Bank-detail changes used to arrive as emails and hallway notes — a fraud risk that misdirected seven salaries in one year. We built a verified self-service flow with identity checks, HR approval, and synced updates, and misdirected payments dropped to zero.
Typical results
0
Misdirected payments
2 hrs
Change turnaround, from 6 days
100%
Changes with full audit trail
3
Fraud attempts blocked
Figures reflect typical results for this kind of automation.
The challenge
Across 1,200 cleaners, guards, and technicians, personal-detail changes arrived by email, SMS, and paper notes passed through supervisors. Typos and stale requests sent around seven salaries a year to wrong or closed accounts, each taking days to claw back. Worse, nothing verified the sender — a spoofed email asking payroll to 'update my account' would likely have worked.
Before and after
Misdirected payments per year
−100%Change turnaround
−99%HR hours on corrections
−87%The automation
We built a self-service flow on WhatsApp and the employee portal. Every request starts with identity verification — a one-time code to the registered phone plus checks against the HRIS record. New bank details are format-validated and screened for fraud patterns; bank changes reach HR as a side-by-side diff for one-tap approval. Approved updates sync to the HRIS and payroll together, confirmations go to both the old and new contact details, and every step is logged.
How it works
- 01
Start from a verified channel
The employee opens the flow from WhatsApp or the portal — no more loose emails and notes.
- 02
Prove identity
A one-time code to the registered phone plus ID checks against the HRIS gate every request.
- 03
Validate the details
New bank details are format-checked and screened against fraud patterns before anything moves.
- 04
Approve sensitive changes
Bank-detail edits reach HR as a side-by-side diff for one-tap approval.
- 05
Sync and notify
Approved changes update the HRIS and payroll together, with confirmations to old and new contact details.
Starts from
- WhatsApp change requests
- HRIS identity records
Delivers
- HRIS & payroll sync
- Dual-channel confirmations
- Full audit log
The impact
Misdirected salary payments drop to zero, down from about seven a year, and fraud attempts are stopped at the verification gate. Changes go live within two hours instead of six days, HR spends two hours a month on corrections instead of fifteen, and every change carries a complete audit trail.
Questions about this automation
How does the flow confirm the request really comes from the employee?
Every request starts on WhatsApp or the employee portal and requires a one-time code sent to the phone number already registered in the HRIS, plus checks against details on the employee record. Requests that fail verification stop there, and repeated failures alert HR as a possible fraud attempt.
What checks run on new bank details before payroll uses them?
The account format is validated, and the request is screened for fraud patterns such as a change made right before payday or an account already linked to another employee. Bank changes then go to HR as a side-by-side view of old and new details for one-tap approval.
How are approved changes applied and recorded?
Approved changes update the HRIS and the payroll system together, so the two never disagree. Confirmations go to both the old and the new contact details, so an employee would notice a change they did not make. Every step is written to an audit log. This is a multi-step build, usually rolled out in stages, starting with bank-detail changes.