Transforming Payroll Operations in 90 Days

The Challenge

Yuga Labs was operating in a fast-moving, high-growth environment with expanding payroll complexity across the United States and Canada, including EOR populations. While the company had strong internal talent, payroll operations were fragmented, highly manual, and dependent on institutional knowledge rather than documented, scalable processes.

A seasoned Benefits Manager was deeply knowledgeable in people operations but had limited hands-on payroll execution experience. The risk was clear, payroll accuracy, timeliness, and reconciliation rigor needed to improve quickly without disrupting the business.

BobFi’s Role

BobFi was engaged to stabilize, professionalize, and scale payroll operations while simultaneously upskilling internal leadership. Rather than replacing talent, BobFi embedded directly into the team and turned capability into ownership.

What We Did

Embedded Payroll Transformation
BobFi worked directly alongside the Benefits Manager and cross-functional partners across HR, Finance, and external vendors to build deep operational fluency.

• Designed and documented end-to-end payroll workflows for US and Canada
• Established clear ownership across HR, Payroll, Finance, and vendors
• Introduced structured approval flows and payroll calendars
• Supported EOR payroll coordination and issue resolution

90-Day Capability Build
Within 90 days, the Benefits Manager was transformed into a confident, execution-ready payroll leader.

• Hands-on payroll processing experience across multiple cycles
• Deep understanding of payroll inputs, validations, and outputs
• Ability to independently manage vendor relationships and escalations
• Ownership of payroll issue resolution and stakeholder communication

Robust Reconciliation Framework
BobFi implemented a reconciliation process that moved payroll from reactive to controlled.

• Payroll to general ledger reconciliation by pay period
• Variance analysis and root-cause documentation
• Audit-ready payroll support schedules
• Standardized review checkpoints before and after payroll runs

High-Touch Collaboration Model
BobFi maintained multiple weekly touchpoints to ensure momentum and accountability.

• Live payroll working sessions
• Cross-functional syncs with Finance and HR
• Vendor coordination calls
• Ongoing documentation and SOP creation

The Results

• 100 percent on-time payroll processing achieved
• Payroll error rates materially reduced
• Clear, repeatable reconciliation process in place
• Internal payroll ownership fully established
• Reduced dependency on external vendors for basic troubleshooting
• Increased confidence across Finance, HR, and leadership

Why This Worked

BobFi did not operate as an auditor or a distant advisor. We embedded, taught, executed, and handed ownership back stronger than we found it. The result was not just cleaner payroll, but a team capable of sustaining excellence long after engagement.

The Takeaway

Great payroll operations are built, not outsourced. With the right structure, process, and partnership, existing talent can be elevated quickly and sustainably.

This is what BobFi does best.