Integration of Vchasno.Kadry service with accounting systems: how to move from routine to effective HR management

Working with HR documents in large companies often turns into a difficult quest and tedious routine. HR managers spend hours transferring data between the accounting system and other services, duplicating employee information, manually preparing orders, and tracking their signatures. As a result, the workload increases, the risk of errors increases, and the HR department itself is engaged in endless operations instead of HR management.

To free up time and reduce the number of errors, companies are moving to system integration, where accounting, approval, and signing of documents work as a single process. For example, integrating the Vchasno.Kadry service with an accounting system (such as BAS, SAP, or an in-house developed system) allows you to automate routine HR tasks and establish seamless data exchange. In this article, we will explain how this works in practice and what benefits it brings to businesses.

What is the integration of the Vchasno.Kadry service?

From a technical point of view, integration is a connection between the accounting system and the Vchasno.Kadry service via a public API. This allows the systems to automatically exchange data without human intervention.

In practice, this means that the HR manager can continue to work in the usual interface of his or her system, and all the necessary documents and information will instantly appear in the Vchasno.Kadry service for further approval and signing by employees. And vice versa — the statuses of signed documents will be automatically updated in the accounting system.

What business tasks does integration solve?

Integration is not only about the convenience of HR employees, but also about the efficiency of processes in the company. Here’s what a company gets from automating HR accounting:

• Time savings. You no longer need to manually create employee cards in two places or transfer data for applications.
• Minimization of errors. Automatic data transfer eliminates the human factor: incorrect date, position, or number of vacation days.
• Speed up processes. The time required to arrange a vacation, business trip, or new employee is reduced from several days to a few hours.
• Data relevance. Information about employees, their vacations, and organizational structure is always synchronized between systems.
• Work in a familiar environment. The HR manager does not need to switch between dozens of windows. Most of the operations are performed in their accounting system.

This allows the HR department to focus on team development and strategic tasks instead of routine.

How it works in practice: key integration scenarios

Integration of the Vchasno.Kadry service with the accounting system allows you to automate the most common HR actions. Here’s how it looks like in daily work.

🌴 Vacation arrangement

Vacation arrangement is one of the most common and at the same time routine HR processes. In large companies, HR inspectors process up to 1000 leave documents per month.

As a result, the process that used to require paperwork and manual control becomes fully digital and takes a minimum of time.

🙋‍♀️ Hiring an employee

1. HR creates a profile of a new employee in the accounting system.
2. The data is automatically transferred to the Vchasno.Kadry service.
3. All HR documents (for example, an employment contract) are sent for signature.

📑 Managing HR documents

With the Universal Document feature in the Vchasno.Kadry service, employees automate the work with any HR documents in the company:

1. An order, agreement, notification, or other document is created in the accounting system.
2. The document is sent to Vchasno.Kadry via the API.
3. After signing, it is automatically saved to the Vchasno.Kadry archive.

✅ Updating data on company employees

Any changes in the staffing structure (dismissal of an employee, transfer, change of position, creation of a new department, etc.) are synchronized between the systems automatically. This ensures that the organizational structure in the service is always up-to-date and that the procedure for signing documents is set up correctly.

These scenarios can be easily customized to meet the needs of the company and reduce the operational burden on the HR department to a minimum.

How integration with accounting systems works and how to set it up?

Vchasno.Kadry can be integrated with any modern accounting system that works via the https protocol (SAP, internal CRM systems, etc.).

The integration works through a public API and allows you to:

• work with documents in the usual environment — in the accounting system;
• sign up to 10,000 documents in 30 minutes;
• automatically transfer documents, changes, and statuses between systems.

You can customize the integration:

• independently — the company’s technical specialists can set up data exchange according to the instructions;
• or with the help of Vchasno’s support service.