A group’s staff, leave and finance in a single web system

About the client

The KDO group is a diversified group of companies headquartered in Budapest: many companies spanning hospitality and retail, cleaning, property and investment, and the energy sector – in Hungary and Slovakia. With that many activities in one group, shared staff and inter-company accounting are no side issue – so they wanted a system that fits their own processes.

Starting point

The group’s companies shared staff under many kinds of contracts. The goal: “don’t bend the processes to an ERP – fit the ERP to the processes”.

What we built

• 01Detailed employee record on 13 tabs: personal data and addresses, employment, pay, leave allowance, bank accounts and SZÉP card, qualifications, medical fitness, assets issued, notes, history, documents, attendance sheets, login
• 02One employee at several companies under several contracts: per contract the company, job, FEOR code, work schedule, hours, pay, probation and leave approver
• 03Employee portal: staff log in to request leave, see all their documents and receive their monthly payslip – while HR manages everyone in one place, whichever company they work for
• 04Leave requests from the employee’s own login, on a calendar; the approver gets an e-mail about the request, the employee about approval or rejection; the allowance is pro-rated, and age-based extra days are calculated from the date of birth; separate sick-leave allowance
• 05Leave calendar filtered by company and site, roster planner with shifts, working-day calendar
• 06Employee documents: Word templates filled with the employee’s and company’s data (e.g. casual-work contracts), attendance sheets as PDF from the roster, payslips split per employee; employees get an e-mail when a document is released to them
• 07HR analytics to Excel: roster per employee and day, staff list with hours, pay and changes (also for one person across all contracts), monthly hours with leave and sick leave
• 08Finance per company: quotes, pro-forma, advance and outgoing invoices connected to NAV, cancellation and correction, incoming invoices split by cost centre, a draft incoming invoice at the receiving company for intra-group invoices, cash desk in HUF and EUR, receivables and e-mailed payment reminders, accounting export
• 09Stock where needed: item master, warehouses, goods receipt, other receipts and issues, stocktaking, stock card

Challenges

• The same employee at several companies, in different jobs and contracts – leave, approver and attendance must be tracked per contract, yet on one record
• Many Hungarian employment types and data (casual work, pensioners, reduced working capacity, allowances, dependants) – this needed more than 15 HR master lists
• Highly sensitive personal and pay data of every company in the group’ staff in one system – employees request leave with their own login, on a separate entry point from the office

Changes along the way

Something always changes on a large project. This is how we handled it.

Timeline

1. Nov 2024 – Jan 2025

   Start: companies, invoice layout, per-company printing, cost centres, incoming invoices with status

2. Feb–Mar 2025

   Testing and go-live: analytics, NAV submission (outgoing, advance, corrective), receivables, payment reminders, cash desk in HUF and EUR

3. Apr–May 2025

   HR module: employee records, leave types and calendar, employee login, attendance sheets

4. Jun–Oct 2025

   Casual-work contracts, rosters and leave, e-mail notifications, HR analytics, probation, payments in analytics

5. Feb – Jul 2026

   Releasing employee documents with e-mail notification, VAT breakdown by rate on the invoice