Customers of Xero accounting software now have the option of integrating their accounting package with their payroll software. With BrightPay payroll software, Xero customers can make use of an API (Application Programme Interface) to send their payroll journal directly from BrightPay to their general ledger in Xero. This straight-forward integration saves time, increases efficiency and make the payroll workflow that much smoother. A free trial of BrightPay is available to Xero customers through Xero’s marketplace.
As your business grows, so too do the number of financial tools you need to successfully manage your employees, operations, and customers. The amount of software you need, can at times, be overwhelming, confusing, and inadvertently result in time being wasted.
API integrations have become increasingly popular because, aside from their obvious benefit of saving you time, they also mitigate the risk of mistakes, reduce administrative tasks, and free you up, allowing you to focus on other responsibilities.
With your payroll system communicating directly with your accounting software, you no longer need to spend time on the tedious task of manually exporting, importing, and entering figures multiple times. Instead, you can send payroll information to the correct account with just a click of a button.
Reduce data entry and errors:
Double entry of figures is well known for producing errors. By using the API, you will be able to send payroll information quickly and reliably, without the chance of human error. Nor will you have to spend time searching for errors and correcting them.
With the API integration, you can benefit from a quicker and smoother workflow. Once the initial set-up is complete, you can begin sending your payroll information to the relevant ledgers. Where there are circumstances for which payroll figures should be mapped to an alternative nominal account, you can set these up as exceptions.
How does the BrightPay and Xero integration work?
An Application Programming Interface is a software intermediary that allows two applications to talk to each other. It helps to make communication between the two applications faster.
What other integrations does BrightPay offer?
Along with Xero, BrightPay includes payroll journal API integration with several other accounting packages, such as Sage, QuickBooks Online, FreeAgent, and AccountsIQ. This is not the only integration BrightPay offers. The payroll software also includes integrations with various pension providers which helps make submitting pension files and carrying out auto-enrolment easier and quicker. Users of the software have direct API integration with NEST, The People’s Pension, Smart Pension, and Aviva.
If you’re interested in learning how BrightPay can improve your payroll services and save you time, schedule a 15-minute demo with a member of our team today. Or, to try the software for yourself, download your free 60 day trial today.
By law, employers must provide all employees with a payslip for each pay period. As well as giving employees a rundown of their earnings and any deductions there might be to their pay, payslips may be required as proof of income when applying for a mortgage or other loans. Payslips should be provided to employees either before or on the day they receive payment and are usually generated within the payroll software. According to ACAS, payslips must include:
Below is an example of information you may find on a payslip:
Giving employees a printed copy of their payslip is becoming less common. As well as the fact many businesses are digitising their paper processes, a payslip contains a lot of sensitive employee information, and a printed payslip could easily fall into the wrong hands. When emailing payslips, it is important that the payslip is password protected. More and more businesses are choosing to opt for sharing payslips with employees online. Not only do they save on paper on ink, but they are also more secure and can be easily retrieved when needed.
Some payroll software providers include an option to share employees' payslips through an online portal. BrightPay payroll software has a cloud add-on, BrightPay Connect, which includes an employee self-service mobile app where employees can view and download all new and historic payslips. Once a payslip becomes available, the employee will receive a push notification on their phone. If they do not have access to the app, they can also access their employee portal online from any device.
Sharing employees' payslips through an online portal such as BrightPay Connect is the best way to avoid payslip data breaches and insure you are in compliance with UK data protection laws. It also means that employees will always have access to all their past payslips and won’t need to come to their employer to request them.
You can use Basic PAYE tools (BPT) to produce payslips for your employees. However, the payslips produced will not include all the details which you are required to provide by law. By using a payroll software such as BrightPay, the payslips produced will contain all the information required by law, while also being customizable with the option of including additional information.
To find out more about how you can share payslips with employees online, book a free online demo of BrightPay Connect today.
