Payroll and HR administration · Rollout scenario · Updated
AI in payroll and HR administration
Sick notes, requests and certificates arrive in different forms. The system completes the documents and shows what is missing, and the payroll specialist decides.
Automation, paid once
from €3,000 net
Test on your process: €0
You pay 50% after acceptance
How much does AI for payroll and HR administration cost, and when does it pay back?
Short answer
AI for payroll and HR administration costs from €3,000 net. In our scenario it pays back in 1.2 months. Today, handling 1,000 employee documents by hand costs €2,908 a month. With the system, the same work costs €443. The payroll specialist decides on every case. Your payroll software calculates pay. The test on your process is free.
Statistics
Data, documents and AI: statistics 2026
48.8%
According to Eurostat (2025), 48.8% of EU enterprises that considered AI and did not use it named concerns about data protection and privacy as a reason.
According to the European Commission (2026), 49% of EU small and medium-sized companies do not trust AI or automated systems with decisions on staff matters.
a month for handling 1,000 employee documents by hand
Today€2,908
With the system€443
Payback: 1.2 mo.
In your company
Team of 2
300 documents · €873 a month
4.1 mo. payback
Team of 6
1,000 documents · €2,908 a month
1.2 mo. payback
Team of 15
3,000 documents · €8,725 a month
0.4 mo. payback
The team gets back about 70 hours of work a month, or 9 working days, and the company €29,588 a year. We count after the time a person spends checking and after the model cost.
1,000 × 5 min = 83.3 h × €34.90 = €2,908 a month. With the system, a person checks the output in 15% of the old time (€436) and the model costs €6. That leaves €443. The saving is €2,466 a month, so €3,000 pays back in 1.2 months.
Assumptions: 5 minutes to receive and check an employee document and checking in 15% of the old time are our assumptions. €34.90 an hour is the EU average hourly labour cost for 2025 according to Eurostat, for companies with 10 or more employees. Model cost: reading a document in our case file system (about €0.0002) plus a description of what is missing (Claude Sonnet 5.5, about 2,000 + 300 tokens), at the ECB rate of 1.1205 USD per euro on 22 October 2026.
foap.com customer service: 95% of replies are sent automatically.
Users from several countries write to foap.com, in several languages. The system reads the entire conversation and the terms of that person, and then sends a response in that person's language. Questions about money and exceptions go to the team with a ready draft, so they have to check and send them.
the system sends the answers itself, without human typing
95%
the system sends the answers itself, without human typing
time from the arrival of the e-mail to the ready response (median)
30 s
time from the arrival of the e-mail to the ready response (median)
e-mails that require a response receive a ready-made draft
100%
e-mails that require a response receive a ready-made draft
less work for every 1000 answers (estimate)
47 h
less work for every 1000 answers (estimate)
Data from foap.com production, October 20-21, 2026. Estimate: 3 minutes for handwritten response.
Each new document updates the case file, and the team sees at once what is missing and what does not match. A case with a gap or a contradiction waits for an employee's decision. Reading one document costs about €0.0002.
“We started with my own AI agent. During the training that followed, I learned to build new applications myself. Today I am bringing this way of working with AI into my business. Working with Syntalith gave me exactly the skills and tools I needed.”
You choose the test cases. We anonymise them on request.
They stay in the EU and we delete them after the test.
We sign the NDA and the data processing agreement before we receive anything.
After acceptance you keep the code, the test set and the documentation. You pay for licences and model usage directly to the provider. Your payroll team on ChatGPT or Claude: from €1,150 net for a team of up to 10 people.
Questions
Where should payroll start with AI?
With the documents that have to be retyped and checked before the payroll run. In the review we count how many there are each month.
How much does payroll document automation cost?
From €3,000 net, paid once. After the 5-day test the build takes 2 to 6 weeks. You get a fixed price before the contract: 50% on signing and 50% after acceptance on your own documents.
Is ChatGPT enough?
ChatGPT will help write a letter to an employee. Employees' personal data on private accounts is a risk, and the documents need checks and a trail. Your team on ChatGPT or Claude with data rules is a second step, from €1,150 net.
When does it not pay off?
Below 110 documents a month the payback takes more than a year. Then it is better to start with ChatGPT or Claude for the team, from €1,150 net, with training on your own tasks.
What do we need to prepare?
20 to 100 anonymised documents from the last month, a list of their types and the name of your payroll software.
Let's talk
Just write, call or choose a date.
We work fast because we hate corporate cotton wool. We don't have salespeople or managers to keep an eye on managers. You talk immediately to engineers who then build your system. We respect each other's time and yours too.
We will accept 3 more companies by the end of the year.
What our OpenAI and Anthropic partnerships mean for you.
OpenAI makes ChatGPT and Anthropic makes Claude. We belong to the partnership programs of both companies, so we work with their tools every day and learn from the creators themselves.
Claude Partner Network
01We will select a tool for the task
We implement both ChatGPT and Claude. We check both on your documents, and you choose the one that makes fewer corrections and saves more time.
02Knowledge straight from the creators
We learn from official OpenAI and Anthropic courses and materials. Your team learns about the features and settings that work today.
03Licenses without our margin
You buy accounts directly from OpenAI or Anthropic and receive an invoice from them. We do not add anything to the license.
04Certified engineers
On the team, we have an AWS certification in machine learning and an Anthropic certification in systems architecture on Claude.
Participation in programs does not mean that OpenAI or Anthropic endorses our services.
customer service
