Managing a non-standard payroll cycle: Most HR software is designed to process payroll on a standard monthly cycle (1st to 30th/31st). However, PreBo India followed a completely different payroll structure that ran from the 26th of one month to the 25th of the next month. This created multiple operational issues:

• Attendance records had to be calculated differently
• Payroll processing required manual adjustments every month
• Leave calculations often became complicated
• HR teams spent extra time validating salary data
• Standard HR software could not support this custom payroll workflow

Complex leave policy management: The company had leave policies that were different from traditional HR structures. Employees were allowed only two Saturdays off per month, along with custom weekly off rules. Managing this manually created confusion for both employees and HR teams. Challenges included:

• Tracking two allowed Saturday leaves per employee - Managing custom weekly offs
• Handling manual leave approvals
• Avoiding incorrect leave calculations
• Ensuring policy compliance across teams

Manual employee car lease management: One of the biggest operational challenges was managing employee car leasing. Instead of purchasing vehicles, the company leased vehicles for employees. However, the entire process was being handled manually through spreadsheets. The team had to manually track:

• Vehicle lease start dates
• Lease expiry dates
• Renewal timelines
• Employee vehicle assignments
• Driver allocation records
• Vehicle transfer history
• Service schedules
• Maintenance records.

Heavy dependency on excel sheets: Several critical business operations were being managed through spreadsheets, which created inefficiencies. This resulted in:

• Data duplication
• Manual data entry errors
• Missing records
• Delayed updates
• Difficulty tracking historical information
• Lack of centralised reporting

Lack of centralised HR visibility: Employee information was scattered across multiple systems and files. This made it difficult for management to quickly access:

• Attendance records
• Payroll reports
• Leave balances
• Employee details
• Vehicle allocation records  

Manual administrative work: The HR team spent significant time on repetitive tasks that could have been automated. This included: - Updating employee records manually - Tracking attendance manually - Managing leave requests - Calculating payroll adjustments - Monitoring car lease renewals This increased workload and reduced operational efficiency.

Communication and language challenges: As PreBo India operates as part of a global organisation, certain workflows involved communication with international teams. This created challenges such as:

• Managing documentation across teams
• Understanding specific operational requirements
• Coordinating workflows with global stakeholders
• Handling language-related communication barriers during implementation

Need for highly customised workflows: Traditional software required businesses to adapt their operations according to software limitations. PreBo India needed the opposite. They required a system that could adapt to their business model and support:

• Custom payroll cycles
• Flexible leave structures
• Vehicle lease workflows
• HR automation
• Operational reporting