Case study
Onboardly
Everything between hired and paid.
Onboardly is a Polish SaaS that turns hiring into a single online process. A new hire opens one link on their phone, verifies their identity, fills in their data and signs the contract; HR gets a complete e-file and data ready for payroll software.
The challenge
One new hire. Six systems.
Hiring one person in Poland means identity verification, a contract, a signature, a ZUS registration, a personnel file and payroll, usually spread across several systems and spreadsheets. For companies that hire in waves, every peak turns into overtime for HR and a backlog that rolls into the next month.
The idea
Enter the employee’s data once and generate everything else from it: the contract, the ZUS registration data, the e-file and the settlement. Compliance is built into the process, not bolted on at the end.
What we built
One link, one phone session
The candidate confirms their phone number, verifies their identity, fills in their data, chooses ZUS and tax settings and signs, with no login and no training. The flow is designed to take about 15 minutes.
Identity verification (KYC)
A document scan and a live selfie through Sumsub, with OCR pre-filling the candidate’s data. Identity documents from 190+ countries are supported.
E-signature with an audit trail
The new hire signs on screen and confirms with an SMS code; the employer countersigns from the HR panel. Each signature carries a timestamp, the IP address and an HMAC-SHA256 hash, with Autenti AES signatures for cases that need them.
Compliant e-files
Every employee gets an e-file with a checklist for their employment path and alerts before medical exams, health and safety training, residence documents or contracts expire. Files are archived to Google Drive and export as a single PDF.
Foreign worker paths
Ukrainian, third-country and EU citizens each follow their own legalization path, with the required documents and statutory deadlines tracked in the e-file.
Payroll, settlements and exports
A gross/net payroll engine, bills and invoices via Fakturownia or Saldeo, per-client and per-project settlements, Elixir-0 bank transfer batches and exports to Płatnik (KEDU), Symfonia, Comarch Optima, enova365 and Excel/CSV.
Portals and an API
An employee portal for hours, leave and documents, a client portal for approving timesheets, and a REST API v1 with per-company keys and signed webhooks.
How we built it
Onboardly is integration-first. It doesn’t reinvent identity checks or e-signatures: it connects specialised providers (Sumsub for KYC, Autenti and PandaDoc for signatures and documents, Google Drive for archives, Saldeo and Fakturownia for invoices) and owns the part that is specific to Polish employment: the flow, the rules for each contract type and citizenship, and exports that HR and payroll software can read.
It runs as a Next.js web app on Vercel. A public REST API v1 with signed webhooks lets companies connect it to their own systems, and the product and API documentation is available in Polish and English.
- Automation in the product
- Onboardly is a workflow product first. One data entry generates the contract, the ZUS registration data, the e-file and the settlement, and OCR reads identity documents during verification so candidates don’t retype their data.
Stack
Status & what’s next
Onboardly is live at onboardly.work, with published pricing (from 99 PLN net per month plus a rate per worker), a 14-day trial with no card required and an interactive demo that needs no sign-up.
What’s next
- Grow the employee app into a full portal, with training materials and everything a new hire needs in one place.
- Handle more employee requests end to end, such as certificates of employment and earnings.
