employees alike. Time entries now flow directly into payroll, eliminating the need to enter the same information into multiple systems.
Smooth implementation and close collaboration
From the customer’s perspective, the implementation process was exceptionally smooth.
“The Nepton project team kept everything under control throughout the process. We never had to follow up or ask for updates – communication was proactive, and everything progressed as agreed,” Luoto says.
The customer service has also been excellent since the implementation. Questions have been answered quickly, and upcoming developments have been communicated clearly.
Greater clarity in payroll and everyday work
Ease of use and a logical structure were among Malux’s most important criteria when choosing a new payroll system.
“Our old system was like working with Excel – you had to guess which formula affected what or where each piece of information should be entered. Nepton Payroll, on the other hand, is very straightforward. We know exactly where to find payroll information and how it moves through the process,” Luoto explains.
The benefits extend beyond the HR team to employees’ everyday work. Payslips can now be found in the same system as time entries, and historical information is always easily accessible. This means that all payroll-related information is securely centralised in one system.
Smooth and systematic collaboration at the core
Malux has found Nepton Payroll to be a clear and effective solution for the needs of a small but demanding organisation. Combining time tracking and payroll in a single system saves time, reduces errors and improves data security. Collaboration with Nepton has been smooth from the start, while continuous development ensures that the service will continue to meet Malux’s needs in the future.
“The weekly meetings during the implementation phase and the well-managed project enabled smooth collaboration and a very quick start, even though changing a payroll system is a major undertaking,” Luoto summarises.
Nepton’s administrative project manager, Tarja Kahi, also highlights the customer’s important role in the successful implementation.
“Staying on schedule was equally thanks to the customer. Fortunately, they had the necessary resources available during both the configuration and testing phases, and their thorough user acceptance testing enabled a smooth implementation. Throughout the project, the team had a strong ‘we can do this’ attitude, which made the collaboration both goal-oriented and motivating,” Kahi says, describing the implementation project from Nepton’s perspective.
The service evolves based on customer needs
As Nepton Payroll is still a relatively new service, its development continues in close collaboration with customers. Malux has highlighted areas for further development, including the automatic transfer of annual leave data and settings for international daily allowances in travel expense claims.
“We feel that we are being listened to as customers and that we have the opportunity to influence how the service develops,” Luoto says.
Malux Finland Oy is part of the international Malux Group and provides safety and electrical solutions from Porvoo, particularly for potentially explosive industrial environments.
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