20/10/2025
Back Office Findings
We now have several parties as customers that offer back office services for employment agencies, payroll organizations and intermediaries. In addition, we also have employment agencies that have their own back office. High time to share our findings about this market and why automation with RPA is a good solution for this.
We now have several parties as customers that offer back office services for employment agencies, payroll organizations and intermediaries. In addition, we also have employment agencies that have their own back office. High time to share our findings about this market and why automation with RPA is a good solution for this.
Proliferation of systems
There are many software solutions available in the temporary employment industry. Some focus on the front office, some more on the mid- and back-office. It contains good cloud solutions, but often also legacy systems that are not always easy to automate via API links. This ensures that the degree of automation in the various organizations varies considerably.
We also see a lot of manual work in the solutions that are easy to connect. What happens is that a lot often still needs to be done within systems. You can have all the data available, but creating a placement, extending a contract or mutating wage components still requires a lot of click work.
External systems
In addition to your own systems, there are often other systems that need to be worked in. This includes applying for a VOG in the Justis portal, reporting candidates to an absenteeism service provider or filling in or downloading hours worked in a customer's portal.
Communication
Good communication is of course important in every organization, and that is no different in the back office. This is also where people distinguish themselves from robots and can provide added value. However, there are situations where part of the communication can be better automated. Examples include signaling an expiring contract. The question is the same every time and so are the answers in most cases. Just think about how much time you spend monitoring signaling lists, reminders of unanswered emails and monitoring them.
Automation with RPA robots as a solution
RPA robots are your ideal colleague for all of the above tasks. Because an RPA robot works in systems like you do yourself, they are able to perform many more tasks than with a link. They also work quickly and flawlessly when you want to. For example, you can have all alerts sent every night so that your customers or branches can assess them immediately when they arrive in the morning.
A good example for one of our customers is a robot that immediately processes better reports from the absenteeism service and informs the branch so that the candidate can return to work faster.
The best part is that RPA robots are the strongest at the tasks that are most boring for people, namely the jobs you have to do often but are almost the same every time. We see that employees are measurably happier with their jobs when they have an RPA robot as a colleague.
Automation with VionA RPA robots
VionA offers automation solutions as a service. As a result, you don't have to invest in software and the specific knowledge that is required for this. To do this, she mainly uses RPA technology. She already does this for several employment agencies and back office service providers, giving her a good idea of the issues that lie ahead and where the biggest savings and benefits for the organization can be found.
Our website contains a few relevant cases:
