Payroll guide
How to choose the right payroll outsourcing company
Compare UK payroll quotes with a six-point scorecard covering fees, fit, support, responsibilities, data security and contract terms.
Find MarlinBy Find Marlin · Published · Reviewed
Payroll quote scorecard
Use these questions for both providers. Mark each answer as clear in writing, needs follow-up or missing.
Fit for your team
Can you handle our headcount, pay frequency and variable pay?
Look for An example of how they would handle your overtime, starters, leavers or multiple sites.
First-year cost
What will we pay over a full year?
Look for A written total covering recurring fees, setup, minimum charges and any paid extras, with VAT shown consistently.
Support and corrections
Who fixes an error close to payday?
Look for A named contact, cover arrangements and a clear route for urgent corrections.
Payroll responsibilities
Who approves the payroll, submits to HMRC and arranges payments?
Look for Written responsibilities and cut-off dates for your team and the provider.
Data and systems
How will we share payroll information and get our reports?
Look for A secure transfer process, clear access controls and confirmation that any integrations you need are supported.
Contract and exit
How can we leave and get our records back?
Look for The notice period, any exit fees and the format in which you’ll receive your records.
Compare providers against the same brief
Give each provider the same headcount, pay frequency, pension requirements and examples of variable pay. Ask both to price the same work. If one quote includes something extra, record it separately.
Which type of provider is right for you?
| What you need | Who to ask |
|---|---|
| Straightforward monthly payroll | A payroll bureau or accountant with relevant small-business experience |
| Variable hours or multiple pay groups | A provider that regularly handles variable or complex payroll |
| Less payroll administration in-house | A fully managed provider with a written split of responsibilities |
Decide what you need before signing
Agree which points matter most to your team. Follow up on gaps in writing, especially around payday support, approvals and how you get your records back. Use the total cost alongside those answers.
Frequently asked questions
- What should I ask a provider to put in writing?
- Ask for a full fee schedule, a list of included services, payroll deadlines, responsibilities for approvals and corrections, and details of what happens when the contract ends.
- Who is responsible for PAYE when payroll is outsourced?
- The employer remains legally responsible for PAYE tasks even if it pays someone else to run payroll. Agree who does each task and how you will check it.
Sources
How we research and review our guides
Related payroll guides
Explore payroll support · How Find Marlin introductions work
Find Marlin · Payroll guides
Payroll quote scorecard
Give each provider the same brief. Record whether each answer is clear in writing, needs follow-up or is missing.
| What to compare | Provider 1 | Provider 2 |
|---|---|---|
| Fit for your team Can you handle our headcount, pay frequency and variable pay? An example of how they would handle your overtime, starters, leavers or multiple sites. | ||
| First-year cost What will we pay over a full year? A written total covering recurring fees, setup, minimum charges and any paid extras, with VAT shown consistently. | ||
| Support and corrections Who fixes an error close to payday? A named contact, cover arrangements and a clear route for urgent corrections. | ||
| Payroll responsibilities Who approves the payroll, submits to HMRC and arranges payments? Written responsibilities and cut-off dates for your team and the provider. | ||
| Data and systems How will we share payroll information and get our reports? A secure transfer process, clear access controls and confirmation that any integrations you need are supported. | ||
| Contract and exit How can we leave and get our records back? The notice period, any exit fees and the format in which you’ll receive your records. |