Challenge
Quehenberger Logistics is a logistics partner for transportation, contract logistics, air and sea freight, and customs services. In Slovakia, it employs more than 150 people.
Quehenberger Slovakia operates in the transportation and logistics sector, an environment with operational facilities, a mixed structure of white-collar and blue-collar workers, and high demands on process accuracy. This is exactly what brought several practical challenges to everyday HR and payroll administration.
The main challenges included:
- the company’s operational nature and dispersed workplaces, where an HR staff member is not always present,
- a large proportion of blue-collar employees who often have no work computer or permanent access to a desktop system,
- inaccuracies in attendance and problems with paper leave permits that “tended to get lost” or were not delivered for processing on time,
- communication about attendance took place across multiple channels, which complicated overview and response speed,
- high administrative burden when preparing payroll outputs and during month-end processing.
75%
Time Saved in Payroll Documentation Preparation
2h
Documentation preparation instead of a whole day
Are you also looking for a simpler way to set up HR?
Solution
The HR team at Quehenberger Logistics was very progressive and modern and knew exactly what it wanted to achieve from the start. The main goals were simplifying administration, automating HR processes, improving the employee experience, attendance visibility for employees, and the overall modernization of the company.
During implementation, we worked with the client to set up processes that could be used not only by office workers but also by operational teams. A key step was deploying the mobile app as a practical tool for daily communication and handling employee requests.
The solution included:
- implementing comprehensive modules for HR, payroll, attendance, and travel orders,
- deploying the mobile app even for environments where employees normally have no access to a computer,
- thorough education and team support so that employees and managers could adopt the new way of working,
- centralizing communication about absences, changes, and HR requests into one system,
- creating a backup solution in the form of a tablet to serve as a fallback if needed,
- digitalizing key processes including attendance, payslips, travel orders, and payroll documentation.
Solutions Used:
Impact
The implementation brought a noticeable change in accuracy, speed, and work comfort:
- a large portion of errors were eliminated caused by paper leave permits and inaccurate attendance,
- communication with employees is now faster and centralized in one environment,
- employees adopted the mobile app positively, with no negative feedback, including older colleagues,
- processing of month-end outputs is significantly more efficient,
- preparing payroll documentation was shortened from a full day’s work to approximately 2 hours, representing an efficiency gain of roughly 75%,
- the HR team no longer needs to prepare additional reports on vacation balances at month-end, because every employee has the data available continuously and clearly in the mobile app
Another strong benefit is better data visibility for both employees and managers. The system is perceived as user-friendly, simple, and clear. In practice, this not only sped up day-to-day operations but also strengthened trust in HR processes and data quality.
The Travel Orders module had an especially positive impact, as the system eliminated work with spreadsheets and linked entitlements directly with attendance. It also significantly simplified administration thanks to its user-friendliness
