ai—q.fit/
DOC // AIQ-HR-001REV / A
●SOLUTIONSHEET 09 / HR AUTOMATION
§ Solution · Human Resources

HR Automation/

"No paperwork. No lost spreadsheets. No chasing emails."

Your HR team spends hours every week on tasks that add no real value. We automate the full employee lifecycle — from onboarding to offboarding, with everything in between — so your team can focus on people, not administration.

§01 · The problem

Hours lost every week

Building employee file folders, forwarding forms, manually logging leave requests, remembering to send birthday greetings. None of these tasks require HR expertise — yet they consume professional time every single day.

One integrated system, 1 unified flow.

Onboarding, leave, approvals, monthly close, communications — fully coordinated without manual intervention.

§02 · The solution

What the system does

We automate the complete employee lifecycle, with intelligence built into every stage.

01
Employee files in Drive
When a new employee joins, the system automatically creates their folder in Google Drive with the correct structure: personal documents, onboarding, updates, legal, and offboarding. Named per your internal convention.
02
Automated onboarding
You enter new hire data in a spreadsheet. The system creates directories, logs the hire in your updates file, updates the roster, and emails the employee all required forms — automatically.
03
Unplanned leave
The employee notifies via Gmail or Telegram. Gemini reads the message, identifies the employee, extracts the relevant information, and logs the leave — notifying HR and the area manager. Zero manual handling.
04
Planned leave with approval
The employee submits a request by email. AI extracts the data, validates roster membership, and routes the request to the approver. One click to approve — the system logs the event, generates the official document, and sends it.
05
Salary advances
Same approval circuit for advance requests: email submission, limit validation, manager routing. Once approved, everything is recorded and documented automatically.
06
Monthly close
At month end, the system runs itself. It consolidates all events — hires, terminations, leave, advances, salary changes — saves the monthly archive in Drive, and resets the updates file for the next period.
07
Hours bank
The system automatically calculates overtime from attendance records. The manager receives a notification and approves with one click. The balance updates automatically, with legal limit enforcement and full Art. 197 bis compliance (Law 27.802).
08
Family allowances
The employee submits documentation by email. The system validates the data, generates the required ANSES forms, and archives everything in the digital employee file — no manual processing by HR.
09
Expiry alerts
Workers' comp insurance, mandatory life insurance, health cards, driver's licences, union certifications. The system automatically alerts HR and the area manager with the configured lead time — nobody has to remember.
10
4th-category tax withholding
Monthly income tax calculation with all deductions: dependants, rent, mortgage interest, private health insurance. Tables editable in Sheets so HR can update them in minutes when AFIP publishes new brackets.
11
Absenteeism analysis
Gemini automatically detects patterns: recurring absences on specific weekdays, leave clustering by area, correlation between leave type and department. HR receives alerts before the pattern becomes a problem.
§03 · Metrics

What changes, in numbers

Process
Manual time
With automation
Employee onboarding
45–90 min
< 2 min
Unplanned leave logging
10–15 min
Immediate
Leave approval circuit
1–2 days (back-and-forth emails)
1 click
Monthly close
2–4 hours
Automatic
Document filing
5–10 min per document
Immediate
Hours bank registration
Manual spreadsheet, error-prone
Automatic via Telegram
Art. 197 bis agreement
Manual Word doc + paper signature
Auto-generated ✓
§04 · Additional features

The details that matter

◆
Automatic document filing
Define a shared inbox (hr_docs@your-company.com). Any employee sends documents with a structured subject and the system files them directly into the correct Drive folder — with email confirmation.
◇
Welcome email
When a new hire is logged, the employee automatically receives a welcome email with all the forms and files they need to get started — nothing to remember, nothing to send manually.
▲
Birthdays and reminders
The system checks daily who has a birthday and sends greetings automatically. It also handles reminders for probation period expiry, end of extended leave, and return-from-vacation dates.
⚠
Intelligent email reading
Google Gemini reads free-form messages and correctly interprets them — no rigid forms required. Employees notify naturally; the AI extracts what it needs and acts on it.

What's included in the implementation?

  • Drive folder structure (root directories and individual employee files)
  • Make scenarios — configured and validated (HR management + hours bank)
  • Form templates: employment conditions, personal data, address declaration, confidentiality agreement, internal regulations, vacation request, advance request, and more
  • Pre-configured management spreadsheets: Roster, Monthly Updates, Employee Onboarding Log, Hours Bank
  • Art. 197 bis written agreement template, ready to use
  • Step-by-step configuration guides for each scenario
  • HR team training to operate the solution independently
§05 · Law 27.802

Hours bank — compliant from day one

Argentina's Labour Modernisation Act (enacted February 2026) formally introduces the hours bank as a legal instrument and mandates a reliable control method. Our solution meets all three Art. 197 bis requirements automatically — no additional configuration, no manual work for HR.