The General Data Protection Regulation (GDPR) came into effect in May 2018, and it brought the biggest changes in data privacy regulation in over 20 years. Payroll processors deal with personal and sensitive employee information all the time (e.g., names, emails, addresses, bank details, social security numbers, etc), so it’s critical that this information is kept secure and compliant with the GDPR.
Many companies had to review their data handling processes and equip themselves with new tools to ensure GDPR compliance. For example, keeping payroll records stored safely by using an online cloud server such as BrightPay Connect.
The EU GDPR is an EU Regulation, and it no longer applies to the UK since Brexit. However, the provisions of the EU GDPR have been incorporated directly into UK law and will be now known as UK GDPR. In simple terms, there’s virtually no difference between the UK version of GDPR and the original EU GDPR. Data can continue to flow as it did before, in most circumstances.
BrightPay Connect is an add-on product to BrightPay payroll software. It provides a remote and secure online portal where you can access payslips, payroll reports, amounts due to HMRC, annual leave requests and employee contact details. The portal allows employers to share and upload HR documents in a secure environment hosted on Microsoft Azure.
BrightPay Connect automatically backs up the payroll data to the cloud every 15 minutes and once again when closing the file. It keeps a chronological history of all backups which can be restored or downloaded anytime, keeping payroll records safely stored at all times, with no risk of losing them.
But that’s just a quick taster of the features that BrightPay Connect has to offer. Book a 15-minute demo today and see for yourself. Or if you are new to BrightPay, why not try our payroll software for free for 60 days. The free trial is fully featured with all functionality.
Don’t take our word for it! View our library of BrightPay Connect testimonials on our website from real customers.
When it comes to pension re-enrolment, do you know which of your employees need to be placed back into the pension scheme, and when? Perhaps you do. However, it is much more likely that you rely on your payroll software to notify you when re-enrolment is due, ensuring you don’t miss any deadlines.
However, perhaps you should double check that your confidence in your payroll software isn’t unwarranted. Are you certain that your payroll software automatically notifies you when re-enrolment is due, or do you in fact, have to manually check for this information?
Every three years, employers are required to re-enrol certain employees. This involves assessing the employee’s eligibility for auto enrolment and re-enrolling them into a pension scheme. The employer will then need to complete a re-declaration of compliance to inform The Pensions Regulator (TPR) that their duties have been met. An employer must submit their re-declaration within five months of the third anniversary of the automatic enrolment staging date. If you have no staff to re-enrol, you will still need to submit a re-declaration of compliance.
The re-enrolment date is chosen by the employer and can occur anytime within a six-month timeframe of the ‘staging date’ or ‘duties start date’ three-year anniversary. It can be set three months before or three months after the anniversary date. Regardless of whether you used postponement at your staging date, re-enrolment occurs three years after your staging date, not your deferral date.
For example, if your duties start date was 1st April 2018, you can choose to re-enrol on any day between the 1st January 2021 and 30th June 2021. In this example, the deadline for completing the re-declaration of compliance would be 31st August 2021.
Employees who are not eligible can request to join the scheme.
BrightPay payroll software monitors any changes to an employee’s work status each pay period. As soon as you reach your re-enrolment date in the payroll, BrightPay will automatically assess the employees and will determine which employees qualify for re-enrolment. If employees meet the criteria, on-screen flags and alerts will appear to notify you that you now have re-enrolment duties to perform.
After re-enrolling eligible employees into a pension scheme, they must be notified in writing of their re-enrolment within six weeks of their re-enrolment date. BrightPay will automatically prepare the employee’s enrolment letter. These letters can be printed, exported to PDF, emailed to the employee, or if you are a BrightPay Connect customer, the letter can also be automatically added to the employee's self-service portal.
Unlike other payroll software where you must check for re-enrolment duties, BrightPay Payroll automatically assesses employees and will notify you immediately when re-enrolment is due. This feature helps avoid last minute stress, back-dating pension contributions, and potential fines. To learn more about BrightPay’s full payroll functionality and how it can improve your payroll processes, schedule a personal demo and speak to a member of our team today.
