By automating traditionally manual processes, companies can reduce payroll time by 75% and costs by 50%.
Most payroll systems were developed in the last century to run on a PC. Our software works online (aka cloud or SaaS) and is accessed with any web browser on any device e.g. Mac, PC, Tablet or Mobile.
Out with the old:
PC-based payroll software
Computer-based payroll systems developed in the 1950s were definitely not online! Subsequently, technology then advanced through various hardware and software operating systems. In the latter part of the last century, it became convenient and cost-effective to run payroll software on a personal computer (PC).
Today this represents the situation for the vast majority of payroll systems – one payroll manager operating one desktop PC. Consequently, the limitation of today’s desktop software is the one-user-one-screen approach. In other words, one payroll operator must enter every data input.
In with the new:
Cloud payroll
One mega-trend that has profoundly changed every aspect of our lives is the Cloud aka software-as-a-service, mobile or online. Cloud payroll means that employees are able to enter data into payroll. For example, an employee can enter timesheets, absences, bank details, address changes, and their new starter declaration directly. They can generate any payslip, P60, and P45 themselves on-demand. We do self-service every day with online apps – it’s so natural we don’t even think about it.
Because our software is online and running in the cloud, you never have to install or upgrade payroll software. Backups and archives are not required as our cloud servers backup the entire system continually. Unlike desktop payroll, the cloud means you never have to manage software.
8 ways how online payroll can save you time and money
1. HMRC recognised
We are recognised by HMRC, so you can trust that your payroll is in safe hands – whether it’s daily, weekly or monthly pay.
2. Accessible on any device
Our online app is optimised for small screens so employees can easily access self-service for things like pay requests, changing their address, submitting holiday requests and everything in between from any device and from anywhere.
3. Automatic prompts
The first requirement of an online payroll system is to prompt an individual for missing input data. For example, utility companies send e-mails to prompt for meter readings. Similarly, online payroll uses e-mail to collect data, and if there is no response, escalates with SMS. In short, automated prompts nudge everyone to provide timely input.
4. Data collection and self-service
Self-service allows an employee to enter timesheets, absences, bank details, address changes and new starter declarations.
5. Live pay slip
Each time an employee accesses a Live payslip, automation runs their payroll to show their expected pay using available data to date. New data, for example commissions, bonuses, time sheets, starters, leavers or changes are included in real-time.
6. Workflow
Online payroll integrates workflows directly into payroll. Once approved, holiday, sickness and timesheets provide payroll input data. This is how it works:
- Employees enter timesheets/absences via online mobile payroll
- Managers are prompted for their approval
- Managers approved workflows via a mobile app
Once approved, workflows automatically become part of the payroll and are visible on a live payslip.
7. Payslips and reports
Traditional payroll software requires the payroll manager to be responsible for generating and distributing these reports physically or digitally. However, online payroll uses a different approach. Every worker, manager, finance or HR has online access to generate and automatically retrieve any required report. In other words, they can generate any payslip, UK P60 and UK P45 on-demand.
8. Migration service
Most teams have limited capacity for new project implementations. Consequently, the following steps are recommended:
- Identify a supplier who can assist with migration. Suppliers should provide software and expertise to transform existing data and processes.
- Adopt a phased roll-out. There is often no need to migrate every department in the one phase. Importantly, this allows the organisation to establish best practices prior to full deployment.