Digital Transformation as a Strategic Priority
HellCold’s mission is to deliver reliable and energy-efficient systems that enhance comfort, ensure safety, and help users save resources. To maintain the highest quality of service, the company focuses not only on engineering excellence but also on optimizing internal processes through the adoption of intelligent digital solutions. At the core of this approach is the Microsoft platform, which forms the backbone of the company’s IT ecosystem.
From Outsourcing to Full Control: Automating HR and Payroll Processes
In 2021, HellCold implemented Dynamics 365 Business Central for financial management. The team appreciated the platform’s intuitive interface and the consistent logic of its business processes, which encouraged the next step in the company’s digital transformation — gaining full control over HR and payroll operations.
The previous outsourcing-based model led to additional costs and operational challenges, as well as time-consuming data preparation for the external provider.
The team decided to phase out third-party services and bring HR and payroll management in-house, integrating these functions with accounting into a single, unified system.
Key Criteria for Selecting a New System
For HellCold, the priority was to find a solution that combined a modern approach, user-friendliness, and full compatibility with the Microsoft 365 ecosystem. The requirements for the new HR and payroll system were clearly defined:
- Full integration with the Microsoft ecosystem (Outlook, Teams, Excel, Business Central) to ensure a unified work environment.
- The highest level of data security, compliance with GDPR, and adherence to international cybersecurity standards.
- Intuitive interface and ease of implementation and daily use.
- Scalability to support the company’s growth.
- Advanced automation and process optimization, including the use of Power Platform capabilities.
- Reliable technical support and guaranteed regular updates.
How SMART business Received the Request to Create a Polish Localization of SMART Payroll
The search for the perfect software led the HellCold team to the Microsoft AppSource platform and eventually to the SMART Payroll app.
Its functionality fully aligned with the company’s needs; however, the solution was only available on the Ukrainian market.
Recognizing its potential, HellCold reached out directly to the developer — SMART business — with a proposal to create a localized version tailored to Polish legislation and market requirements.
SMART Payroll for Poland — New Opportunities for Local Businesses
In response to HellCold’s request, the SMART business team conducted a thorough analysis of the specifics of Polish HR and payroll processes, along with local legal requirements. The result was SMART Payroll for Poland — a localized solution architected from the ground up to reflect the real needs of Polish businesses.
The solution not only fully met HellCold’s requirements but exceeded them, offering new opportunities for the entire market:
- Regular Updates: Quarterly releases ensure compliance with current HR and payroll regulations and introduce new features, allowing rapid adaptation to dynamic legal and market changes.
- Security: Frequent updates guarantee compliance with up-to-date security standards and provide robust data protection.
- Regulatory Compliance: The system meets both European and international standards applicable in the EU, as well as local labor and tax laws in Poland. It supports full mandatory reporting to ZUS, US, PFRON, PPK, and GUS.
- Audit Transparency: The system provides a detailed and reliable audit trail, allowing full control over processes and simplifying both internal and external audits.
- Integration with Microsoft Products: Seamlessly syncs with financial and accounting modules, enabling a unified data flow and minimizing duplication.
- Flexibility and Scalability: The system’s architecture makes it easy to adapt to companies of any size and across industries.
- Fast Implementation and Support: An intuitive interface and continuous technical and methodological support ensure a smooth go-live and operational stability.
That’s how SMART Payroll for Poland came to life — a modern solution built through a true partnership and tailored to the real needs of Polish businesses.
Collaboration with HellCold is a great example of how a client’s openness to innovation, combined with the expert knowledge of the SMART business team, enables the creation of solutions whose value extends beyond the needs of a single company. SMART Payroll for Poland, developed in response to a specific request, has become not only an added value for our partner but also provided Polish businesses with a simple, intuitive, and efficient tool for automating HR and payroll processes.
How SMART Payroll for Poland Integrated into HellCold’s Digitalization Strategy
The SMART business project team not only prepared the localization of SMART Payroll for Poland in a short time but also immediately moved to the implementation phase.
Implementation: Smooth, Secure, Comfortable
The implementation of SMART Payroll for Poland was carried out as a carefully planned process, with the primary goal of ensuring the safety and comfort of the HellCold team. Instead of a revolution, an evolution was chosen: the new application was integrated directly into the existing ERP system without disrupting the daily workflow.
After two months of implementation, a monthly cycle of adaptive training began. Workshops specially designed for key users strengthened their confidence and competence in working with the new tool.
A real test — and at the same time an element that built trust — was the period of parallel operation. In July, after the Go-Live phase was completed, HellCold decided to run payroll calculations in parallel in two systems until the end of 2024:
- the new one — SMART Payroll for Poland,
- and the previous one — Comarch ERP Optima.
This approach allowed for verifying data accuracy and ensured a smooth and secure transition to the new solution. The final comparison of results, which turned out to be virtually identical, became not only technical confirmation but also proof that working with the SMART Payroll system is more efficient, convenient, and simpler — a fact especially appreciated by the team.
This subjective impression was quickly supported by concrete data.
Measurable Business Results
The transition to SMART Payroll for Poland proved to be more than just a technical upgrade — it became a true catalyst for a revolution in HellCold’s operational efficiency.
The first six months of working with the new tool delivered noticeable and measurable results — the company recorded significant improvements in key performance indicators (KPIs):
- 40% less time spent on payroll calculations: This allowed the team to focus on higher-value tasks.
- 50% less time spent on reporting: Automation eliminated the labor-intensive manual preparation of reports and certificates.
- 60% fewer errors: Reduced risk of costly mistakes by eliminating manual data entry.
- 30% higher productivity among managers: Instant mobile access to data and analytics enables better decision-making in less time.
How Does the HellCold Team Assess the Impact of Implementation?
Since the beginning of 2025, the company has been fully utilizing the new solution. What benefits has the team itself experienced?
According to their assessment, the greatest value came from changes in four key areas:
- Unified System — Complete Automation: Integrating HR and payroll within the Microsoft ecosystem eliminated the need for manual data transfer to Business Central for payroll accounting (data is automatically uploaded and reflected in general ledger accounts and other related tables). Additionally, the company gained access to global services and capabilities offered by the Microsoft platform. Processes — from payroll calculation to payment generation — were automated, significantly reducing the risk of errors.
- Greater Comfort in Daily Work: The team appreciates the system’s intuitiveness and quick access to data and reports, directly enhancing convenience and work efficiency.
- Mobility and Real-Time Accessibility: Thanks to the cloud solution, data is always accessible — securely, from any location and device — supporting HellCold’s dynamic work model.
An additional improvement that completed the entire process is payment automation.
The system independently generates bank transfers, which immediately appear in statements, eliminating the last labor-intensive manual step.
A Foundation for Further Growth
For HellCold’s leadership, implementing SMART Payroll for Poland is much more than just an effective solution to current operational tasks. It is a foundation for future expansion and a strategic investment in the company’s development:
We see SMART Payroll not only as a tool for managing HR and payroll but as a key element of our digital transformation. The solution automates processes, reduces errors, and most importantly — creates a foundation for further dynamic growth.
An Experience That Inspires
The story of implementing SMART Payroll for Poland at HellCold is more than just a case study. It is proof that strategically executed digitalization not only addresses current needs but also becomes a real competitive advantage by:
- simplifying processes,
- fostering a data-driven culture,
- opening new opportunities for growth.
Every transformation begins with uncertainty. It is important to define real needs, explore available options, and create a plan that step by step turns challenges into concrete results.
If you want to undergo this process safely, efficiently, and fully adapted to your organization’s needs — our experts are here to help.