Accountants and payroll bureaus sometimes find that processing payroll takes a lot longer than they would like. Because of this, some accountants may be making little to no profit from offering payroll as a service. Nevertheless, it is a service expected by customers. If you aren’t making a profit from payroll processing, this could be down to not using the right payroll software. By switching to a payroll software that automates tasks you can transform payroll from a time-consuming manual process and into an easy process where certain tasks take care of themselves, saving you both time and money.
Accountants and payroll bureaus, have you found that that offering #payroll as a service is not cost-effective and that it can be a time-consuming and tedious process? If so, this doesn’t need to be the case. Discover how by joining our upcoming #webinar: https://t.co/fd7pWygAgm pic.twitter.com/jbsl9eVuaw— BrightPay UK (@BrightPayUK) October 15, 2021
Not only can you make a profit from processing payroll but depending on what payroll software you use it can be an opportunity to maximise profits by allowing you to offer new services to your clients which you may not have considered before. When it comes to introducing your staff and your clients to new services, you may think you have enough on your plate and that it would take up too much of your time. However, BrightPay Connect, a cloud add-on to BrightPay Payroll software, has little to no learning curve, allowing you to immediately begin offering additional services to clients. Offering new features such as a self-service dashboard for clients, a mobile app for their employees or giving your clients access to new HR tools is a lot easier than you think.
In our upcoming free webinar “Optimising your payroll offering to improve profitability” you can find out all you need to know to stop payroll processing from being a loss leader and turn it into a money spinner. Register now.
In the webinar you’ll learn:
Please note: This webinar is specifically designed for accountants, bookkeepers, and payroll bureaus.
The webinar takes place on 28th October at 11.00 am and is free to attend for all accountants and payroll bureaus.
If you are unable to attend the webinar at the specified time, simply register and we will send you the recording afterwards.
As an employer, you can be directed to deduct money from an employee’s pay. You will receive a formal notice, referred to as an attachment of earnings order, typically from a court, but can also be from the DWP Debt Management or from the Child Maintenance Group.
The order instructs an employer to divert money directly from an employee’s wages to pay back an outstanding debt. The order is issued because it is believed that the employee has failed or is likely to fail to pay the sums through other means. The money is sent to the court that made the order which is then forwarded to the employee’s creditor. Attachments can be issued for a number of reasons including unpaid fines and child support.
BrightPay Payroll has the facility to process a variety of attachment of earnings orders. This includes:
BrightPay payroll software allows customers to easily add attachment of earnings to an employee’s payslip. In the employee’s profile, under ‘Additions and Deductions’, the user can choose from the different attachment orders available. Once selected, the description and relevant dates are added along with the amounts and status.
An AEO can either be a priority order or a non-priority order, which impacts the way deductions are calculated. If an employee has more than one order, priority orders will need to be deducted first. In BrightPay, tick the ‘priority’ box if the order is a priority order. The priority orders will be deducted in the order the employee received them.
Once it is set-up, BrightPay will continue to apply the Attachment Order on the employee’s payslip from the relevant period. To see how to apply an Attachment of Earnings Order click here.
Although attachment of earnings can be issued by different authorities, these authorities have the power to impose a fine. An employer that does not comply may be liable to a fine in the magistrate’s court, in the county court, or in the High Court. The employer must also notify the authority when the employee is no longer in its employment, or risk paying a fine.
Find out more about BrightPay Payroll:
BrightPay Payroll makes processing payroll quick and easy. Its comprehensive functionality, covering AEOs to auto-enrolment and CIS, provides a complete solution to your payroll needs. To learn more about BrightPay’s features and how they can benefit your business, book a free demo today.
BrightPay Connect’s User Management interface makes it quick and easy for bureaus to set users up or to change their permissions. The different levels of access allow for greater flexibility, security, and management of your clients’ data.
