HCM Payroll Solutions

The primary reason businesses switch Payroll providers is service quality. Other key factors include accuracy, cost, and integration issues. While the debate between in-house and outsourced Payroll is ongoing, the focus should be on Payroll’s role within the business and what makes a solution effective.

Book a demo Contact us

The HCM Payroll cycle

In the HCM cycle, Payroll is typically considered a back-office process, while HR, Time & Attendance, and recruitment represent front-office activities. Most employees engage with HR and T&A features, but only a select few interact with Payroll directly. Despite this, Payroll is arguably the most critical component of the cycle. Every organisation requires a Payroll solution, whether outsourced or managed in-house.

Key Reasons Businesses Change Payroll Solutions

Accuracy: Payroll errors can undermine employee trust and lead to compliance issues with HMRC. A robust solution should ensure accurate data processing, with minimal manual intervention. Poor integration between HR, T&A, and Payroll is a common source of errors.

Service Quality: Service is the leading factor influencing a switch in Payroll providers. If a provider offers slow response times, unqualified support staff, or lacks proactive guidance, businesses start looking for alternatives.

Integration: A lack of integration between Payroll, HR, and T&A systems leads to inefficiencies such as manual data entry, errors, and processing delays. Businesses require solutions that facilitate seamless data exchange.

Reputation and Trust: Payroll is highly regulated, and businesses need a provider with a strong reputation for reliability and compliance. Established providers have built trust by delivering consistent, high-quality service. However, smaller providers may offer more personalised support and should not be overlooked.

Cost: Cost-effectiveness is important, particularly for smaller businesses. However, lower costs should not come at the expense of essential features, compliance, or customer support.

What Makes a Great Payroll Provider?

A Strong Foundation in Payroll: Providers that started as Payroll companies before expanding into HR and T&A typically offer more refined, reliable Payroll solutions.
Proactive Support: Payroll operates on strict deadlines. A great provider ensures expert support is available when it’s needed most, preventing costly errors.
Comprehensive Data Flow: Seamless integration between Payroll, HR, and T&A minimises manual intervention, reducing errors and improving efficiency.
Customisable File Exports: If Payroll and T&A are separate systems, the ability to customise file exports ensures compatibility with Payroll submission templates.
Checks and Balances: The best Payroll solutions provide multiple layers of review before final submission, including manager approvals and automated error notifications.

What to Look for in a Payroll Solution

1. Integration with HR and T&A

Ensure a seamless data flow between Payroll, HR, and T&A.
Check how holiday accruals, sickness, overtime, and timesheets integrate with Payroll.
Request a demonstration of the end-to-end Payroll process, from data input to payslip generation.

2. Service Level Agreements (SLAs)

Review SLAs for response times, issue resolution, and support availability during critical periods.
Confirm that the provider offers year-round support, particularly during year-end processing.

3. User Experience

For Payroll Processors: The system should have an intuitive interface that streamlines payroll processing.
For Employees: Mobile apps for payslips, P60s, and benefits portals enhance engagement and accessibility.

4. Support Team Expertise

A knowledgeable, hands-on support team is essential for navigating complex payroll processes.
Providers should offer proactive guidance on compliance updates and legislation.

5. Mobile and Self-Service Features

Employees should have on-demand access to payslips, P60s, and tax information.
Benefits portals should integrate seamlessly with Payroll for improved transparency.

6. Reputation and Reviews

Check independent reviews, user testimonials, and case studies to gauge provider reliability.
Assess the provider’s track record for accuracy, service, and compliance.

7. Compliance and Security

Ensure the solution complies with HMRC regulations and GDPR requirements.
Ask about security features such as data encryption and cloud hosting protections.

In Summary

Payroll is the backbone of the HCM cycle, ensuring employees are paid accurately and on time. While it operates in the background, it plays a crucial role in business operations. When selecting a Payroll solution, businesses should prioritise service quality, seamless integration with HR and T&A, compliance with HMRC regulations, and user experience. A reliable provider delivers an intuitive system backed by knowledgeable support, ensuring Payroll runs efficiently with minimal disruptions.

1. What is an HCM Payroll Solution?

An HCM Payroll solution integrates Payroll with HR and Time & Attendance (T&A) to streamline workforce management, ensuring accurate and efficient payroll processing.

2. What are the benefits of integrating Payroll with HR and T&A?

Integration eliminates manual data entry, reduces errors, improves compliance, and enhances reporting capabilities, leading to more efficient payroll processing.

3. How does Payroll software help with compliance?

Payroll software automates tax calculations, ensures accurate reporting to HMRC, and keeps businesses compliant with ever-changing regulations.

4. Should businesses outsource Payroll or manage it in-house?

The decision depends on internal expertise, cost considerations, and the complexity of payroll operations. Outsourcing can reduce administrative burden and ensure compliance, while in-house management offers greater control.

