How Promova simplified benefits management
Promova’s rapid growth brought a new challenge at benefits management. Different currencies, fragmented communication, and an uneven experience for remote team members made the process harder to manage. We spoke with Promova’s HR team about their transition from manual administration to the automated Karpatia Benefits platform.
Industry
EdTech
Team
150+ people
Locations
17 countries
Model
On-site + remote
About the company
Promova is an international edtech company that builds products for learning foreign languages and serves users around the world. The company is expanding across multiple markets, combining technology, content, and user experience to create modern learning solutions.
Valeriia Maletska
Business Operations Director
Margaryta Sendetska
Talent Ops Partner
Challenges
Manual management and chaos in benefits
Before integrating the platform, benefits administration at Promova was handled manually. Although policies were documented in Notion, in practice the process still consumed significant time and resources from both the HR and finance teams.
01
Scattered receipts
Receipts were submitted through Slack, Telegram, and email, with no centralized process
02
Manual financial processing
Receipts came in different currencies, and amounts had to be manually converted, verified, and submitted to the finance team.
03
The same benefits for every work format
Some benefits were designed around office-based work, which limited their usefulness for remote team members
“
The process was fairly chaotic: policies were documented in Notion, but there were still many open questions like who to contact, where to submit receipts, and in what format. Some sent them in Slack, others in Telegram, others by email. From an administrative perspective, it was difficult to manage
Valeriia Maletska
Business Operations Director
Finding the right solution
Why didn’t other providers fit?
After realizing the old approach no longer worked, the team began searching for a platform to automate benefits management. The market offered only a few options:
01
Global platforms were focused exclusively on working with large enterprise companies
02
A local Ukrainian provider had an inconvenient app-only interface, lacked analytics, and offered little flexibility. Its allocation logic required setting limits monthly or yearly, with no room for customization
Process
What we built for Promova
24 benefits and 5 benefit packages
A complete setup for teams across 17 countries. Different packages for office-based and remote employees
Automated receipt verification
Automated verification instead of manual collection through Slack, Telegram, and email
Flexible co-payments
Flexible cost sharing between the company and employees
Custom benefit periods
Flexible validity periods for different benefit types, not limited to monthly or yearly cycles
Solution
One platform instead of dozens of channels
Switching to Karpatia Benefits allowed Promova not only to digitize old processes, but to completely rethink its approach to Employee Experience
01
One submission flow
Checkouts are handled through the platform or chatbots. Also, there's a marketplace for purchases using the corporate limit.
02
Automated reporting
Any remaining receipts are processed by the Karpatia Benefits team. Reports are generated in the system and sent to the finance team once a month
03
Different benefit packages
Separate benefit packages for office and remote employees, with automatic package changes and budget calculations
“
If I had to describe the process before the platform in one word, it would be chaos. Now I’d describe it as benefit. Having a benefits platform that saves my time is a real benefit
Margaryta Sendetska
Talent Ops Partner
Key results of the partnership:
24
Benefits and 5 benefit packages for teams across 17 countries
98%
Of monthly requests are processed automatically without HR involvement
5
Hours per week freed up for HR through automated benefits budget management