How employee management works in Saldio

In many SMEs, employee data lives in spreadsheets, separate HR tools, or simply in the owner’s head.

Time tracking, project planning and wage costs often run apart from each other:

• name lists maintained in several places at once
• no overview of billing rates
• no separation between what’s billed and what an employee actually costs
• no link to projects and time tracking

The result is duplicate work, billing errors, and no real visibility into how profitable a project actually is.

Why central employee management matters

Employees are the core of every project and every time entry. Central employee management provides:

• a single reliable source for employee data
• correct billing rates in every time entry
• protected wage cost data
• traceable reporting per employee and project

The tighter employee data is linked to projects and time tracking, the more accurate billing becomes.

The typical challenges

Many companies recognize situations like:

• employee lists in spreadsheets, maintained alongside the actual software
• differing billing rates that nobody keeps consistent anymore
• wage costs visible to the whole team
• no overview of how many hours were actually billed per employee
• no connection between time tracking, projects and the employee record

As the team grows, this lack of structure quickly turns into a real risk.

Saldio’s approach

Saldio connects:

• employee records
• billing rates
• time tracking
• projects
• reporting

in a single, central employee register.

This keeps employee data, project work and profitability consistent at all times.

1. Register employees centrally

Employees are entered directly in Saldio – as an internal person, an external person from a staffing company, or a freelancer.

Each person automatically receives a sequential employee number (I-0001 for internal, E-0001 for external employees), which stays stable even when someone switches between internal and external status.

This keeps the employee record clear, no matter how the team is composed.

2. Two rates – billing and wage cost kept apart

Every person has two rates:

• a billing rate, automatically suggested as the default in time entries
• an actual wage cost, used for internal calculations

Wage cost is protected by role: only owners, admins and fiduciaries can view it, and only owners and admins can change it. Any other access is rejected outright instead of failing silently.

This keeps sensitive wage data protected without slowing down everyday billing.

3. Photo and master data in one place

Each employee record can hold a photo, contact details and address. The photo is stored securely like any other document and is automatically included in backups.

This gives you a complete employee record at a glance – without a separate HR system.

4. Direct link to projects and time tracking

Employees are no longer just a login – they are the central reference for project membership and time tracking.

Every time entry first applies the individual employee’s billing rate before falling back to a general project default, and any deviation is shown directly in the time entry form.

This keeps project reporting and employee data permanently in sync.

5. Reporting per employee

For every employee, Saldio shows:

• hours worked and hours billed
• revenue generated
• optionally, margin per project

This makes it visible how profitable individual employees and projects actually are.

6. Security and traceability

Employees aren’t simply deleted – they’re managed through an active/inactive flag. A permanent deletion is only possible once no time entries or project memberships remain – otherwise Saldio deliberately blocks it.

This keeps historical reporting accurate, even after an employee leaves the company.

Benefits for SMEs

Central employee management brings several benefits:

Why small businesses benefit especially

Small businesses:

• often keep employee lists manually, on the side
• usually know wage costs only from memory or scattered files
• don’t have a dedicated HR department

Central employee management, integrated directly into time tracking and projects, creates instant clarity and control.

Saldio’s vision

Saldio was built to give Swiss SMEs modern, simple business processes.

The goal:

• a single employee record
• accurate billing without extra effort
• protected wage data
• clear profitability per project

Conclusion

Employee data shouldn’t be maintained in spreadsheets, running parallel to the actual project and time tracking system.

When employee records, billing rates, projects and time tracking work together, businesses benefit from:

• less duplicate work
• accurate billing
• protected wage data
• a clear view of how profitable every project really is

Saldio brings employee management, projects and time tracking together in one modern platform.

From order to balance.