▲
Automatic calculation and approval
The system calculates overtime directly from attendance records. The manager receives a notification with the details and approves with one click. The balance updates automatically — no manual entry, no errors.
◆
Auto-generated agreement
When HR activates the hours bank for an employee, the system generates the written agreement from a Google Docs template, emails it, and logs acceptance. Legal documentation handled automatically.
◇
Legal limit enforcement
Every registration is checked against the legal weekly maximum and the agreed cap. If a limit is reached, HR receives an automatic alert before the transaction is processed.
Art. 197 bis requirement
Without automation
With our solution
Written voluntary agreement
Manual Word doc + paper signature
Auto-generated ✓
Reliable control method
Excel sheet, no audit trail
Logged with date, time, employee ID ✓
Balance visible to employee
Manual query to HR
Instant reply via Telegram ✓
10-year archive (Law 27.802)
Depends on someone remembering
Automatic in Drive ✓
§06 · Competitive context

What SAP HCM doesn't solve in Argentina

SAP HCM is the enterprise standard. It's also expensive, rigid, and slow to adapt to Argentine labour reality. This solution was built specifically for what SAP doesn't handle well.

⚠
Real communication channels
SAP lives in self-service portals and corporate email. In Argentina, most leave notifications come via Telegram or WhatsApp. Our solution receives and processes those messages with AI — employees notify naturally, without learning any portal or installing any app.
◆
Collective agreements (CCT)
Argentina has over 1,500 active collective agreements, each with its own rules for special leave, overtime rates, bonuses, and pay scales. Parametrising one in SAP requires certified consultants and weeks of work. In our solution, each CCT's rules are modelled in scenario logic and AI prompts — adaptable in hours when the agreement changes.
◇
Hours bank — Law 27.802
SAP can parametrise it — but only through the Time Management module, at separate implementation cost, requiring complex integration with the payroll module. Our solution includes it from the start: Telegram registration, balance calculation, legal limit enforcement, and automatic Art. 197 bis agreement generation.
▲
4th-category tax withholding (SIRADIG)
The monthly income tax calculation for salaried employees includes deductions for dependants, rent, mortgage interest, and private health insurance. Every AFIP table update in SAP requires a consultant to re-parametrise. Our solution uses editable Google Sheets tables that the HR team can update themselves in minutes — no external dependency.
◆
Family allowances — SUAF
Declaring children, updating marital status, and registering pregnancy with ANSES in SAP is either manual or requires costly add-on modules. Our solution automates document collection, data validation, and generation of required ANSES forms — all archived in the employee's digital file.
◇
Document expiry alerts
Workers' comp insurance, mandatory life insurance, health cards, driver's licences for logistics staff, union certifications. In SAP, this requires costly configuration and ongoing maintenance. With our solution it's one Make scenario, configurable in a day: automatic alerts to HR and the area manager with the right lead time.
▲
Access control cross-referenced with roster
Argentine access control systems (ZKTeco, Anviz, Hikvision) export CSV or have APIs. Our solution automatically cross-references real attendance data against the roster and declared leave — surfacing inconsistencies that SAP can't detect without costly middleware.
◆
AI-powered absenteeism pattern analysis
SAP reports what happened. Our solution anticipates what's about to happen. Gemini automatically detects: recurring absences on specific weekdays, leave clustering by area or period, correlation between leave type and department. HR receives alerts before the pattern becomes a problem.
 
SAP HCM
This solution
Implementation cost
USD 50,000 – 300,000
From USD 3,000
Time to go live
6 – 18 months
2 – 6 weeks
Regulatory changes
Certified consultant + weeks
Days
Annual maintenance
SAP licences + support
Google Workspace you already pay for
Learning curve
High — extensive training required
Low — Gmail and Telegram

The sweet spot

  • 50–500 employee companies that have outgrown Excel but can't justify SAP
  • HR teams already on Google Workspace who want to automate without replacing what they use
  • Organisations that need to adapt quickly to Law 27.802 without waiting months for consulting
§07 · Why it works

Technology you already have

The solution runs on Google Workspace (Drive, Sheets, Docs, Gmail) — which you're likely already using — plus Make as the orchestration layer and Google Gemini for intelligent email and form reading.

No additional HR software licenses. No servers to manage. No custom development. If you want to modify a flow tomorrow, everything is visible and editable.

Make.com Google Drive Google Sheets Google Docs Gmail Telegram Gemini
§08 · Who it's for

Right-fit organizations

PROFILE 01
Companies with 20 to 500 employees managing HR internally with a small team spending too much time on repetitive administrative tasks.
PROFILE 02
Organizations with no existing HR system working today with Excel, Drive folders, and emails — who want to organize without replacing what they already use.
PROFILE 03
Companies with collective agreements, frequent turnover, or distributed teams across multiple locations where administrative volume is high.
PROFILE 04
HR teams already on Google Workspace who want to get more out of it without adding new platforms or licensing costs.
§09 · Next steps

How we move forward

STEP 01 · 30 minutes
Live demo
We show you the system processing real cases — employee onboarding, leave approval, monthly close — with sample data from your industry. If you don't see the value after the demo, there's no next step.
STEP 02 · 2 weeks
Implementation
Full setup in your Google Workspace environment, configuration of all Make scenarios, template loading, initial roster setup, and team training. At the end of two weeks, it's live in production.
§10 · Next step● ACTION

Ready to stop chasing emails?

Book 30 minutes for a live demo with sample data from your industry. No commitment, no generic slides.

Book your demo → Talk to a consultant
END OF SHEET 09 ai-q.fit · hr-automation © 2026 · Dr. Federico Andino