Top 7 Tips to Speed Up Payroll with Thesaurus Payroll ManagerPayroll can be one of the most time-consuming administrative tasks for small and medium-sized businesses. Thesaurus Payroll Manager is designed to simplify payroll processing, but even the best software benefits from good setup, disciplined processes, and a few productivity tips. The following seven practical strategies will help you speed up payroll processing, reduce errors, and free up time for higher-value work.
1. Set up your company and employees correctly from the start
A lot of payroll delays stem from incorrect or incomplete setup. Spend time upfront to ensure all company settings and employee records are accurate.
- Verify company details (tax references, pay periods, pension schemes, payment methods).
- Enter and confirm employee personal information, NI numbers, tax codes, and starter declarations.
- Use consistent pay frequency and pay date settings.
- Make use of the software’s bulk import features (if available) to enter multiple employees at once.
Why it speeds things up: correct setup reduces the need for time-consuming corrections and re-submissions later.
2. Use templates and defaults for common pay elements
Thesaurus Payroll Manager supports pay templates and default settings for recurring allowances, deductions, and pensions. Create templates for common pay types such as salaried staff, hourly workers, commission schemes, and typical deductions.
- Create a standard payslip template for each role or pay type.
- Save default tax and pension settings per employee group.
- Use recurring payments/deductions to avoid re-entering identical data each period.
Why it speeds things up: templates reduce manual data entry and ensure consistent payroll calculations.
3. Automate data import and time capture
Manual entry of hours and pay changes is a major time sink and a common source of errors. Integrate or automate data capture where possible.
- Link time-and-attendance systems or import CSVs for hours worked.
- Use bank file import/export and electronical payroll reports to reduce manual reconciliation.
- Maintain a single source of truth for HR and time data to avoid double entry.
Why it speeds things up: automation eliminates repetitive tasks and reduces reconciliation work.
4. Keep a payroll calendar and batch changes
Plan your payroll cycle with a clear calendar and use batch processing for changes.
- Maintain deadlines for submissions, RTI filing, and payslip distribution.
- Group pay changes (starter/leavers, salary adjustments) and apply them in a single batch before finalising the run.
- Run a test payroll when many changes are made.
Why it speeds things up: planning avoids last-minute fixes and reduces the number of payroll runs.
5. Validate with pre-run checks and quick reconciliations
Before finalising a payroll run, use pre-run reports and quick reconciliations to catch errors early.
- Run pre-payroll reports for gross-to-net totals, pensions, and tax liabilities.
- Compare current period totals with previous periods to spot anomalies.
- Use built-in validation tools in Thesaurus to flag missing NI numbers, invalid tax codes, or unallocated deductions.
Why it speeds things up: catching issues before finalisation avoids reprocessing and RTI corrections.
6. Train a backup and document procedures
Dependence on a single payroll operator slows the process when they’re unavailable. Cross-train staff and keep clear process documentation.
- Create a concise payroll checklist covering setup, data imports, validations, and RTI submission.
- Train at least one backup to run payroll and perform basic troubleshooting.
- Keep a runbook for handling common exceptions (e.g., leavers mid-period, retro pay, simple pension adjustments).
Why it speeds things up: multiple trained staff reduce bottlenecks and keep payroll running smoothly.
7. Leverage software features for faster reporting and submission
Thesaurus Payroll Manager includes features that speed submission and reporting—use them.
- Use the RTI (Real Time Information) submission tools to file directly from the software.
- Generate and save frequently-used reports (pay summaries, pension reports, statutory payments) for quick access.
- Export standardised bank payment files and pension files to avoid manual payments and separate calculators.
Why it speeds things up: using the software’s in-built filing and export capabilities reduces manual transfer and compliance overhead.
Tips for common payroll speed bumps
- Dealing with late starters/leavers: mark changes as “pending” and batch-apply before final run.
- Handling ad-hoc pays: process separately as an ad-hoc run or include in next scheduled run if timing allows.
- Pensions and auto-enrolment: set up pension bands once and apply defaults to new employees.
Conclusion Speeding up payroll with Thesaurus Payroll Manager is largely about preparation, automation, and consistent processes. Set up data correctly, use templates, automate imports and exports, validate before finalising, and document procedures so others can step in. These steps reduce errors and rework, making payroll faster and more reliable while keeping you compliant.
If you’d like, I can convert these tips into a printable payroll checklist or provide sample templates for payslip setups and import CSV formats.
Leave a Reply