VistaCloud
Payroll and expense management for distributed teams
The problem
The client ran payroll for several legal entities across three states, each with different statutory deductions, and reconciled everything by hand in spreadsheets at month end.
Errors were caught late, expense claims sat in email threads, and a single missed filing deadline carried real penalty exposure.
How we approached it
We modelled statutory rules as versioned, dated policy objects rather than hard-coded logic, so a rule change in one state does not require a redeploy and historical payruns stay reproducible.
Approvals became a state machine with a full audit trail, so any figure on a payslip can be traced back to who approved it and when.
Architecture
Ingest
Attendance, leave and expense claims arrive via API and CSV import, normalised into a single ledger.
Policy engine
Dated rule sets resolve deductions per entity, per state, per employee grade.
Payrun
Immutable payrun snapshots — reruns produce a new version, never overwrite.
Approvals
Role-based state machine with delegation and full audit log.
Disbursement
Bank file generation plus reconciliation against posted transactions.
Reporting
Statutory filings and management reports generated from the same snapshot.
Outcome
- Month-end close dropped from nine working days to two.
- Zero missed statutory deadlines since launch.
- Expense reimbursement turnaround fell from three weeks to four days.
12k+ — payslips processed monthly.
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