Payroll: The right tool for the job

The lack of planning and tracking software available to the payroll industry has caused each payroll service/team to create its own way of managing the payroll and the tasks within it: from hessian and white boards, to excel spreadsheets and paper checklists, to in-house built tools.

As the size of the operation grows, maintaining, changing and keeping up to date these tools increases service delivery risk, decreases efficiency and can be extremely expensive. As such, the payroll function starts to creek.

Other industries have left Payroll in the dirt when it comes to software and technology, however help is at hand.

10 facts about Payflow:

1) Each payroll can have its own workflow template

 a series of tasks detailing what work needs to be done for the specific payroll.

2) Each payroll has its own rule that defines the schedule of pay dates

 “Last working day of the month” “Last Friday of the month, unless bank holiday, in which case Thursday”, “Two-weekly, on Thursdays” etc.

3) Each task can have its own checklist

#nomorepaperchecklists #savethetrees #welcometo21stcentury

4) Each task can have its own notes

Notes and checklists (see 3) allow you to centralise the information that is required for doing the payroll, this allows other people to pick up the tasks if the normal person is too busy.

5) Payflow includes functionality for your customers to send you secure messages

…and for you can respond.

6) Your customers can send their data to you securely (not email)

…and you can shared files back.
#GDPR #Secure #MicrosoftAzure

7) You can give customers tasks

When building a template (see 1) for a payroll, you can decide what tasks are for your customer to do, e.g. Send in Data, Sign off BACS, and which are for you (the provider) to do, e.g. Process Payroll, Send BACS, HMRC.

8) You can track customer compliance to tasks

With Payflow you can see which customers send data in late or take to long to sign off - assigning a task to a customer allows them to see what they should do and when it is due, and tells you if they were on-time or late (as usual), so you can manage the relationship.

9) Payflow notifies your customers of upcoming tasks (and your team if you wish)

Your customers aren’t in Payflow all the time, like the Payroll staff are; email notifications do the chasing for you, so the payroll team do not damage relationships with customers. If you want to be emailed of specific, important tasks, you can configure your notifications to this too.

10) Calendars can be a thing of the past

The amount of time, each month, spent drawing up the calendar and working out the schedule goes away with Payflow. The system knows the schedule of pay dates (from the rules you gave it) and knows the work (from the template of tasks). It takes into consideration weekends and holidays, serving up a list of tasks, in urgency order, for the team to get the work done. Start at the top (most urgent), work down.

10a) Unlimited number of customers

(I couldn’t keep it to 10 facts)

10b) Unlimited number of payrolls

With Payflow, you pay per licence, not the number of clients you have / payrolls you have. As such, whatever your plans for growth - Payflow can be relied on.

There wasn’t the right tool for the job, previously, but a series of “this will do for now” options available to payroll service providers. As the payroll operation expands and more payrolls are added, the older methods, tools and processes do not scale with the operation, risk increases and efficiency drops.

Payflow is different; it was built specifically for payroll and is incredibly flexible, catering for the oddities that make payroll interesting.

Get in touch to find out more: | | 020 3757 9022