About Tribus
When onboarding a new employee took an average of 45 minutes, Tribus knew there had to be a smarter way.
Founded in 2018 by Hans, Lotte, and Mattheüs, the company was built with a clear mission: to lift the burden of finance and HR off the shoulders of business owners. Since 2019, Tribus has operated out of the Mediacentrale in Groningen, where a team of specialists serve clients throughout the Netherlands.
The problem that needed to be solved
When a client of Tribus wanted to register a new employee, the process typically took around 45 minutes. The process involved filling out forms, chasing information, exchanging emails back and forth, and manually entering data into their payroll system, NMBRS. Beyond the time cost, the fragmented process introduced room for errors and left both employers and new hires navigating unnecessary friction at a critical moment.
As a company focused on automation and efficiency, Tribus continuously looks for ways to simplify HR and payroll processes for its clients. Together with DataNorth AI, they set out to redesign employee onboarding from the ground up.
Because Tribus supports more than 400 companies across the Netherlands, every minute saved creates efficiency gains across hundreds of organisations and thousands of employees each year.
How DataNorth AI built the onboarding tool
DataNorth AI developed an onboarding tool in which a company can easily register their new employees.
DataNorth addressed the challenge by building a seamless, end-to-end automation pipeline that bridges the gap between employer intake and payroll administration. Working closely with Tribus, the solution was designed around real-world HR and payroll workflows, ensuring the automation aligned with both compliance requirements and day-to-day client needs.
The solution began with a robust technical infrastructure and a custom database designed to handle sensitive personnel data. To streamline the onboarding process, DataNorth developed an AI extraction model for identity documents, allowing the employer-facing form to automatically pull data rather than requiring manual entry.
This was paired with a step that handles essential compliance tasks, such as the tax credit form. To ensure the solution was truly automated from end-to-end, the system was fully integrated with NMBRS, allowing employment terms and personal data to flow directly into the payroll system without human intervention. This comprehensive approach was finalized through rigorous testing and full documentation, resulting in a secure, automated workflow that minimizes manual errors.
The resulting workflow is straightforward. An employer initiates the registration and fills in the initial form. The new employee or the employer itself then completes their own information, including uploading an identity document. The AI model extracts and structures the relevant data automatically. The employer reviews and validates the information, and with a single confirmation, the employee is completely onboarded.
From 45 minutes to 2 minutes
The impact was immediate and measurable. The project not only reduced onboarding time by more than 95%, but also improved data quality, reduced compliance risks and created a more consistent onboarding experience for employers and employees. Employers start the registration, then hand it off to the employee who fills in their own details, and everything gets processed automatically, structured correctly and ready for payroll.
For Tribus, the project delivered more than time savings. It removed a persistent source of administrative friction, reduced the risk of errors, and gave both HR staff and new employees a cleaner, more professional experience from day one. Given that Tribus manages HR and payroll for more than 400 companies, the efficiency gains extend well beyond their own team.
The solution now runs as a reliable, integrated part of their operations, and the foundation built during the project leaves room for further automation down the line.
With the onboarding workflow now fully operational, Tribus and DataNorth AI have established a scalable foundation for future HR automation initiatives. The project demonstrates how AI can transform traditionally administrative processes into seamless digital experiences.
