Case study: setting up payroll and employee registration for a new company
A company that starts hiring must align payroll with employer and employee registration, on-schedule deductions and filings, and records that can be audited. The usual failure is payroll data drifting from what was filed with the authorities.
The situation
A newly incorporated company hiring its first employees
Payroll ran before the document system existed, so employee details, positions and start dates in the payroll file did not match the filings or the employment contracts.
What actually blocked the file
- Payroll data disagreed with contracts and filings.
- No clear filing calendar existed.
- Records were scattered, making audit trails hard.
The sequence we ran
- Built one employee register used as the shared source of truth.
- Aligned contracts and filings to that register.
- Set a deduction and filing calendar with a named owner per cycle.
- Defined monthly record-keeping so the trail is auditable.
- Reviewed the first cycle with management to confirm it works in practice.
Outcome
The company gained a payroll system whose data agrees everywhere, with an owned filing calendar.
What to watch next time
- Create the central register before the first payroll run.
- A filing calendar needs an owner, not just dates.
- Auditable records protect the company first.
Questions this case raises
- Does a small company need all this?
- It needs consistency and an audit trail — legal duties do not shrink with headcount.
- Can we fix it after payroll has started?
- Yes — realign the data and correct the related records in order; sooner limits the compounding.
- How often should we review?
- On new hires, pay-structure changes or when the responsible person changes.
- Can you run this on an ongoing basis?
- Yes — we set it up, run the monthly cycle and advise whenever the team structure changes.
Would rather not run this yourself?
We act as advisers from the first document review: we map which authority must sign in which order, prepare the file, and courier it for you. Fifteen-plus years of certification and legalisation work means we flag the usual rejection points before submission, not after.
Related reading
Last reviewed: 2026-08-11