Monthly Admin Overload 
Each month, the HR team had to calculate, and update earned leaves for over 100 employees using spreadsheets. This involved cross-checking joining dates, leave taken, applicable policies, and carry-forward limits—often spread across multiple sheets and email threads. Even a single miscalculation meant extra back-and-forth with employees and last-minute corrections before payroll processing. The process was not only time-consuming but also prone to human error, leaving HR little room to focus on strategic initiatives. 

Inconsistent Accrual Calculations 
The IT firm had multiple departments, each following its own leave accrual policy—some accrued monthly, others quarterly, and a few based on project timelines. These variations weren’t standardized or automated, forcing HR to manually calculate accruals for each employee based on their respective team’s rules. This increased the likelihood of miscalculations, especially when employees changed departments or policies were updated mid-cycle. As a result, employees frequently raised concerns about incorrect leave balances, leading to disputes, reduced trust, and dissatisfaction with HR processes. 

Frequent Payroll Errors 
In the absence of an automated system, leave balances were often outdated or incorrectly calculated, especially when last-minute changes weren’t reflected on time. These inaccuracies directly affected payroll, with employees either receiving excess pay for unearned leave or facing unexpected deductions for leave they thought was available. This not only triggered salary disputes but also forced HR and payroll teams to spend additional hours on corrections and reprocessing. Over time, these errors introduced compliance risks, particularly during audits where accurate leave records and statutory payouts were required. 

Lack of Transparency 
Employees had no easy way to check their current leave balances, causing confusion about how much time off they were entitled to. This lack of transparency meant many would repeatedly contact HR to confirm their available leave, increasing HR’s workload with routine inquiries. The constant back-and-forth slowed down the approval process and created frustration for both employees and managers. Without clear visibility, employees often hesitated to plan their time off effectively. A more transparent, real-time system was essential to empower employees and reduce unnecessary HR interruptions.