Yontec

 Yontec: industrial maintenance specialist

Yontec has specialised in industrial maintenance of production machinery for companies in all sectors, from food to logistics and concrete production, since 2005. Today, the Hasselt-based company employs 140 technicians. Yontec’s technicians are primarily employed by Flemish clients for varying durations, ranging from a few days to several months or even years.

Typically, they work at a single, designated location for each client during their assignment, though there are instances where they may split their time between multiple workplaces and clients.

"In either scenario, we face complex challenges for both our planning and HR departments," notes Wesley Bylois, planning officer at Yontec.

"Managing over 140 employees across numerous clients and dealing with hundreds of different work regimes adds considerable complexity to our operations."

Automation of time and job registration "Until December 2019, Yontec handled all hour tracking manually, a process that consumed an entire week. This approach highlighted the urgent need for an automated job registration solution.

Until a few years ago, Yontec handled all planning and payroll processing manually. HR employee Veerle Woestenborghs describes the previous system as both intensive and time-consuming, and with a high administrative load.

"Until December 2019, our technicians used to record their hours and job details on paper. Every Monday, they would submit all their receipts, which we then processed manually."

This method was not only difficult to manage but also prone to errors. The receipts arrived late, the info was incomplete or wrong, absences due to illness were coordinated with the customer but not mentioned on the receipts and so on. Processing took a week on an average. Colleagues at the billing department also needed the same amount of time to process everything correctly. All this highlighted the urgent need for an automated hours and job registration solution.

Reliability, expertise and flexibility

In the search for a partner who could deliver a digital solution, Yontec was guided by a number of key criteria, Wesley explains. "Reliability was the main requirement. For that, we looked for a partner who could provide nice references. Given the complexity of payroll processing in our company, extensive knowledge of the relevant legislation and good communication with our payroll company was also essential. It meant we were looking for a flexible system that was also easy to use via a mobile app." Tailor-made job registration in real time

"The job registration system we use is custom-configured and fully integrated with time recording and the self-service module."

Yontec's search led to Syntegro. In January 2020, all employees' wages were fully automated for the first time. The job registration module allows real-time recording of time spent by technicians on a specific customer.

"The job registration system we use is custom-configured and fully integrated with time recording and the self-service module," says Veerle. "This allows any technician, anywhere, anytime to record their own working time via the app or on their own tablet. We set up an hourly schedule and cost centres, they simply record the start and stop times of their jobs.

Moreover, they can also request leave and have a real-time overview of their leave balance. Previously, they could only check this on their payslips monthly. Moreover, in this user-friendly tool, they only see the jobs that are relevant to them, which makes everything very clear."

Complete and integrated

"By integrating the job registration tool with other software, we realise time savings and reduce our error rate."

The integration of this job registration module with other software packages also offers a great advantage for Yontec's planning, invoicing and payroll, Wesley stresses.

"Syntegro's standard APIs enable interfacing with our ERP software from AFAS, our planning tool and our payroll company.

We receive the information recorded in Syntegro's job registration tool in detailed and personalised reports, in our distinctive house style. So we can use it in no time, automatically and without having to worry about security and compliance, for planning, post-calculation, invoicing and payroll. This significantly reduces both our time investment and error rate."

Reliable expert

For Yontec, it is clear: with Syntegro, both their colleagues' payroll processing and their customers' invoicing run smoothly and error-free. Wesley, Veerle and their colleagues not only benefit from high-end, digital solutions and automation but also from excellent follow-up by their Syntegro contacts.

"Of course, the quality and user-friendliness of the solution are very important," Wesley says. "But besides that, I would recommend Syntegro mainly because of its quick help, accessibility and flexible follow-up."

"Syntegro is first and foremost a reliable and knowledgeable partner who thinks together with us in a solution-oriented way," concludes Veerle.

CHALLENGES

• Complex payroll and end customer billing
• Time-intensive and error-prone hourly recording for payroll processing and customer invoicing
• Need for accurate and efficient job registration
• Integration of job registration with other systems
• Mobile solution tailored to employees in the field

SOLUTIONS

• Integrated and user-friendly time and job registration tool
• Self-service via mobile device
• Automation of payroll processing and invoicing
• Real-time insights for planners and employees
• Reports ready to use for post-calculation and invoicing

ADVANTAGES

• User-friendly solution for employees
• Time and efficiency gain
• Error reduction
• Flexible tailor-made solution that grows with you
• Considerate and close partner