Goodbye to the pointer – Uni-Food Technic now uses SmartLøn from DataLøn

Uni-Food Technic, which designs and develops machinery for the food industry (primarily fish production), faced complex and time-consuming payroll administration challenges. With approximately 25 employees, many of whom travel around the world, the company had numerous registrations of overtime, field work, expenses, and other documentation. The traditional process relied on printed A4 forms that employees had to fill out with all the information needed by the finance department. Nina Munkholm Collet Jensen, Finance/Accounts & Freight, described feeling like a schoolteacher with a pointer, going around weekly to collect the A4 forms from employees. The manual process involved multiple data entry steps, which increased the risk of errors and made the overall payroll process inefficient.

In 2015, Uni-Food Technic implemented SmartLøn, a mobile app integrated with DataLøn. The solution allows employees to register time, mileage, and expenses directly via their mobile phones. The app includes pre-configured dropdown menus with fixed entry fields that employees can select from, making data entry quick and simple. For employees who drive frequently, the app includes features such as automatic receipt capture using the phone's camera and integration with the phone's mapping service to automatically calculate kilometres driven. The implementation was gradual, starting with a small group of employees before expanding to all relevant staff. The app works for both iOS and Android devices, making it accessible to all employees regardless of their device preference.

The implementation of SmartLøn resulted in significant time savings and quality improvements. Nina Munkholm Collet Jensen estimates that she saves 5–6 hours per month on payroll administration. Previously, she had to manually enter data from employee A4 forms into an Excel spreadsheet, and then transfer that data into DataLøn—a three-step process prone to errors. The new system eliminated this manual data entry workflow. There is now less paperwork, fewer manual processes, and significantly fewer errors in payroll processing. Employees embraced the solution enthusiastically, with initial test groups showing immediate positive feedback. The app is simple enough to use that even employees who are not IT-savvy, including tradespeople accustomed to working with their hands, find it intuitive and even enjoyable. The decentralisation of data entry to employees themselves has improved both the quality and speed of payroll administration.