Organising your user permissions efficiently can save you and your employees time while ensuring that confidential information is kept secure. You have the option of marking certain clients as confidential, setting employees up as standard users with full access to multiple clients, and allowing standard users to connect and synchronise employers from BrightPay Payroll to BrightPay Connect.
There are two main types of users: Administrator and Standard User.
A standard user can have access to one or more employers in your BrightPay Connect account. Therefore, both clients and payroll staff can be set up as standard users.
Payroll staff can be set up as standard users where they only have access to the clients that they are working on. You also have the option of granting the standard user access to all existing clients, along with any new clients linked to the Connect account going forward.
If required, an employer can be marked as confidential in Connect (for example, the bureau’s own internal payroll) and only administrators on the Connect account will be able to view this employer. Standard users can only access confidential employers if they are given permission to do so.
Payroll staff can also be granted access to invite other standard users (e.g. clients) to Connect, and to connect and synchronise the payroll, so that they can process payroll on the desktop application or BrightPay.
Clients can be added as standard users so that they can only view information related to their company. If the employer details are entered in the ‘Client Details’ tab in the employer section in BrightPay, the employer can be added as a standard user by the bureau very quickly and easily.
On the employer dashboard, you will see the option to ‘Invite your client’. Selecting this populates the client’s information for a new standard user and you can then choose the permissions for the client. This will let you avail of the payroll entry and payroll approval request features, which can have significant benefits for bureaus.
As well as setting up the client as a standard user, you can also add various managers within the client’s company with restricted access. For example, you can add department managers, where they can only access employees within their department. The user can also be set up where they can only view the leave calendar and approve employee requests, without having access to the payroll information or HR documents.
Book Your Free BrightPay Connect Demo Now
If you’re interested in learning more, book your free BrightPay Connect demo. A member of our team will walk you through the various features of BrightPay Connect and explain how they can benefit you and your clients.
As an employer, it’s easy to assume that all employees understand the information on their payslips. However, research carried out shows this is not the case. Although some employees will examine their payslip each pay period, checking the tax and other deductions, others will never glance at theirs, assuming it is correct.
Understanding a payslip can be confusing and it’s worth taking the time to explain to new and existing employees what everything means. By breaking down each piece of information displayed on their payslip, you will find it easier to resolve unexpected payroll issues that arise and to communicate the full benefits of their employment package. Importantly, if you have employees who work unpredictable shifts and periods of overtime, it can help to encourage these employees to consistently share the most up-to-date information in order for payroll to be processed more accurately.
To help your employees understand their payslips better, check out the following tips:
1. Explain the basics:
Payslips contain a lot of information so it’s useful to break down what the employee will see. This includes the gross pay, net pay, and their personal information such as their payroll number, tax code, and their National Insurance (NI) number.
2. Be clear on how their pay is calculated:
Understanding how a salary is calculated for each month can cause confusion for employees, especially if they are paid on a monthly or a 4-weekly schedule. Moreover, employees being paid different rates depending on their hours worked will need to understand the differences.
Any deductions, both variable and fixed, should be explained. This includes those required by law, for example National Insurance, income tax, or student loan repayments, as well as those agreed to by your employee. Pension contributions will also be shown on the employee’s payslip, and this can be a good opportunity to explain its benefits as well as to highlight the employer’s contribution to their pension fund.
3. Choose the right time:
Onboarding new employees is the ideal time to explain the information a payslip contains. While onboarding, the employee will likely be partaking in induction training, filling out forms, and getting ready for their new role. This is a good opportunity to go through their payslip as well as emphasise any benefits included on it, such as a bonus, commission or other rewards.
4. Use your payroll software to customise payslips:
If you use payroll software, such as BrightPay Payroll, you will be able to customise your payslips. This can help make the payslips more easily understood. For example, use a custom description for specific payment periods such as daily payments, piece payments, as well as additions or deductions.
