Maxi Zoo Saves Over 300 Working Hours a Year with Timegrip and MinRefusion
“In a single month, I save around 25 hours just on reimbursement applications. Timegrip has definitely made everyday work easier. It’s freed up time for other tasks.”
That’s how Nanna Brink, Payroll Specialist at Maxi Zoo, describes the impact of Timegrip. With around 800 employees in Denmark, ranging from hourly and salaried staff to those covered by collective agreements and white-collar contracts, she holds a significant responsibility for payroll and reimbursement processes.
Maxi Zoo, a retailer specialising in pet food and accessories, has used Timegrip for over 11 years to manage employee scheduling and time tracking. The platform is used daily by store managers and staff to plan shifts, register working hours, and request holidays or time off.
But for Nanna and the HR team, it’s not just the scheduling and accurate time tracking that make the difference. It’s the integration between Timegrip and MinRefusion, introduced in the past year, that has truly transformed how they manage reimbursement claims.
A Tailored Solution for a Complex Reality
In May 2024, the integration between Timegrip and MinRefusion went live at Maxi Zoo. According to Nanna, the implementation was not only swift but also met their needs perfectly:
“We were looking for a better solution than the one we had. MinRefusion came up at a user group meeting (ERFA), and things moved quickly from there. I think we were up and running within 14 days. It was really efficient.”
In a company the size of Maxi Zoo, staff absence due to illness or parental leave is part of everyday life. Previously, reimbursement applications were entered and processed manually. This was an error-prone and time-consuming task, especially for new hires or adult apprentices.
Thanks to the integration, absence data is now automatically retrieved via API from Timegrip. MinRefusion handles everything from calculations to applications and documentation. This not only reduces manual work but also ensures greater accuracy and security in the reimbursement process.
From Accurate Time Tracking to Reliable Reimbursements
Although many processes are now automated, Maxi Zoo still experiences a close and reliable collaboration:
“What I’ve really appreciated is that MinRefusion asks when something is unclear. That gives peace of mind. And when we’ve requested changes, like adding department numbers and pay codes to reports, they’ve been implemented quickly. It’s a way of working together that really works.”
Data flows smoothly and securely from Timegrip to MinRefusion, without the payroll department having to review every single case. As long as absence is correctly recorded in Timegrip, MinRefusion takes care of the rest. With accurate data automatically transferred from Timegrip, the finance team avoids administrative burdens while still receiving all the required documentation for accounting.
Measurable Results—In Time and Operational Savings
The results of the integration speak for themselves. Within just one year, MinRefusion has handled 464 cases and secured over DKK 4.1 million in reimbursements for Maxi Zoo’s employees - mostly related to sickness and parental leave.
“In a single month, I save around 25 hours just on reimbursement applications. It’s definitely made daily work easier and freed up time for other responsibilities.”
The workload related to reimbursements has not only been reduced, it’s often been eliminated entirely. Tasks that previously fell heavily on the payroll specialist are now automated or outsourced. This frees up capacity to take on other responsibilities that used to be handled by other members of the HR team.
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From Employee Scheduling and Time Tracking to Reimbursement - A Seamless Workflow
Timegrip makes it easy to stay on top of everything from employee scheduling to time tracking. Maxi Zoo employees can view their schedules and clock in/out via the app, while store managers create schedules that comply with working time regulations and collective agreements.
When an absence occurs, it’s registered directly in Timegrip and flows automatically to MinRefusion. The HR team and payroll staff can monitor the process in real time and generate accurate reports, enabling them to stay ahead of absence trends and secure timely reimbursements.
The integration ensures that absence data is automatically extracted based on the records in Timegrip. Once eligibility conditions are met, MinRefusion submits the application to NemRefusion, and the reimbursement is paid out.
A Future-Proof Partnership
The collaboration between Timegrip and MinRefusion has given Maxi Zoo a solid foundation to meet both current and future needs. With user-friendly systems and a flexible approach from both providers, Nanna Brink feels well supported:
“Everyone has delivered what they promised. Expectations were high, but they’ve been met. I’ve been positively surprised by how little I’ve had to be involved. It just works.”
In a busy work environment where time is scarce, Timegrip and MinRefusion have enabled Maxi Zoo to work smarter, faster, and with greater confidence - to the benefit of employees, store managers, and the payroll department.
Save working hours with Timegrip and focus on what really matters. Contact us today for a no-obligation conversation.
