Shireburn Indigo Payroll Data Checks and Export with AI
Check timesheets, leave and changes before payroll runs in Shireburn Indigo, and send clean payroll data to accounting. From €299. Built with AI.
Starting at
€299
Multi-step workflow with AI extraction/decisioning and 2-3 integrations.
Get a quote →Saves roughly 4-8 hrs per payroll run
How it works
The problem
Payroll in Malta runs through a package most finance teams know well, and the weak point is rarely the calculation. It is the data going in: timesheets from three departments, leave that was approved by email, a new starter whose details arrived on a form, a pay change agreed verbally. Errors found after the run mean a correction in the next month, a difficult conversation and a variance nobody planned. Afterwards the same figures are retyped into the accounting system.
What the automation does
We add a checking and handover layer around your Shireburn Indigo payroll. Before each run, the automation collects timesheets, leave records and change requests, and uses AI to read the ones that arrive as emails or scans. It compares them with the previous period, flags unusual changes and missing items, and produces a clear pre-run report for the payroll officer. After the run, it turns the payroll output into the journal and reports your accounting system expects. We use the file exports and imports your licence supports, and confirm any API options with you first.
How AI does the work
AI handles 2 of the 6 steps in this automation. The other 4 steps are ordinary workflow and integration work, and your team reviews anything the AI isn't sure about.
- Read unstructured inputs. Changes that arrive as emails, scans or free text are read and turned into structured entries, with anything unclear marked for follow-up.
- Compare with last period. Gross pay, hours and deductions are compared with previous periods, and unusual jumps, duplicates and missing employees are flagged with the likely cause.
Step by step
- 01
Collect payroll inputs trigger
Timesheets, approved leave and change requests are gathered from email, forms and spreadsheets ahead of the payroll cut-off.
- 02
Read unstructured inputs ai
Changes that arrive as emails, scans or free text are read and turned into structured entries, with anything unclear marked for follow-up.
- 03
Compare with last period ai
Gross pay, hours and deductions are compared with previous periods, and unusual jumps, duplicates and missing employees are flagged with the likely cause.
- 04
Pre-run check report output
The payroll officer receives one report of confirmed items, open questions and anomalies to clear before running payroll.
- 05
Prepare Shireburn import files integration
Clean input data is formatted for import into Shireburn Indigo using the file formats your setup supports.
- 06
Post-run accounting handover integration
Payroll output is converted into the journal and summary your accounting system needs, so nobody retypes totals.
Inputs
- Timesheets and attendance
- Leave records
- Starter, leaver and pay-change requests
- Previous payroll runs
Outputs
- Pre-run exceptions report
- Import-ready payroll input files
- Accounting journal
- Change log for audit
Works with
Prefer a fully custom build instead of an off-the-shelf integration? We confirm which applies when we confirm your price — most jobs like this one work fine on standard connectors, but higher-volume or non-standard systems sometimes need bespoke API work, reflected in the complex tier.
Where this goes wrong if you get it wrong
- Integration options differ by Shireburn product and licence, so the first step is confirming what imports and exports your setup supports, and the design should work from files if no API is available.
- Payroll data is personal and sensitive, so access to it should be limited to the people who already process payroll, with the AI step running in an environment you approve and logs that avoid copying salaries into places they don't belong.
- A variance check that flags everything is ignored within a month, so thresholds need tuning with the payroll officer until the report only contains items worth a look.
- Statutory calculations stay inside Shireburn, and the automation should check inputs and outputs rather than re-implement tax or social security rules, which would drift out of date.
Frequently asked questions
Does this replace Shireburn Indigo?
No. Shireburn still calculates and processes payroll. The automation checks the data going in and handles the paperwork around the run.
Does it use Shireburn's API?
Only where your licence offers one. Otherwise it works with the file imports and exports Shireburn supports. We confirm this before quoting.
Is payroll data safe to run through AI?
We keep access limited to the payroll team, avoid sending more data to AI than needed, and agree the hosting and retention with you in advance.
Can it also handle FSS and other statutory returns?
It can prepare the figures for review from your payroll output. Filing stays with your payroll officer.
Go deeper
- Want this built around your own systems? See our AI integrations service.
- Read the guide: The Complete Guide to AI Automation for Malta Businesses in 2026
- Read the guide: Automating Xero, Sage and Shireburn workflows in Malta
Related automations
Get this automation running
From €299. Tell us about your current process and tools, and we'll confirm the scope and a fixed price.
Get a quote →