5. Make payslips easily accessible:
Providing a digital payslip is convenient for both you and your employees. Not only does it save you money and time printing out payslips (and improves your sustainability efforts), but it also allows employees to access their payslips whenever they want. Using an employee app, such as BrightPay Connect, employees can access their payslip on an online browser or on an app on their smartphone or tablet. Additionally, employees have access to their payslip archive, a record of all their payslips which date back to when you first started using BrightPay Payroll. The payslip archive ensures they never lose their payslip and allows employees to easily access them when applying for mortgages or other financial banking options.
Find out more:
If you’re interested in learning more about BrightPay Connect and the added benefits of using an employee app, including its HR functionality, book a free BrightPay Connect demo today.
COVID-19 has accelerated the move to paperless systems for businesses all over the world. In retail we saw outlets curtailing the use of cash due to fear of spreading the virus; causing payment habits to evolve faster than ever. With more of us working remotely, the office has also seen rapid innovation and it has become crucial that businesses digitalise their paper forms. While some of us may have found the move to digital difficult at first, many of us are now used to it and can easily visualise a future where paper is no longer needed in the workplace. The pros of a paperless workplace far outweigh the cons and it has the ability to revolutionise the way we work.
The move to paperless is nothing new in the world of payroll processing. Going back to a time where payroll was done manually and without the help of software is unimaginable to most payroll processers. However, if you are still using paper anywhere in your workflow, it’s time to make the change and stop using it altogether.
BrightPay Connect is a cloud add-on to our payroll software that can help you to digitalise payroll and HR processes, allowing you to cut down on your use of paper and even stop using it altogether. So how can BrightPay Connect help you achieve this?
BrightPay Connect digitalises the following tasks:
In the UK, surveys have found that the average amount spent by businesses on printing is £700 per employee. With 30% of print jobs not even being picked up from the printer and 50% of print jobs ending up in the bin within 24 hours, businesses are essentially throwing money away. A document such as a staff handbook can be as long as 100 pages. Say you have 40 employees, that adds up to 4000 pages and a lot of money being spent on paper and ink. Sharing the staff handbook through a cloud portal cuts out this cost altogether.
With BrightPay Connect, staff have the ability to access important documents through the employee self-service app on their phone. This means they no longer have to store physical documents that can often be lost or get thrown away. It also means that if you would like to update or change any of the information in the document, it is easy to do so. Once the document has been updated, employees will receive a push notification to let them know the new updated document is ready to be viewed. Sharing a document online with a few clicks of a mouse is far more convenient than having to print off, sort through and physically distribute reams of paper. It also doesn’t matter where an employee is; in the office, working from home, or even on their holidays, everyone will have access to the document at the same time.
Paper-based processes are notoriously slow and are more prone to error which can end up taking you hours to correct. One way you can save time with BrightPay Connect is by digitalising your annual leave management processes. Instead of having employees submit paper forms, the employee can request leave wherever or whenever suits them; be it from their desk or even in their own time through the BrightPay Connect mobile or tablet app. Once a request for leave has been made, the relevant manager will receive a notification on their own BrightPay Connect dashboard. From the dashboard, employers can either approve or deny the leave request. Through your dashboard, you can view a real time, company-wide calendar where you can see which employees are on leave, when they are on leave and the type of leave, saving you hours of time when dealing with annual leave requests.
Another great benefit of using BrightPay Connect's online document sharing feature instead of paper is that it allows for accountability. From the employer dashboard, users have the ability to track who has read the documents which have been shared with them and who hasn’t. When it comes to managing annual leave through BrightPay Connect, you can assign users to manage requests from specific employees. You also will have a record of who has requested leave, when, and who has dealt with the request.
