€5K Monthly Cost Savings With Streamlined Contractor Systems

A leading travel technology company transformed its resource-intensive freelancer management process through end-to-end automation, reducing administrative burden by 90%, saving €5,000 monthly, and enabling strategic redeployment of talent while ensuring compliance and improving freelancer experience.

The client is an innovative technology company in the travel industry. At their scale, they increasingly relied on specialized freelancers and agencies to supplement their in-house talent for project-based work and specialized expertise. Their freelancer network had grown to include dozens of contractors across multiple departments, creating significant administrative challenges.

Prior to automation, the client’s freelancer management process was labor-intensive and fragmented:

• One full-time employee and a working student dedicated approximately 50+ hours weekly to manually managing freelancer onboarding, compliance checks, contract generation, and administrative tasks
• The manual process was prone to errors and inconsistencies
• Compliance risks related to false self-employment were difficult to track systematically
• Hiring managers had limited visibility into the onboarding progress
• The lengthy process created delays in getting freelancers started on projects
• Administrative burden diverted resources from strategic tasks

These inefficiencies not only consumed valuable staff time but also created potential compliance risks and negatively impacted both the freelancer experience and project timelines.

We implemented a comprehensive, end-to-end automation solution that transformed their freelancer management process:

1. Automated Ticket Creation and Initial Processing

• Designed a system that monitors for new Jira tickets and automatically gathers relevant information
• Implemented automatic hiring manager notification to keep stakeholders informed
• Automated database checks and record creation in Airtable and asset systems
• Set up automatic Google Drive folder creation for document management

‍

2. Intelligent Compliance Risk Assessment

• Developed an automated scoring system for false self-employment risk
• Created logic to evaluate 15 custom compliance questions
• Implemented intelligent routing based on risk scores
• Built automatic assignment to legal reviewers for high-risk cases
• Added automatic documentation of risk factors for transparency

‍

3. Streamlined Contract Management

• Connected Jira tickets to the Ironclad contract management system
• Automated contract generation using predefined templates

‍

4. Seamless Document Archiving

• Built automatic contract archiving from Ironclad to Google Drive
• Implemented record updates across all systems

‍

5. Integrated Personnel Systems

• Connected to the client’s HR system for profile creation/updates
• Implemented intelligent profile checking to prevent duplicates

‍

6. IT Onboarding Coordination

• Created automatic IT ticket generation for equipment setup
• Implemented intelligent ticket linking across systems
• Built automatic stakeholder notification and updates

‍

The entire solution was designed with robust error handling, ensuring the process could continue despite non-critical errors while flagging critical issues for manual intervention when necessary.

The implementation of the automated freelancer management system delivered significant, measurable benefits for the client:

• 90% Reduction in Administrative Time: From 50+ hours weekly to just 5 hours per week
  ‍
• €5,000 Monthly Cost Savings: Totaling €60,000 annually through reduced administrative overhead
  ‍
• Strategic Resource Reallocation: The full-time employee was reassigned to higher-value strategic initiatives
  ‍
• Improved Compliance: Systematic risk assessment reduced compliance concerns
  ‍
• Enhanced Visibility: Stakeholders gained real-time insight into process status
  ‍
• Faster Onboarding: Reduced time-to-productivity for new freelancers
  ‍
• Better Freelancer Experience: Streamlined process and consistent communication improved contractor satisfaction
  ‍
• Reduced Errors: Automation eliminated common manual data entry mistakes
  ‍
• Centralized Documentation: All freelancer information and contracts organized in a consistent structure

By implementing a comprehensive automation solution, our client transformed their freelancer management from a resource-intensive administrative burden into a streamlined, efficient process. The €60,000 annual savings and 90% reduction in administrative time represent just the beginning of the long-term benefits this automation will deliver.