Payroll automation

The future of payroll is here

Imagine if you could automatically turn your organisation’s data into payroll. Every starter, leaver, and address changes along with every hourly shift, rate, date, location, salary, and holiday. That’s what we do. We convert data into payroll in a couple of clicks in any format, any HR, Time & Attendance, ERP or good old-fashioned spreadsheet. 

The moment data is uploaded, every employee can see it on their mobile in real-time. We call it live pay and it’s a game changer. Repeat as often as required to correct errors before payday. 

We migrate your data automatically with no hassle.

How does payroll automation work?

1. We collect data

We automatically collect starters, leavers and every item of pay (e.g. salary, benefits, bonus, shifts) on a daily basis. Our system uses continuous calculation so payroll is always up to date.

2. Payroll is ready instantly

Employees use the paiyroll® app from their mobile, tablet, PC or Mac to view live pay, wherever and whenever they want.

3. Employees use self-service

My tasks prompt employees via e-mail and SMS to enter starter declarations. Then employees can use self-service to:

  • Book time off (holidays and absences) and enter timesheets. Once approved by managers, these are then automatically included in the payroll
  • Generate their own payslips, P60s, and P45s in My documents
  • Update email, phone, address, bank details and NI number in My details
  • Compare any 2 payslips with Pay query
  • Questions can be answered in the Knowledgebase
Live payslip

Technology for payroll automation

Cloud SaaS Online

Because our software is online 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, cloud means you never have to manage software.

When you browse, check e-mail, download music, stream video or shop on-line, you are using software that runs in the cloud. In fact, without the ability to share data via the cloud, nearly everything we now take for granted would not exist. 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 on-line apps – it’s so natural we don’t even think about it.

Workflow payroll automation

Workflows are processes that follow a predefined flow. Every payroll process includes multiple workflows, even if they are not documented. There are two main types of workflow:

Person-Software-Person for example holiday booking between an employee and their manager.

Software-Software, for example paiyroll® collects tax codes from HMRC servers during every pay run workflow.

paiyroll includes workflows for Absences (holiday, sickness, maternity, paternity etc.), Timesheets Pay run, Approvals and Report submissions.

Basically we have an automated workflow to automate payroll processes.


Unlike traditional payroll which is only ready at the end of a pay cycle, our payroll is ready from day 1. Whether it’s the 1st of the month or the 1st day of the week, payroll is ready and visible to all.

If you have ordered online, you’ve experienced the ability to get a 24×7 view of when a delivery is expected. Live payroll works the same way. By making sure payroll is ready from the beginning of the payroll cycle, each time a worker accesses their live payslip, the mobile app shows their expected payslip. It takes all available data to date and completes an entire pay run, on-demand, in a second or so, on the worker’s mobile. As new data is added e.g. commission, bonus, timesheet, starter, leaving date or change, the system is updated in real-time just like an online order.

Live real-time payroll automates the error checking tasks. Because everyone can see Live pay, errors are picked up before Pay on-demand

Analytics and reporting: Live payroll means data is always accessible. Want to know what the forecast payroll expenditure is on May 8? Just access real-time analytics. Nearly every desktop has one the most powerful and familiar analytics tool every created – Microsoft Excel. A quick pivot table selection creates tables and pivot charts in a few clicks. Importantly, this is not after pay-day, but anytime 24×7 representing an exciting real-time view, impossible to achieve with traditional payroll. 

Real-time analytics for payroll automation


An API is a method by which one software can ‘talk to another software (the ‘application’). Being a SaaS application, paiyroll® makes extensive use of APIs.

Unless you have software development expertise you will never create an API. For most of our customers, all you will be interested in is have we integrated with the 3rd Party tool you will be. APIs are either 3rd Party or our own i.e. paiyroll®.

We have built API integrations with multiple software, for example HMRC, The Pension Regulator, Pension providers, Finance systems, HR Systems, Time and Attendance Systems. If we don’t have an integration you need, we can build it.

Functionality for payroll automation

Automatic payroll calculations

As well as all the legislative calculations like PAYE, NIC, Automatic Enrolment, Student/Postgraduate loans and Attachments, Payroll includes important calculations for many complex scenarios that are normally perfumed manual ‘off-payroll’.

  • Schemes
  • Occupational
  • Maternity, Paternity, Adoption
  • Statutory
  • Off-payroll
  • Pro-rata payments
  • Holiday pay
  • NMW National Minimum Wage

Data In automation

We collect all the data for payroll using the the following

  • Smart Data Collection
  • Missing
  • E-mail, SMS, Voice
  • Employees
  • Starter forms
  • NI number
  • Bank account
  • Managers
  • CSV
  • Workflows
  • Timesheet
  • Absence
  • API
  • HMRC
  • Tax codes
  • Pension
  • Opt-out, refunds
  • T/A
  • HR
  • ERP
  • paiyroll®

Data Out (Reporting) automation

All reports for EMployees, managers and administrators are generated on-demand. You will never have to generate or distribute a document again.

  • My documents
  • Employees/ Managers
  • Management reports
  • Approval
  • Real-time analytics
  • Workflows
  • HMRC
  • Pension
  • Journal
  • Banks
  • API

Machine Learning (ML) + AI

Employees can complete their own pay queries, like comparing why this months pay varies from last month, saving you time. In the future we will add Machine Learning Error detection and Fraud detection.