Verivox

Before implementing Personio, Verivox was part of a larger corporate group. Many HR activities were handled through shared service structures, from contracts and operational processes to payroll. As a result, the HR team had limited control over its tools, data flows and day-to-day processes.

This was especially evident in payroll. Information was passed on, questions were handled through a ticketing system, and there was little visibility into each step of the payroll process. While HR remained the primary point of contact for employees and managers, the team had only limited insight into the process itself.

Verivox also relied on a growing system landscape with several tools that were not always well connected. Information sometimes had to be transferred manually, for example through Excel spreadsheets or individual systems. This made collaboration between HR, managers and other stakeholders more difficult.

Following the change in ownership, the HR team's responsibilities also changed. Verivox needed to establish its own processes, support a new organisational structure and give HR a stronger strategic role. The team needed a solution that was flexible enough to support the new organisation while bringing HR and payroll processes together in one system.

The biggest challenges

• Outsourced shared service processes with limited visibility

• A payroll process that HR had very little control over

• Multiple tools without connected end-to-end processes

• Manual coordination through Excel spreadsheets and separate systems

• New organisational structures that needed to be reflected flexibly

Verivox knew its new HR platform needed to do more than digitise individual tasks. It needed a solution that could bring together its most important HR processes. Instead of relying on separate tools, Excel spreadsheets and externally managed workflows, the company wanted one platform that connected HR data, workflows and payroll.

Today, Verivox uses Personio for recruiting, employee data management, documents, absence management, onboarding, offboarding, workflows and payroll. The company can manage its own processes and organisational structures directly within the platform. As a result, HR is no longer just a link between employees and external service providers. The team can now take ownership of key processes.

Onboarding is a good example. In the past, information was sometimes passed on manually, for example through Excel spreadsheets sent to IT. Today, an automated onboarding workflow starts in Personio. HR, IT, hiring managers and other stakeholders automatically receive their assigned tasks. Managers can track progress throughout the process, while HR spends less time following up manually.

Personio also provides greater security in payroll. The HR team can see relevant data, queries and notifications directly in Personio Payroll. Missing required information is identified early. Before payroll is approved, Personio Payroll provides valuable guidance on missing or audit-relevant information. Payroll can only be approved once all required information is complete. This creates a transparent and traceable process within the HR team.

Personio also supported Verivox through a complex transformation. Despite a demanding timeline and a challenging starting point, the team received a clear implementation roadmap, fast support and the confidence to build its HR and payroll processes in-house.

With Personio, Verivox has built a strong foundation for a more strategic HR function. Automated workflows and centralised data reduce the administrative workload and give the team more time to focus on future priorities.

These include organisational development, compensation strategies and new regulatory requirements such as pay transparency. Verivox also plans to continue improving its reporting capabilities. The goal is to make HR data even easier to use for reporting, finance and strategic decision-making.

For Verivox, Personio is now a central part of HR work. The platform helps the team take ownership of operational processes, make better use of data and strengthen HR’s role as a strategic partner within the company. The HR team especially values Personio’s openness to feedback and the fact that the solution is continuously being developed.

With Personio, Verivox has transferred central HR processes into a transparent, flexible system landscape. Today, the HR team works with greater control, fewer manual steps and clearer workflows — from recruiting and onboarding to payroll. This gives Verivox the foundation to manage operational HR processes efficiently and continue developing its own role within the company strategically.