Hours of paperwork in minutes with audit-ready compliance
For business owners, every interaction is an opportunity for revenue. Each call or email can make or break a relationship, which is why when managing the customer experience, warmth is just as important as efficiency.
Ruby is a virtual receptionist provider that makes that balance possible. The organization’s dedicated team of receptionists acts as an extension of every client’s business, delivering personalized service for over 15,000 small businesses across the US.
As Ruby began to expand its US footprint, keeping that promise at scale meant they needed an onboarding process that was just as efficient and reliable as the service they deliver.
“I used to spend hours a week scanning and managing documents. With WorkBright, [that process] became something I looked forward to.”
Amanda Sontag
HR Business Partner, Ruby
The challenge: When in-person onboarding becomes a bottleneck
Onboarding new hires at Ruby was a weekly jam of paperwork. Hours were lost to compliance processes before day one. Manual workflows and in-person document checks kept schedules permanently clogged.
And for HR Business Partner Amanda Sontag, who had to upload, scan, and cross-reference every single document manually, the weekly grind of flagging and chasing corrections was wearing her down.
But when Ruby expanded its operations nationwide following a broader shift to distributed work, a business surge meant that Amanda was faced with onboarding 400 employees remotely. She realized that if the usual document inspection rules came back into play, she’d be faced with reviewing hundreds of documents all over the country—an impossible task.
“I was doing this whole process for 10 to 15 people per week—it’s two hours of my day. I hated it,” Amanda says. “[I thought]: one day this flexibility is going to change and we’re going to have to verify four hundred I-9s.”
Amanda needed a provider that married remote-first convenience and operational scale with compliance rigor. Enter, WorkBright.
The solution: Remote-ready, scalable, and simple by design
As remote working continued to spread, business was booming for Ruby. But their onboarding process couldn’t keep up. Ruby needed a partner that could help them expand their remote footprint and scale hiring and onboarding quickly—without being at the mercy of changing government guidance, or a network of notaries.
When searching for a new provider, Amanda had a few key criteria in mind:
- Simple user experience: Intuitive and easy-to-use for both employees and HR users on the backend.
- Remote-friendly: Fully DHS/ICE compliant without the burden of in-person inspections or costly notary services.
- Built to scale: Able to handle high-volume, distributed hiring with built-in safeguards to ensure form I-9s were filled out correctly and completed on time.
"If [onboarding] is too hard, people aren’t going to do it,” Amanda says. “It was really important to consider the simplicity for my HR team and the end users. I love the technology and how easy it is.”
Amanda Sontag
HR Business Partner, Ruby
The impact: Thousands in cost and time savings
Implementing WorkBright has streamlined Ruby’s onboarding process—replacing Amanda’s weekly grind with a process that’s fast, efficient, and scalable across the whole country.
From hours spent toiling over paperwork to accurate, compliant I-9s in minutes, WorkBright has delivered some measurable results:
- Saved 50+ hours per month managing I-9s—avoiding the need to hire extra admin support and saving thousands of dollars annually.
- Reduced I-9 completion time to just 3 minutes per employee, down from hours of scanning, sorting, and error correction.
- Achieved audit-ready compliance, with built-in error checks and a complete digital paper trail.
- Enabled remote I-9 verification, allowing Ruby to expand nationwide hiring without relying on notaries or in-person verification.
Implementing WorkBright has meant that Ruby has been able to manage increasing hiring demands and navigate a changing compliance landscape while keeping the process simple—for everyone involved.
Employee information is easy to manage, and the WorkBright platform guides employees and HR staff seamlessly through tricky compliance paperwork.
“Now that we use WorkBright, I don’t have to worry about every single field,” Amanda says. “[Employees] fill out the I-9, I review, I hit accept—and I’m done. We can focus on finding the best people for the job no matter where they’re located.”
Amanda Sontag
HR Business Partner, Ruby
But best of all is the peace of mind WorkBright delivers when it comes to audit processes. Amanda now has full confidence that when an audit hits, Ruby’s records will be compliant, error-free, and up-to-date.
“You’ve designed a product that ensures everything is compliant. If we were audited, we can provide all our documents with a full audit trail with the press of a button. It’s beautiful and I love it."
Amanda Sontag
HR Business Partner, Ruby
Ready to simplify your I-9 process like Ruby?
Ruby’s success shows what’s possible when you replace manual workflows with smart, scalable solutions. With WorkBright, they saved time, cut costs, ensured compliance, and expanded hiring nationwide—without adding headcount.
If you're looking to streamline your I-9 process, reduce admin burden, and stay audit-ready, WorkBright is here to help.
Let’s talk! Book a demo to see how WorkBright can deliver results for your team.
