Run salaries for many client companies from one import, one approval and one set of filing files.
Manage the client register, salary structures, attendance imports, payroll runs, client approvals, bank and contribution files, payslips and service fees for a payroll bureau. Every client keeps its own pay rules and calendar, so the team works through a month client by client. Employees of those clients open their payslips on a phone, and the bureau’s manager sees which runs are waiting on whom.
- Client pay structures and attendance formats entered one client at a time
- Employee masters, year-to-date totals and open arrears migrated per client
- File layouts for each bank and authority set up and reviewed with your staff
Many client companies run side by side on Payroll Service Provider Management Software, which GullySystem configures for bureaus and outsourced payroll firms. Each client holds its own pay structure, attendance format, approver and filing dates. A run moves from import to review to client sign-off, then to bank and contribution files and payslips. Fees are invoiced from the same record.
What goes wrong before the software.
How the work flows through it, step by step.
- 1
Client set-up
A new client is recorded with its legal entity, pay groups, approver, bank account details and the authorities it reports to. Before the first live run, the opening employee masters and year-to-date totals are brought in and checked against the client’s last register.
- 2
Attendance and changes
Days present, leave, overtime, joiners, leavers and pay revisions arrive from the client. Each goes through that client’s own template. Rows that match no employee are listed for correction.
- 3
Calculation and review
The run applies the client’s salary structure and shows what moved since the previous month. A processor reviews the changes, and a second person checks the totals before the sheet leaves the bureau.
- 4
Client sign-off
The salary sheet goes to the client’s approver inside the system. Requested changes are logged, the sheet is re-issued, and the final approval is stored with the name and the hour.
- 5
Payment and filing
Bank transfer files, contribution returns and withholding statements are prepared in the layout each bank or authority expects. Staff review and submit them. The status of each is recorded.
- 6
Payslips and billing
Payslips are released to employees, the register is archived for the month, and the bureau’s fee for that run is raised to the client as an invoice.
What is inside.
Every module can be switched on, left out or changed to match how your team already works.
The business modules it is built from.
Each one is also available on its own, or inside a system built for you.
- Data Migration and Import
Employee masters and opening year-to-date totals for each new client are loaded through a checked import, and mismatches are listed before the first live run.
- Leave & Holiday Management
Leave balances and holiday calendars are held per client, so unpaid leave and leave payouts are drawn from the same figures the client sees.
- Attendance & Time Tracking
A client’s biometric export or sheet of days present is mapped once, then brought in every month with unmatched employees flagged.
- Payroll Management
Gross pay, deductions and net pay are calculated per client structure, and the difference from last month is listed for a second person to review.
- Workflow and Approvals
The salary sheet waits on the named client approver, and each requested change and the final yes are stored with name and time.
- Employee Self-Service (ESS)
Workers of the client companies open payslips, salary letters and year-end statements from a login, instead of asking the client’s office or the bureau.
- Invoice Management
The bureau’s own fee invoice is raised from employees processed, runs completed and filings made, priced to each client’s agreement.
- Roles and Permissions
Processors open only their assigned clients, and salary, bank and identity fields stay hidden from anyone not allowed to see them.
How we would put it in.
Setup, data migration, integrations and anything built on top.
One system, each person sees their part.
For the bureau owner
See runs by client and stage, sign-offs outstanding, filings due this week and fees billed against work done, without opening a single client’s workbook.
For payroll processors
Import attendance, run the calculation, clear the variance list and prepare the files for the clients assigned to you.
For reviewers and compliance staff
Check totals, approve the sheet for release and track every contribution and withholding date across clients.
For client HR and finance contacts
Send inputs, review the salary sheet, approve it and download the bank file or the journal for your own books.
For employees of the clients
Open payslips, salary letters and year-end statements on a phone, and submit a declaration before the window closes.
The numbers the owner asks for.
- Runs by client and stage, with the approver still pending
- Variance between this month’s and last month’s salary, per client
- Contribution and withholding amounts due by authority and date
- Off-cycle runs and final settlements paid in the period
- Headcount, joiners and leavers by client
- Bureau fees billed against employees and runs processed
- Exports and edits to salary and bank fields, by staff member
Who this is built for.
- Payroll bureaus that run salaries for tens or hundreds of small client companies
- Accounting and outsourcing firms that offer payroll as a paid service
- Employer-of-record and staffing payroll teams paying workers placed at client sites
- Professional employer services that file contributions on behalf of several employers
- Group shared-service centres that process payroll for several legal entities
When it is not the right choice.
- A company that runs its own payroll for one entity is better served by Payroll Management software inside an HR system.
- A bookkeeping practice that only posts the salary journal from a client’s payroll will find Accounting Outsourcing Firm Management Software closer.
Adapted to your business before it goes live.
You are not handed a login and left to it. The product is set up around your records, your people and the tools you already use.
Works alongside
- SMS
- WhatsApp or other messaging
- Biometric attendance export
- Bank file formats
- Accounting journal export
Questions owners ask before a demo.
Can one login serve many client companies?
Yes. Every client is a separate company inside the bureau’s account, with its own employees, pay groups and approver. A processor sees only assigned clients.
What if a client sends attendance in its own format?
A template is mapped for that client once. After that, the same file layout imports every month, and employees that cannot be matched are listed for the processor to fix.
How is a client’s approval recorded?
The approver gets the sheet in the system. They accept it or ask for a change. Each change and the final acceptance are stored with the name and the hour against that month’s run.
Does it file returns with the authorities?
It prepares the files in the layouts agreed for each authority. Your staff review and submit them. Which rules apply to a client is decided with that client’s adviser.
Can it handle a leaver’s final settlement?
Yes. The settlement run picks up leave balance, notice pay, pending advances and the last contribution. It prints a statement for the employee and the client.
Can it work out what to charge the client?
Yes. Fees can follow headcount, runs, off-cycle runs or filings, as each client’s agreement states. The bureau reviews the invoice before it goes out.
Can our existing client data be brought in?
Yes. Employee masters, year-to-date totals and open arrears are loaded per client from your workbooks. A checking pass lists mismatches before the first live month.
Who sees salary and bank details?
Only staff assigned to that client and the client’s own approver. The log keeps a line for each export, which helps when a client asks who downloaded a file.
How do we get a figure for the work?
Ask for a walk-through using a few of your own clients’ files. A written proposal follows. Client count, pay groups and file layouts shape it.
Can we take our data out later?
Yes. Runs, payslips and registers export by client. The proposal states the format before work starts.
Wondering what it would cost? Share your requirements and an engineer will come back with a scope.
Businesses that use this.
See Payroll Service Provider Management Software with your own data.
Tell us how you run things today. We’ll show you the parts that matter to you and say plainly what would need changing.
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