How reducing workload with Monday.com saved 200+ hours a year
When a financial services client—the UK’s leading outsourced payroll solution—came to us wanting to reduce the volume of manual tasks the owner had to do on a monthly basis, we understood that processing and task management optimisation was not only key to their productivity, but to their brand.
Payroll Bee is known for giving time and control of repeat activities back to their customers, so it was critical that they could practice what they preach, with smooth, well-functioning systems in place to pass on those benefits through superior customer service.
With the help of The SaaS JEDI’s expert monday.com implementation consultants, Payroll Bee achieved their goals of streamlined processes and task management that saves time and resource across all levels of their business.
The problem: monday.com overwhelm
Payroll Bee runs monthly pay cycles for many customers, with account managers and operations staff executing the bulk of the work. In a bid to achieve consistency in process across the business, the owner of Payroll Bee set up a structure on monday.com whereby each client had its own workspace. Each workspace contained folders organised by cadence and month (e.g. “Monthly Pay Runs – March,” “Monthly Pay Runs – April,” etc.). And each of those folders contained new boards for that period’s pay runs so that team could process the relevant tasks.
While that sounds like a logical approach—everything was clearly and neatly organised within folders— it was, in fact, creating a mountain of manual work.
All of that recurring work relied on manual board creation every single cycle, week after week and month after month across multiple frequencies and clients. This made the owner the bottleneck and produced a constant admin load (naming, duplicating, dating, and scaffolding boards...).
The approach also led to board sprawl and fragmented visibility. For instance, one client’s work was split across many period-specific boards and folders, making it harder for teams to see current vs. upcoming runs at a glance, track exceptions, or compare progress across cadences.
With so many new boards, standards were drifting, titles, columns, and conventions varied, which was increasing the risk of missed items, duplicated efforts, and scheduling errors—especially when multiple cadences overlapped.
In short, the system’s dependence on creating new boards for each period across every cadence and client was unsustainable and operationally risky.
To top it all off, there was also no clear workflow or space to capture and manage other ad hoc tasks, adding to the disjointed approach for each client.
The Solution: implementing monday.com to reduce manual tasks
“Absolutely amazing! I am not at all tech-savvy so when I had ideas to transfer our Monday.com and implement a lot of automations etc., the team at The SaaS JEDI created exactly what I was thinking and have helped at every step of the way.”
Evangaline | Payroll Bee Owner
We scaled down Payroll Bee’s over the top, month-by-month/week-by-week board creation and replaced them with a durable, automation-driven setup consisting of:
Consolidated boards.
One clearly labelled ‘Main Pay Runs’ board for recurring work.
A separate adhoc tasks board to keep track of other important client and non-client activity.
Distinct sub-processes on the main board (e.g. pension and wage runs) to easily allocate, automate and manage work.
Monday Enterprise automations with ease
We decided to keep everything set up within Monday.com Enterprise to ensure workflows ran natively, rather than using an external duplicator for automations. By using Enterprise Workflows & Automations, the system:
Duplicates items for the next cycle, so these no longer need to be created manually, cutting out the owner bottleneck.
Shifts dates and mapped fields automatically so the next period is “ready to work”.
Enforces consistent structure and naming—removing the messy board sprawl.
Reporting the right way
Board set up and automations improved workflows and day-to-day activity significantly, but the overall job didn’t stop there. Client specific boards were essential requirements so that managers could filter and correctly run reports.
Because some of Payroll Bee’s clients have end-clients, we added a ‘Clients’ board in each workspace and connected it to the other pay run boards, preserving the “client → sub-client” chain with simplicity.
Bespoke archiving & audit trail
To avoid connection limits and performance drag, a custom archiving workflow was set up, involving automations to:
Archive items older than 3 months to a separate but accessible archiving space.
Create a record on an Archive (Audit) board with key metadata, keeping history searchable and reportable after archiving.
Future-proofing workloads shouldn’t be underestimated, and with these practical automations, reporting requirements can easily be met.
Repeatable deployment via Monday Dev
One of the issues Payroll Bee were dealing with was inconsistent board use and creation. It’s easy for process to drift day-to-day, particularly with any team changes or simply with busy workloads, corners can get cut and standards can slip. Once scaled, this can become an overwhelming problem to deal with and difficult to get workflows back on track.
To fix this, we packaged the workspace (boards, columns, automations, views) using monday.com Dev, saved it as an app, and re-installed it per client—giving Payroll B a standardised rollout.
The results: Monday work management implementation success
The Improved Monday.com implementation has saved our client over 200 working hours per year – by reducing the owner’s workload by two hours per week (which amounts to 104 hours per year), and cutting down 26 hours per year for each account manager.
For the team at Payroll Bee, the results speak for themselves. The company’s management and team members have improved working processes thanks to:
No more manual board creation.
Cycles that generate themselves with correct dates.
Teams working from stable boards.
Archived history that remains auditable and a weight off everyone’s minds.
Dashboards showing key metrics and tasks due-next at a glance.
Simplified and accurate internal and external client reporting.
Overall, our support with Monday.com implementation provided Payroll Bee with clear, structured workflows and spaces to manage and collaborate on adhoc as well as recurring tasks. As the business scales, and new team members are on-boarded, these time savings will continue to be passed on thanks to the development of the app, and an unbreakable process that has become ingrained in Payroll Bee's ways of working.
