Monthly Payroll and PAYE Checklist
Use Remindoo to manage monthly payroll and PAYE accurately. Our checklist automates data collection, deadline tracking.
A minor calculation error in your monthly payroll can impact the livelihoods of your employees and trigger HMRC compliance checks. Remindoo transforms this payroll cycle into a structured and recurring service. It automates data collection and deadline tracking to ensure every payroll run is verified, compliant and delivered on time. This eliminates the need for manual trackers and fragmented lists.
Starters, Leavers, And Employee Changes
Payroll accuracy depends on the accuracy of the data entered into the payroll system. Before processing payroll, verify all staffing changes, including setting up new starters with correct tax codes and issuing final pay and P45s for leavers.
Variable Pay And Statutory Deductions
After verifying the core workforce data, carefully check the specific earnings and deductions for the current period. This covers the difference between basic salary and gross pay, ensuring statutory deductions are calculated using the latest HMRC rates.
PAYE And NI Accuracy Checks
It is essential to verify that the PAYE tax and National Insurance deductions are accurate before you finalise the payroll. This can be done by comparing the current month’s total with the total from the previous month. This analysis can help identify any unusual changes, such as unexpected tax refunds or an increase in NI. Furthermore, any discrepancies must be resolved before employees are paid.
RTI Submissions And HMRC Compliance
Real-Time Information (RTI) requires payroll data to be submitted to HMRCon or before the payment. This is the most crucial compliance step, as late or missing Full Payment Submissions (FPS) can lead to automatic penalties. If no employees are paid in a tax period, an Employer Payment Summary (EPS) must be submitted.
Final Review And Approval
Payroll should not be finalised without documented client approval. This protects the firm and ensures the client is aware of their total funding requirement for wages and HMRC liabilities.
Payroll & PAYE with Remindoo
Managing payroll and PAYE can be complex, with strict deadlines for RTI submissions, payslips, and employee payments. Remindoo helps firms manage payroll as a recurring, structured service , ensuring every step is completed accurately and on time. By using tasks, subtasks, and built-in checklists, teams can follow a consistent workflow, reduce errors, and maintain full visibility without relying on spreadsheets.
How It Works
- Set up Payroll & PAYE as a recurring service in Remindoo with a monthly frequency
- Automatically generate monthly payroll tasks for each client based on the schedule
- Create a main payroll task and split it into subtasks, such as running payroll, reviewing calculations and compliance checks, and submitting RTI to HMRC
- Use payroll-specific checklists to ensure payslips, deductions, and submissions are correct and complete
- Assign tasks to team members for clear ownership and accountability
- Set up automated reminders for internal teams and clients to meet deadlines
- Track progress in a central system, eliminating manual trackers or lists
With Remindoo, payroll and PAYE work becomes a structured, repeatable process, helping firms manage compliance, reduce mistakes, and stay on schedule every month.
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Why recording every task matters in an accountancy practice
Accounting firms run on deadlines: VAT returns, payroll, confirmation statements, accounts and Self Assessment. Recording every job as a task, with an owner and a date, is the simplest way to make sure nothing is missed.
Avoid penalties
HMRC and Companies House charge penalties for late filing. A task for every deadline, with an internal date before it, gives the team a buffer.
Nothing depends on memory
Recorded tasks mean work continues when someone is off sick, on leave or has left the firm.
Consistent quality
Subtask checklists make every job follow the same steps and reviews, whoever does the work.
Visibility for managers
Filters by owner, status and deadline show at a glance what is late, what is due and who needs help.
Practical tips from UK practice
- Set an internal deadline two to four weeks before every statutory deadline.
- Use recurring tasks for repeat work such as VAT, payroll and bookkeeping.
- Break larger jobs into subtasks, including a review step.
- Comment on the task instead of by email, so the history stays with the work.
Related Remindoo features
Written and reviewed by Annie, Product Lead at Remindoo. Guidance is general; check current GOV.UK and professional body guidance for your firm.
What UK practices say about Remindoo
Read all reviews on Trustpilot“With Remindoo, everything from the first enquiry to onboarding and ongoing client management is tracked in one place… It saves us hours and gives me, as a practice owner, complete visibility of where the firm stands.”
“The biggest benefit is having clients, tasks, deadlines, workflows, proposals and communication all organised in one place.”
“During my trial, the team were absolutely amazing. They helped onboard my clients, set up my settings and made sure everything was ready for me to use… they made the whole process completely stress-free.”
“It brings client information, tasks, recurring deadlines, workflows and reminders together in one place, giving us much better visibility across the team.”
