Kungsbacka Municipality is one of many in Sweden that manages a large number of staff meals in its daily operations. But when it became clear just how much time was spent on manual processes for educational meals and school lunches, it was obvious that something had to change. Lists had to be completed by hand, compiled in Excel, and then sent to the payroll department - resulting in unnecessary administration and consuming significant time for both the operations and the payroll team.
By implementing Microdeb’s digital payment solution, the municipality took a step towards more efficient workflows, greater control, and an easier daily routine for everyone involved.
Jeanette Lundberg, Payroll Manager at Kungsbacka Municipality
Jeanette Lundberg has been Payroll Manager at Kungsbacka Municipality for eight years. Responsible for both payroll administration and system management, she and her team handle payroll across all municipal operations.
Before Microdeb’s introduction, payment processes for staff meals varied widely depending on the department. In many preschools and schools, lunches and educational meals were still recorded on paper lists, which were then sent to the payroll office for manual entry.
“It was extremely time-consuming for such a small task,” says Jeanette. “My payroll consultants spent a lot of time registering lists from all the departments. There were also challenges in receiving the lists on time and ensuring deductions were made correctly for all employees.”
Jeanette Lundberg, Payroll Manager at Kungsbacka Municipality
In its search for a new payment solution, Kungsbacka Municipality sought a user-friendly system that could simplify and streamline the management of staff and educational meals. Through a public procurement process, Microdeb was selected, impressing the municipality with its ease of use and flexibility.
“We discovered that Microdeb’s system offered far more than we initially required, which was a pleasant surprise,” explains Jeanette Lundberg. “It was intuitive and highly flexible, easily adaptable to our needs. For instance, we could set different prices for preschool breakfasts and school educational meals directly in the system.”
Microdeb’s solution was implemented gradually, with support from project managers from both the municipality and Microdeb. The system was rolled out department by department, ensuring a smooth transition. Its flexibility also allowed for easy adjustments in meal pricing depending on the department and target group.
When Microdeb was introduced in autumn 2024, the transformation was immediately noticeable. The municipality moved away from manual tasks and unreliable lists to an automated system that handles everything from meal registration to payroll deductions. For Jeanette Lundberg’s team, this meant a significant reduction in administrative work and substantial time savings. Meals no longer need to be registered manually, everything is handled automatically. Meal records are sent directly to the payroll system and logged as deductions in real time.
“It’s a huge time saver for us, and also for the departments where staff no longer need to compile lists. I also think it’s a real benefit for the teachers and employees using the educational meals, they can now easily register their meals directly in the app,” says Jeanette Lundberg.
Reflecting on the change, Jeanette offers clear advice to other municipalities and organisations:
“I would strongly encourage others to be open to development and to reconsider how they manage payment solutions. Think about how much time can be saved and how administrative tasks can be reduced with a digital payment solution. I would absolutely recommend Microdeb if you're looking for a smooth and flexible system.”
Want to learn more about how Microdeb can help your municipality? Book a meeting, we’ll tell you more!
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