How Simploy cut client meetings from 90 minutes to 20 minutes with Tallyfy

Professional Employer Organizations handle complex client onboarding with multiple stakeholders. Here’s how we help PEOs streamline their processes.

What problem were you trying to solve?

In our conversations, we’ve heard this pattern repeatedly - one PEO we spoke with described their old client onboarding as taking approximately 14 days with a lack of quality assurance controls over collected information. Another told us they were managing hundreds of active cases with just Excel spreadsheets, which they called completely unworkable.

The problem we had was a good problem to have - a blessing and a curse in that we were bringing on many new clients. When we do that, it involves work from several different departments internally. Sometimes that work happens in parallel. Other times, task A needs to be completed before task B can begin.

Our old system often resulted in inefficiencies, tasks being done twice, poor communication internally.

We were always trying to fix it. Email, internal communications, tapping people on the shoulder - we tried Google Sheets at one point. But every solution created new problems rather than eliminating the original one. We kept hearing the same frustration in onboarding calls - teams trying to patch over broken coordination with yet another tool, only to end up with a different flavor of the same mess.

What happened when you tried Google Sheets?

It inspired a whole new challenge. We had to have conversations about what a Google Sheet was. I know it sounds simple, but ensuring everyone interacted with it correctly was like trying to row a boat in the same direction.

And it never reminded anyone to do anything. You had to be constantly, almost subconsciously thinking about updating it. If someone doesn’t update it, the next person doesn’t know what happened. The whole thing falls apart.

What processes do you run on Tallyfy now?

Client onboarding was our immediate priority. Since then, we’ve kept stumbling into other ways to use the software. Some colleagues use the individual task function as a personal to-do list outside of automated workflows.

We also run our workers comp policy renewals through Tallyfy. Our clients have insurance policies that renew at different times throughout the year. When a renewal approaches, it triggers a series of tasks for different team members.

There’s a liability reduction. If those policies lapse in coverage, the insurance carrier will inflate the premium. You pay a penalty. That dollar amount isn’t something we could pass on to our client. Tallyfy has eliminated the opportunity for that to occur.

What features do you like most about Tallyfy?

For me, it’s the tracker screen. It might seem simple, but I’ve got Tallyfy set up as a favorite in Chrome. I’m two to three clicks away from the tracker at any time.

Gone are the days of hey Katie, where are we with this? Hey Susan, where are we with that? It passively updates itself so I don’t have to ask my colleagues the same question over and over anymore.

And they probably like that too.

How has this impacted your internal meetings?

On Tuesday afternoons, we have a new client meeting. That used to be an hour and a half at least of everyone updating the team on where they are with different new clients.

Now it’s a 20 minute conversation and we use the tracker page as the agenda. It keeps that conversation flowing. We don’t go down tangents and ramble. We can speak to specific new clients that are showing as overdue. If they’re red, we talk about it.

The counterintuitive part is that sometimes we discover the task did get done but it wasn’t checked off. Then we have conversations about using the tool properly. But at least we recognize issues and can jump on them immediately.

Do you use Tallyfy with external clients?

With the right clients, yes. If I feel confident that the guest I’m inviting will get it and it’ll make sense to them, we’ll go that way. If someone is self-confessed that they don’t like computers and preferred phone calls throughout the sales cycle, that’s a trigger that maybe they aren’t right for our guest-facing Tallyfy uses.

For clients who are digitally savvy, it allows them to better understand where we are in the process. Like tracking a pizza on the Dominos website or a Postmates delivery - I find value in tracking things.

Tallyfy lets our clients have that same experience with employee onboarding. It’s the kind of transparency that builds trust without requiring a single status update email.

What would happen if Tallyfy went away?

Simploy would be fine but my average heart rate would probably go up. I found a gray hair the other day for the first time. I’d probably find more if Tallyfy went away.

In conclusion, you’re not allowed to go away. It’s purely hypothetical, but that tells you how much we rely on it.

Would you recommend Tallyfy to others?

Absolutely. The level of communication and support has been huge. We came to them with a challenge we couldn’t even describe properly - like going to a doctor and saying “I don’t feel right.” But they helped us define the problem and implement a solution.

The whole team has a make-it-work attitude. I’ve never requested something and been told it’s just not possible. That kind of support matters when you’re trying to transform your operations.