Pay day is also payslip day
After each run, payslips go out. For some clients you email password-protected PDFs to each employee. For others you send a single bundle to the client, who prints or forwards them. A few employees have no email address, so their payslips go to a manager.
Then the requests start. Someone's payslip went to an old address. Someone forgot the password. Someone needs the last six months for a mortgage application. A manager asks for a P60 for a leaver. Each request is a small job, and there are many of them.
Why payslips cause so much work
Email addresses are held in the payroll software and rarely updated. Employees change personal email, leave, return. Clients forward bundles to the wrong person. Passwords, often based on date of birth or National Insurance number, are awkward for employees and not particularly strong.
There is also no self-service. The only route to an old payslip is to ask, and the only people who can answer are your administrators.
What the current approach costs
A payslip sent to the wrong person can be a personal data breach, with everything that follows from one, and it damages trust in the bureau. Resend requests eat administrator time, especially around mortgage season and year end. Clients who receive bundles to distribute pass that burden back to you when something goes wrong.
| Method | Main risk | Admin load |
|---|---|---|
| Emailed PDF per employee | Wrong or old address | Resends and password resets |
| Bundle to the client | Forwarded to the wrong people | Client queries back to you |
| Printed and posted | Lost post, slow | Printing and stuffing |
| Employee portal | Needs good sign-up | Low once set up |
How we build an employee payslip portal
- After each run, payslips and year-end documents are taken from your payroll software through its API or export and stored per employee, per client.
- Employees are invited to register using details your bureau already holds, with verification by a code to their phone or email and a strong password or passkey.
- Each employee sees only their own documents, across every period they have been paid through your bureau, including P60s and P45s.
- Employees can update their contact email themselves, and a change of address or bank details is routed to the client or the bureau for approval rather than applied directly.
- Clients get a view of their own employees' documents, with access limited to the people they nominate.
- Employees without email or smartphones are handled by the client as they are today, with the portal marking them so nobody expects them to self-serve.
Some bureau payroll packages include their own employee apps. If yours does and it suits you, we will say so, and connect around it rather than building a second one.
Moving clients across is done in waves. We usually start with a client whose staff are comfortable online, send clear invitations with a short explanation of why the change is safer, and run both routes side by side for a period so nobody is left without a payslip while they register.
Pay day without the follow-up
Payslips appear in the portal the moment a run is finalised. Employees find their own history for a mortgage or a benefits claim without asking anyone. The risk of a payslip going to the wrong inbox falls away because nothing is attached to an email. Your administrators get their time back after pay day, and clients stop acting as a postal service.
Signs payslips are costing you
- You email payslips as password-protected attachments.
- Requests for old payslips arrive every week.
- Payslips have gone to out-of-date email addresses.
- Clients forward payslip bundles to managers.
- Year-end documents trigger a wave of queries.