From spreadsheets to strategy: How Johnsons 1871 Transformed HR & Payroll with Cezanne
TLWR? Here’s a quick summary:
Johnsons 1871, a group of UK service businesses replaced manual HR and spreadsheet driven payroll with Cezanne’s fully integrated HR software suite and Smart Managed Payroll service. The result?
- 50+ hours saved each month
- Significant error reduction & smoother payroll
- Multiple payroll runs made simple
- HR now focus on strategy, not admin
About Johnsons 1871
Johnsons 1871 is a group of specialist contractor businesses offering turnkey services across removals, logistics, installation, and project management. With over 150 years of experience, each service operates as a distinct entity, supported by a centralised HR and payroll team.
We sat down with Johnsons 1871’s People Partner, Katie Jones and HR Business Partner, Monique Graham to chat about the impact Cezanne has had on them, the business and their employees.
The Challenge: Disconnected systems and admin overload
Before Cezanne, Johnson 1871’s HR and Payroll were fragmented, manual and draining. HR data for each entity was stored in basic databases and SharePoint folders. Worse still, payroll operations were manual, spreadsheet driven and passed between managers, HR and finance.
No ‘proper’ HR system
Without a true HR system in place, Katie, Monique and the team relied heavily on spreadsheets to manage employee data. Tracking absences, generating reports or spotting trends was almost impossible, as Katie told us: “There were no real processes. You’d plug in a name, and that was about it. Everything else lived in folders or spreadsheets.”
Slow error-prone payroll
Payroll data moved manually between teams resulting in constant errors and people chasing. As Katie described: “Everything came through email and spreadsheets. Errors happened all the time. We’d be chasing timesheets, correcting bank details, fixing missed absences – every month. It just wasn’t sustainable.”
No time for strategy
With so much time spent processing basic tasks, the HR team was mired in day-to-day operations, with little capacity to act strategically or support long-term goals. “We were stuck in admin mode. People didn’t trust our data, and honestly, neither did we.” Said Katie.
The Solution: The Cezanne HRIS & Smart Managed Payroll
Fixing the Foundation: A HRIS built for complexity
In early 2024, Johnsons chose Cezanne for its ability to manage multi-brand, multi-payroll setups in one integrated system. And, thanks to the Cezanne HRIS being a modular system, they could cherry-pick the modules that made sense for their business – no bloat, no wasted budget: just the tools that got the job done.
- People Management: A comprehensive HR database that makes it simple to organise, secure and access key organisational and employee data
- Absence Management: Software to manage all types of absences; adding clear visibility into time off, manager-led approvals, and automated leave tracking
- Time Tracking: Reliable input for timesheets, ensuring compliance and correct pay
- Compensation Planning: Clear, transparent salary management and budgeting
- Performance Management: Designed for both continuous reviews and periodic appraisals, it offers structured, transparent reviews without the need for messy spreadsheet trackers
The transformation: Smart Managed Payroll
After seeing immediate results in the company’s HR operations, the finance team quickly followed suit. They needed a system that could handle multiple payrolls and multiple schedules (both weekly and monthly). Cezanne’s Smart Managed Payroll service delivered exactly that.
With a fully integrated HR and Payroll setup, everything from absence and time tracking to compensation planning now flowed seamlessly into their outsourced payroll system. And the best part? Cezanne takes care of the heavy lifting: from processing and submissions to ongoing support, so they don’t have to sweat the small (or big) stuff.
“We were so impressed with the HR side; we convinced the business to wait for Cezanne Payroll to launch. That’s how confident we were.” – Katie Jones
The Implementation
Rolling out a new HR system to across multiple entities is no small feat. Especially with tight deadlines and complex data. For Johnsons 1871 the priority was clear: get Cezanne in quick then been build deeper integration as they go. “We made the decision in February, and the business said: we want it ready for April.” Said Katie.
Cezanne’s team moved quickly to provide:
- Dedicated onboarding support
- Regular check-ins, demos, and catch-ups
- Flexibility to get core functionality live first, with deeper configuration after.
Despite tight timelines, the HR implementation was handled successfully and earned trust early on. Monique was impressed with Cezanne’s efforts, saying “The team were always available, patient, and creative. They didn’t just train us; they adapted things to fit how we worked.”
Payroll came next and brought more challenges
After a successful HR implementation, it was time for Katie and the team to switch their attentions to payroll. With years of manual processes and data scattered across departments this phase was always going to be a little more complex. But, Cezanne’s team were ready to jump in and get started, with Katie saying “We knew it was messy, and we knew we’d need help. The Cezanne team didn’t push back, they stayed with us and worked through it.”
Johnsons 1871 faced:
- Data inconsistencies spread across departments and teams
- Legacy structures, TUPE transfers, and missing records
- Multiple pay cycles and multiple entities added to complexity.
Cezanne supported the team with clear timelines and step-by-step guidance on TUPE and non-standard pay structures, with Katie adding “They helped us get it over the line without drama. We felt like they were on our side the whole way.”
The Results:
Over 50+ hours saved across HR & Payroll
By switching to Cezanne and automating previously manual HR and Payroll tasks, Johnsons 1871 have successfully reclaimed over 50+ hours of working time a month. That’s over a full working week, every single month!
Payroll errors dropped dramatically
With all time-off tracking, holiday accruals, and absence deductions now integrated into a single employee record, human errors have all but stopped. Johnsons are now able to trust their data and their systems. “We used to see all kinds of issues, wrong bank details, names, addresses.” Said Katie. “Now, with validation and automation those issues have all but disappeared.”
HR driving business growth
With clean, reliable data and automated processes in place, the Johnsons 1871 HR team has moved beyond admin and can now influence decisions, support tenders and help the business grow.
A better employee experience
Cezanne hasn’t just improved processes for the HR and payroll teams. It’s made like easier for employee’s, too. Especially Johnsons’ mobile and field-based teams where Cezanne’s self-service tools been a welcome shift. “It was a big shift culturally, but with training and videos, adoption has grown, even our least tech-savvy staff are using it now. The feedback’s been positive.” Said Katie.
It’s not just the software; it’s the people who make the difference
From Implementation to on-going support, it wasn’t just the platform that stood out. It was the people that made Cezanne the easy choice, with Katie adding “Everyone at Cezanne has been great. Whenever I speak to someone, no matter the team – they’re happy to help, responsive, and genuinely supportive. Especially when it’s urgent.”
So, would Johnsons 1871 recommend Cezanne?
“Yes! Absolutely! For any business like ours or with multiple brands and/or complex payrolls, we wouldn’t recommend anyone else!” – Katie Jones
