Payflow: Why, How and What?

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The world we live in has a heavy reliance on technology and it is bringing about a dramatic change to all companies in all industries. The companies that can keep up with the information age flourish and those that cannot are likely to be surpassed by those that can. Technology is removing inefficiencies, risk and reducing the need for the more highly skilled workforce.

At NewOrbit we believe that we can advance industries, through empowering companies within them with the right technology.

NewOrbit has a background in Payroll but it is not a Payroll company, nor is it a straightforward software company. NewOrbit is a company that solves problems through software. We have done this for other businesses but now we are building our own technology to take to the world.

NewOrbit believe that through technology we can advance the payroll industry to a point similar to other industries that have already embraced technology. We believe that through technology we can show Payroll how to reduce overheads and increase throughput to make more margin. We believe we can help companies, that are willing to change, giving them a competitive advantage and leave their competition behind.

That is why we do what we do… and… we are doing it (see some of our Payflow clients).


So how can technology help Payroll?

First, without measuring it we cannot determine the success or failure of something. We therefore must weave tracking and measurements of output and performance into the payroll delivery process, where it is presently scarce.

Second, we use measurements and statistics to guide business decisions and make positive change.

Third, we need to reduce overheads by removing repeatable manual work that can be systemised (planning payroll activities, drawing up work sheets, etc.).

Forth, remove risk that is caused by heavy reliance on specific individuals. For example, individuals taking holiday, leaving the company, sickness, these all impact payroll’s ability to deliver a consistent service.

Excel sheets and whiteboards of sticky notes can only get the Payroll industry so far. The metrics of what happened in the last period, by who and why a team worked such long hours to get it complete cannot often be gleamed from the current way of working. The current approach to running a payroll department does not give sufficient insight into what really happened: why the team worked late, who was really at fault and what was the initial moment that the brakes should have been applied before hurtling into recovery efforts. Determining that the Payroll department will run more efficiently if Debbie always does BACS tasks, and Bob always chases the customer, as the pair are more efficient in this configuration, are not going to be found through trawling through old sticky notes in the bin. This is where technology steps in and presents it as on-screen reports to managers each day/week/month.


Payflow is an all-in-one payroll management solution to work alongside any payroll system.

You feed it the logic of when payday is and the payroll process, for each payroll, and it creates a prioritised task list of actions for you and your team to efficiently work through. Payflow alerts payroll staff, keeping the team ahead of the “late” line.

Payflow measures as you go; if something was late, who did it and how late it was completed. Was it the customer that was late? Was it the payroll team who were behind?

VIDEO: Graphical representation of tasks in Payflow and how senior staff members have visibility of their payroll team’s workload.

Payflow reports to senior staff members how the work is progressing, across all payrolls under them, giving them important facts about the tasks and what state they are in:

  • Green - work should start
  • Amber - work must have started (and if someone is working on it)
  • Red - task is late

Key data are surfaced as on-screen graphics and reports, that are useful whilst the payroll delivery is in process and also afterwards. Payflow feeds the review process discussions on how the payroll method may need to be adjusted to improve service delivery (example: should the customer be given more time? Do tasks need to start earlier to stop “rush” working?).

With Payflow large volumes of admin work are removed. Payflow is programmed to know what needs to be done, when and by who. Time spent creating the plan is removed; the creation of work-schedules and pay day plans are simply not required anymore, when using Payflow.

Payflow Engage Portal

Users have the choice to include the customer in the delivery process by opening our engage portal to them. When the customer is included they receives a task, just as payroll staff do, for their work in the process flow (sending data or signing off pay amounts, for example). Customers are automatically alerted, via email and in the system itself, of the work required of them. Customers can submit spreadsheets and data through the secure engage portal too.

The advantages of including the customer in the process are:

  • payroll teams do less chasing of the customer (maintaining a better relationship)
  • all data comes into one central place from customers, the Payflow system
  • everything is tracked, with TimeDate stamps, for easy review and reference
  • the portal and system are extremely secure, protecting your customers data properly.

Payflow is an innovative solution for managing a payroll department, team or company. We took an outside-in approach with Payflow, but worked closely with payroll bureaux, shared service centres and accountants offering payroll to build it right!

Payflow is the what, for the how… and why not? (get your head around that one :) )

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