Employee documents and especially payslips, are highly confidential documents which contain sensitive personal information. It is the responsibility of the employer to ensure that the employees' information is kept safe and secure. If you are still sharing paper payslips with employees, you are leaving them at high risk of a data breach. In the BrightPay Connect mobile app, employees will receive an email and a push notification when their latest payslip becomes available to be viewed or downloaded. From the app, employees can also view and download all past payslips. BrightPay Connect uses a design structure that maximises security. Each user will have their own login details and unique password. BrightPay Connect utilises the Microsoft Azure platform, keeping the employee’s personal information secure.
Technology is always evolving and by not moving from manual paper processes to digital ones, you are at risk of being left behind of the competition. Companies are having to continuously innovate to keep up with customers' expectations and payroll is no different. The digital transformation has changed employees’ expectations. To attract and retain top talent, employers need to replace old manual processes with digital solutions. In a recent employee survey, 91% of employees said they want digital solutions and 88% think that technology is a vital part of the employee experience.
Lastly, the biggest advantage of going paperless is that you are helping to save the environment. By curtailing the use of paper in the workplace not only are you saving trees, but you are also helping to reduce pollution, save water and cut down on the use of fossil fuels which are used to make ink. Turning a single tree into 17 reams of paper releases around 110 lbs of C02 into the atmosphere. It has become the responsibility of businesses to cut down on carbon emissions and going paperless is the first step you can take.
It is becoming increasingly important for businesses to make more environmentally friendly choices. In a recent BrightPay UK customer survey, 69% of respondents said that they would like to make more environmentally friendly decisions for their business. From the same survey, 42% said that it was either extremely important or very important for them to choose suppliers who make a conscious effort to reduce the impact they have on the environment.
Why not book a free online demo of BrightPay Connect today and find out more about its benefits and how it can help your business go paperless.
In BrightPay’s 2021 customer survey, we asked you which features of BrightPay Connect you were aware of. While the majority of customers were aware of all BrightPay Connect’s features, there were customers who admitted that they use BrightPay Connect solely for its automatic back-up of payroll data to the cloud.
It is understandable why this feature is of the utmost importance to many of our customers. The thoughts of something happening to your computer and you permanently losing important payroll data just doesn't bear thinking about. Also, the convenience of never having to manually back-up data again is a time-saver that you now could not live without.
However, if you are only using BrightPay Connect to back-up your data to the cloud it means you are missing out on a wide range of features that could benefit you, your business and your employees. You may feel the value of our cloud back-up feature is enough to justify the amount you pay for BrightPay Connect but by not taking advantage of our many other features, you could be missing out.
Even if you are only using BrightPay Connect as a cloud back-up, you should already be familiar with the employer dashboard. From the dashboard you can view all employees’ contact details, employees’ payslips, any outstanding amounts due to HMRC and reports that have been set up in BrightPay on the desktop application. Here is also where you will receive notifications when there are tasks that require your attention, for example if you have a new employee leave requests to complete. From the dashboard, employers can also access a company-wide annual leave calendar, making it easier to manage all staff leave.
Employers have the option to invite as many users as they wish to the BrightPay Connect employer dashboard at no additional cost. Colleagues can be added as co-administrators, or an external accountant can be added as a standard user which will give them access to the payroll data which has synchronised with the payroll software.
When you use BrightPay Connect you can invite employees to access their own self-service platform through any computer, tablet, or smartphone. Once logged in, employees will have the ability to:
When employees have access to their own self-service platform, it means the employer can better manage their staff while giving them a sense of control and flexibility over their work life. Giving employees the power to access documents, request leave and update their information through their phone means less time spent by employers or managers on administrative tasks.
BrightPay Connect’s multi-user access feature means managers can be assigned to deal with annual leave requests from specific employees. For example, if you have a sales department, the Sales Manager can be assigned to deal with all requests from that department.
To start taking advantage of these great benefits simply log in to your employer dashboard to send your employees a welcome email containing instructions on how they can log in to their own self-service portal. View here for more information on how to get your employees started. Or why not request a free online demo of BrightPay Connect to learn more about how it works.