From 2 weeks to 30 minutes: How an accounting firm transformed its human resources department with automation – and generated new revenue.

Does your company's HR department still operate in the chaos of spreadsheets and manual emails? Believe it or not, that was the reality for one of our clients.

The payroll closing process was, in theory, simple. But in practice, it was a manual task that consumed 80% of the team's time and hindered the strategic growth of the firm.

In this article, we'll tell the true story of how our team helped this accounting firm reduce its operating costs by 65.11% and create a new revenue stream, transforming chaos into efficiency.

The scene was a Human Resources department overwhelmed with manual tasks.

Imagine the scene: dozens of emails from clients arrive every day, without any pattern, mixing timesheets with other documents. And for each one, an accountant needed to:

• Download the attachments and save them manually to the correct folder.

• Enter all the information into the accounting system.

• Generating payroll and eSocial data in batches, which used to save everything in a single giant folder.

• Then, like a detective, go into that folder, identify each file by client and month, and drag it to its proper place.

• Finally, attach the correct files to a new email and send it to each client.

  
  

This repetitive cycle, besides being time-consuming, left the team exhausted and without time to add value through analysis and strategic consulting.

The game changer with automation and AI.

This is where our team came in, and our goal was clear: to automate the process from end to end.

Step 1: Automating file distribution

The first automation we developed was a robot tasked with the most time-consuming job: distributing batch-generated files. What previously took days of manual work is now resolved in minutes. The automation is programmed to:

• Identify the client, month, and year of each document.

  
  

• Automatically move the files to each client's specific folder, within the reference year and month.

  
  

• Attach and send the documents to the client via email, without human intervention.

  
  

A process that used to take 2 weeks now takes less than 30 minutes .

Step 2: Artificial Intelligence to Organize Data Entry

Next, we tackled the root of the problem: the disorganized reception of information.

We implemented an AI-powered solution capable of reading emails and their attachments — even if they arrive as image or PDF files.

AI extracts all the necessary information and structures it into organized spreadsheets. This means accountants only need to validate the data and import it into the system, eliminating manual data entry and the risk of errors.

The result? Less operational, more strategic.

Implementing these solutions not only optimized time but also transformed the department's culture.

• The team, now free from repetitive tasks, was able to focus on data analysis and became more engaged .

  
  

• With the extra time and new analytical expertise, the firm reallocated part of its team to create a business consulting unit . They began offering analyses, case studies, and suggestions for improvements to their clients, generating new revenue for the company.

  
  

This story proves that automation is not meant to replace people, but to enhance them. By eliminating manual labor, we create space for strategy, analysis, and the creation of new value-added services.

Is your accounting system ready for this transformation?