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Checklist · Internal
Payroll Implementation Checklist for a New UK Payroll Client
Everything to confirm before the first pay run goes out under your name.
Built by a practising Chartered Accountant · Unlimited users · 60-day free trial · Last updated 27 September 2026
Quick answer
A payroll implementation checklist makes sure a new payroll client is set up correctly before the first pay run: employer PAYE registration and references, agent authorisation, employee starter details, year-to-date figures from any previous provider, pension scheme and auto-enrolment duties, pay dates and approval process. Getting these right first avoids RTI errors and HMRC penalties.
What do you need before the first pay run?
The employer PAYE reference and Accounts Office reference, agent access, complete employee records, any year-to-date figures and the pension scheme details.
If the client is a new employer, it must register with HMRC before the first payday. If the payroll is moving from another provider mid-year, collect year-to-date pay, tax and National Insurance for every employee so the first Full Payment Submission is correct.
What about workplace pensions?
Confirm the duties start date, the pension scheme and whether the declaration of compliance has been completed with The Pensions Regulator.
Auto-enrolment duties begin when the first member of staff starts work. A new employer must complete the declaration of compliance within five months of its duties start date. Check the current guidance for each client.
Checklist preview
0/8 done · showing 8 of 24 itemsThe full 24-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.
See it working with your own clients
A 30-minute walkthrough using your services, deadlines and templates.
Turn this into a task and subtask template in Remindoo
Save each group as a task with subtasks, attach it to the right service and let recurring tasks create it for every client, every period. Each item gets an owner and a deadline, and nothing depends on someone remembering to print the list. See task and subtask templates.
Recurring tasks
Repeat work is created automatically on schedule.
See featureAutomated reminders
Timely prompts before work becomes urgent.
See featureEmail templates
Standard client messages ready to send.
See featureClient portal and document sharing
Share requests and documents securely, not by email.
See featureClient timeline
Full history of notes, emails and actions.
See featureWhat are the common mistakes?
- Missing year-to-date figures on a mid-year takeover
- No agent authorisation before the first submission
- Forgetting the pension duties start date
- No written client approval of the first run
- Setting up payroll without an engagement letter
“Automation saves time and no follow-up is missed.”
Frequently asked questions
What is a payroll implementation checklist?
A list of set-up steps for a new payroll client, covering HMRC registration, employee data, pensions and the first pay run.
When must a new employer register with HMRC?
Before the first payday. Check GOV.UK for the current rules for each client.
What if the client moves payroll mid-year?
Collect year-to-date pay, tax and National Insurance for every employee from the previous provider so submissions carry on correctly.
Does Remindoo run payroll?
No. Payroll runs in your payroll software. Remindoo manages the onboarding tasks, pay-run deadlines and client requests for changes.
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Sources
Last updated 27 September 2026. General guidance, not regulatory advice.
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 Waqas Sagar ACA FCCA FMAAT, Chartered Accountant with 18+ years in practice. Founder and MD of Accotax, an ICAEW, ACCA and AAT regulated London practice that has served over 5,000 clients, and founder of 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.”
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“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.”
