“AI is coming for your job, but it’s not going to take it away.” Says Seb Aspland, CTO at Cintra, during his keynote at the 2024 Cintra Conference. AI is here to change how you work, offering you the chance to engage in more interesting and innovative tasks.
Let’s take a look at some of Seb’s views on robotics and AI in payroll in 2024.
What exactly is AI?
AI, or artificial intelligence, might seem like something out of a sci-fi movie, but it’s actually quite straightforward. At its core, AI is a system that processes massive amounts of data and makes decisions or produces results that humans didn’t specifically program.
Unlike traditional algorithms, which follow set rules and conditions, AI learns and adapts, making independent decisions based on the data it analyses. In simpler terms, while traditional programming tells a computer “if this happens, do that,” AI is more like “figure it out yourself and tell us what you decide.”
This unique capability makes AI fundamentally different from conventional software, enabling it to handle complex tasks and improve over time.
What exactly is a robot?
A robot is essentially a preprogrammed piece of technology designed to control a screen or perform a set of processes to build an automation. Unlike AI, which can learn and adapt, robots act independently based on a predefined series of steps. They need to be explicitly programmed and told what to do, ensuring they perform tasks without any unexpected actions.
Robots can handle different tasks depending on various situations, but their operations are always predictable and reliable, following the instructions given to them.
The impact of robotics and AI in payroll
If you think about it, payroll is quite simple: it’s data entry, followed by data processing, followed by data export.
Let’s look at where AI and robotics are going to have the biggest influence:
The impact of robotics and AI in payroll data entry
AI and robotics are transforming how you handle data input processes, making them more efficient and accurate for your needs.
Think of AI as both a guardian and a parent in your data systems. The guardian aspect makes sure your data is accurate by flagging unusual entries, like an implausible payroll amount, protecting your system from errors. Meanwhile, the parent role supports you by guiding you through data input tasks, helping you understand and address any issues that arise.
For example
During an employee onboarding, AI can streamline your data collection. Instead of having a lengthy manual check, AI has the potential to make a phone call to the new employee, saying: “Hi, I need to collect five pieces of data from you today.” The AI would then gather and categorise all the information efficiently, confirming: “Fantastic, you’re all set!”
That’s how simple it can and should be.
The impact of robotics and AI in payroll processing
AI might not revolutionise payroll processing, but robotics certainly will.
Robots excel at handling repetitive, logical tasks without getting tired or distracted, making them ideal for the series of predefined steps involved in payroll processing.
While many believe that AI in payroll will primarily revolve around anomaly detection, the reality is more nuanced. Anomaly detection is vital in scenarios with complex, fuzzy data, such as medical imaging or traffic analysis, where identifying irregularities is crucial. However, payroll processing deals with straightforward, structured data—numbers and names—less susceptible to the types of anomalies seen in messier datasets.
Instead of focusing on identifying issues after they arise, the emphasis should be on preventing errors from entering the system in the first place (and that takes us back to the previous point).
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The impact of robotics and AI in data export
AI and robotics are set to transform the way you export and utilise data. Your CEO and other senior management often have pressing questions about company operations.
Answering these questions might need the input of senior data analysts or involve a lot of time and digging through spreadsheets. AI can now understand and execute freeform queries, delivering precise data in seconds.
For instance, you could ask an AI to identify employees who have been sick for more than ten days this year, and it will fetch the information for you instantly. This capability doesn’t replace roles but empowers your data to be more actionable, changing how you think about data and what you can achieve.
During Seb’s keynote, he talked about Capture Expense’s ‘Ask James’ feature, which does exactly that. You can ask it whatever you want, and it will generate fully customisable, accurate reports for you — in seconds.
James, can you show me Alice’s mileage expenses from March to December, in a pie chart?
Yes, here you go.
It can be that simple.
AI is a useful tool that you should embrace
Don’t wait for others to figure it out first—AI isn’t scary, and it’s not expensive either. There are plenty of free tools available that you can start using today. The key is to get curious and play with these tools. You’ll need to learn how to write prompts and interact with the AI, but the potential uses are vast.
Most people can find 10 to 15 different ways to benefit from AI right now. The only way to discover these possibilities is to jump in and start experimenting. Get hands-on, have fun, and see what ideas you come up with!
Want to know more about the role of robotics and AI in payroll?
If you want to learn more about how you can keep on top of AI in payroll, watch Seb’s full keynote speech.
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The facts, figures, thresholds and allowances for 2024/25 spanning tax, National Insurance, pensions, statutory payments and more.
