New in altomateHR: AI-written HR letters in English or Bahasa Melayu, and mileage claims from a map screenshot
Two of the most repetitive jobs in HR — writing letters and checking mileage claims — now take a fraction of the time.
Offer letters, confirmation letters, warning letters, mileage claims. None of them are hard, but together they eat hours every month. Recent altomateHR releases bring AI into both.
HR letters, written and filled for you
Documents → Templates is now a library of HR letters — offer, confirmation, resignation, warning, or your own — starting from four sample letters.
- Write with AI. Describe the letter you need in English or Bahasa Melayu, and pick from two AI drafts.
- Ask AI to edit. While editing a template, ask for changes such as "make it more formal" or "translate to Bahasa Melayu" — and undo the last change if you don't like it.
- Bring your own. Upload an existing Word (.docx), .txt or .md letter and review it in the editor before saving.
When you generate a letter from an employee's profile, their details fill in automatically. Anything missing — an ID number or address — must be typed in or marked blank before you generate, and you can tick Also save to employee record to keep it. New Probation (months), Confirmation date and Work location fields feed offer and confirmation letters directly.
Signed, branded and filed
- Add your company logo once; it appears at the top of every letter.
- Save signatures — draw on screen or upload an image — and choose which one to print on each letter, or none if you'll sign by hand.
- Generated letters are kept on the employee's record for admins only; they never appear in the employee portal.
Good to know
Access to Documents is set per admin under Manage access, so a branch admin can produce letters for their own staff without seeing HQ's files.
Mileage claims from a route screenshot
Mileage claims can now start from an optional Google Maps or Waze route screenshot. AI reads the distance, start and end point and fills in the claim; the approver sees the screenshot alongside it, so there's no more guessing whether "Shah Alam return" was 40 km or 60 km.
- The Motor Vehicle / Mileage claim item starts switched off until you set your per-km rate, so no claim is paid at the wrong rate.
- Companies without Xero now get 22 ready-made claim item types — such as Travel – Local, Telephone & Internet and Medical (Staff) — to start with.
Receipts that follow the claim into Xero
For companies on Xero, syncing a claim now attaches its receipt and supporting documents to the bill or spend-money transaction in Xero, so your accountant sees the evidence without asking. Posting payroll to Xero also stops — and names the claim — if a reimbursed claim's account isn't linked, instead of posting to the wrong code.
Read more about running Malaysian payroll with Xero.
FAQ
Can altomateHR write HR letters in Bahasa Melayu?+
Yes. Describe the letter in English or Bahasa Melayu and AI drafts it, or ask AI to translate an existing template to Bahasa Melayu.
Do employees see the letters HR generates?+
No. Letters on file are kept for admins only and never appear in the employee portal.
How does the Google Maps mileage claim work?+
The employee attaches a Google Maps or Waze route screenshot, AI fills in the distance and start and end points, and the approver sees the screenshot with the claim.
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