5. What security measures should a Payroll provider have?

A provider should offer GDPR-compliant data storage, encryption, multi-factor authentication, and secure cloud hosting to protect sensitive payroll information.

6. How do businesses choose the right Payroll provider?

Businesses should evaluate providers based on service quality, integration capabilities, compliance features, user experience, and reputation. A provider offering proactive support and seamless system connectivity is ideal.

7. How often should businesses review their Payroll provider?

It is recommended to review Payroll solutions every 3-5 years or sooner if experiencing service issues, integration challenges, or compliance risks.

Cloud-based Payroll Services

Cloud-based software to manage all aspects of your payroll

HR Management Software

Professional, and confidential support tailored to your business needs

Time & Attendance Software

Technology and tools to streamline time and attendance

Discuss Pricing
Options Today

Need help to understand what solution is best for your business? Speak with our expert team today on 028 2764 1060

"*" indicates required fields

What our customers are saying

“As a customer I felt fully supported, valued and confident that Timescape & Payescape were the right provider for our needs. I would have no trouble in recommending both services to friends, customers and suppliers. With their support all of our staff were paid and on time.”
Kelly Alison

“We've had a fantastic experience with PayEscape. Their platform is user-friendly, and payroll processing is quick and accurate every time. The team is always responsive and helpful, addressing any questions promptly. Highly recommend to any business looking for a reliable payroll solution!”
Cara McIntyre

“

“Kerry Anne is always a pleasure to work with, a great support and always friendly and happy, resolving all issues I throw at her ! even if its in her own time, which is most appreciated.”
Venetia Heaney

“Our transition to Payescape was seamless. The implementation team were amazing. Would highly recommend this company if you are thinking of outsourcing your payroll.”
Gemma McLoughlin

“PayEscape are one of the best! Having used some of the many other payroll companies out there over the years, I can honestly say they are without a doubt one of the most attentive, helpful and inventive. There is always someone on hand to help and quickly get any issues resolved in good time!”
Yves Mathurin

“Payescape is a valuable asset to any firm. The instant support with high quality technical knowledge has been a key partner to our fast growing firm. Cannot recommend Payescape enough!”
Georgio Anastasi

“witching to Payescape was a smooth and hassle-free process from start to finish. The whole setup was straightforward, and the transition went off without a hitch. I have to give special thanks to Shannon, my implementation account manager, who was absolutely excellent throughout. She was responsive, knowledgeable, and made the entire onboarding experience feel easy and stress-free.”
Above Line Ltd

“Set up and onboarding was relatively easy with a great team always available to support and guide along the way. System is easy to navigate and use even for someone like me who has not previously had any experience of processing payroll”
Robert Baillie

“My experience with Payescape has been, and continues to be, outstanding. Having first used their services in a previous employment, Payescape were the 'goto' Payroll & HR provider for my new company. All the staff are knowledgeable, helpful and professional and I would have no hesitation in recommending them.”
Ann Harding

Human Capital Management Buyers Guide Index

Below, you’ll find an overview of each section, with links to the full content for deeper insights.

Introduction & Planning

Below, you’ll find an overview of each section, with links to the full content for deeper insights.

Learn More

HCM Core Components

Find out all you need to know on the essential elements that make up a comprehensive HCM system.

Learn More

HCM Cycle Overview

HCM Reporting

Compliance Data Security

Integration & System Considerations

HCM Functionality

Exploring the key features that drive workforce efficiency and engagement.

Learn More

Time & Attendance

Payroll

Access Control

Scheduling and workforce management

Recruitment and onboarding

Performance management and succession planning

Selecting an HCM Provider

Choosing the right provider is just as important as selecting the right software.

Learn More

Sales process and RFQ/RFP considerations

Sign off

Implementation & Success

Rolling out your HCM system smoothly and ensuring long-term success.

Learn More

Building an implementation team

Training

Budgeting and timeline considerations

Employee adoption and change management

Transitioning to Accountability: Change Management

Payroll

27/06/2025

Data Security and Payroll

Payroll Data Security in 2025: Why It’s a Business Priority Payroll data security is no longer just a back-office concern, it’s a core business issue. With the rise in cyberattacks,…

Payescape

Payroll

26/06/2025

What Are the Activities Carried Out by Payroll Software?

As one of the leading payroll providers in the UK, we often get asked: what are the functions carried out in payroll software? Below, we’ve written a detailed guide on…

Payescape

Making Physical Workspaces More Accessible

20/06/2025

Managing Disability in the Workplace

Creating an inclusive and accessible workplace is no longer just a nice-to-have. It’s a legal, ethical, and commercial imperative. HR professionals are at the heart of ensuring that disabled employees…

Payescape

15/06/2025

Mental Health Awareness Programs for Your Employees

15% of working-age adults were estimated to have a mental disorder in the last five years, and with more and more people opening up about it, it’s becoming more widespread…

Payescape