Checklist
Payroll Processing Checklist
Payroll Processing Checklist gives UK accountancy teams a practical workflow for repeat client work. Preview the key steps below, download the full checklist, then turn it into a recurring Remindoo workflow with owners, reminders and visibility.
Checklist preview
0/8 done · showing 8 of 18 itemsThe full 18-item checklist is in the download below. Enter your name and email to get it as a Word or PDF file.
This is a standard checklist. Each firm's requirements may vary, so please cross-check everything against current GOV.UK, Companies House and professional body guidance before relying on it.
Turn this into a recurring workflow in Remindoo
Create a service template, add subtasks, set trigger dates and assign owners so this checklist runs automatically for every relevant client.
Remindoo is designed to automate monthly payroll cycles and help payroll services meet strict HMRC deadlines. Remindoo serves as a firm’s dedicated payroll engine that streamlines the logistical burden of data collection and deadline tracking.
Employee Data And Change Requests
An accurate payroll run depends on the employee database being up to date. This stage provides all the necessary changes provided by the client, including leavers and new joiners details. A minor error in a tax code or bank account number can result in significant payment delays and employee dissatisfaction.
Variable Pay And Statutory Calculations
When you shift from basic salary to gross pay, ensure all statutory payments are calculated according to the latest HMRC rates. Also, once the figures are confirmed, you must account for the specific earnings and deductions for the current period.
Pension Contributions And Auto Enrolment
Pension compliance is a core requirement of modern payroll processes. You must ensure that every eligible employee is enrolled, and accurate percentages are deducted and matched to meet the regulator’s requirements.
Final Review And Client Approval
It is important to do a comprehensive check before finalising the payroll run. This stage allows the clients to verify the figures and ensure sufficient funds are available to cover the net pay and upcoming HMRC liability.
RTI Submissions And HMRC Compliance
Once the figures are approved, submit the data to HMRC using Real-Time Information (RTI). Your reporting must be accurate and submitted on or before payday to avoid automated late-filing penalties.
P60 Law And Year-End Obligations
Under UK law, employers must provide a P60 form to every employee working for the business on April 5th (the final day of the tax year) by May 31st. The P60 is a legal requirement that summarises the employee’s total pay and deductions for the year. If you fail to provide this form or provide incorrect information, it can lead to compliance issues with HMRC. This can make it difficult for employees to claim tax rebates or apply for mortgages.
Why use Remindoo CRM for Payroll?
Managing payroll can be complex and time-consuming, with tasks like processing salaries, calculating deductions, submitting RTI reports, and ensuring compliance with HMRC deadlines. Manual tracking or relying on spreadsheets increases the risk of errors, missed submissions, and delays. Remindoo CRM automates payroll processes, centralises all tasks, and provides reminders for every critical step, ensuring accuracy, efficiency, and compliance while giving your team more time to focus on strategic financial management.
How It Works
- Create a “Payroll” service template
- Create tasks and subtasks templates for each payroll service
- Build payroll checklists for accuracy and compliance
- Generate a new task and assign “Payroll” as an external service
- Make the task recurring and set the frequency to monthly (or as needed)
- Assign team members to payroll tasks
- Use auto-created subtasks and built-in checklist templates for RTI submissions and checks
- Send automated reminders to internal teams
- Monitor progress in a single central system, eliminating spreadsheet tracking
Remindoo standardises your payroll workflow, automates repetitive tasks, and keeps errors to a minimum. Teams can process payroll efficiently, meet compliance deadlines, and focus on insights and decision-making while the system handles the workflow reliably.
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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.”
