--- title: HRHive for payroll bureaux canonical_url: https://hrhive.co.uk/advisers/payroll-bureaux/ content_type: adviser summary: When a client sets a leaving date, or an employee changes their bank details or address, HRHive tells the payroll role in that client's organisation. You are invited into each client and see all of them together. HRHive is not payroll software, and payroll handoffs carry the changes to yours. audiences: - adviser - payroll_bureau jurisdiction: uk status: published last_updated: 2026-10-05 --- # Know about workforce changes before payroll day. > When a client sets a leaving date, or an employee changes their bank details or address, HRHive tells the payroll role in that client's organisation. You are invited into each client and see all of them together. HRHive is not payroll software, and payroll handoffs carry the changes to yours. ## What you can do now Each client has its own organisation in HRHive. You are invited into it with the payroll role, and one login covers every client. HRHive is not payroll software: pay is still worked out and paid in yours. 1. **Your client invites you with the payroll role.** Their owner or an administrator invites you by email. 2. **You sign in.** With a one-time link, an emailed code or a passkey. There are no passwords. 3. **You see every client together.** The portfolio view shows what needs attention across all your clients. 4. **You open a client to deal with it.** The organisation switcher takes you into one client, with your role in it. Home shows what needs attention there, such as bank detail changes to confirm before payroll. Nothing from another client appears in it. The payroll role shows people's details and employment records, leave, bank details, salary and National Insurance numbers, and it lets you run and export reports. Medical information is not shown to it. Each client's data is kept apart from every other organisation's, and important activity is recorded in an audit log that shows who acted and what changed. ## What reaches you before payroll day When something changes in a client's organisation, the people with the payroll role in it are told. Each person chooses whether notices reach them straight away, in a daily summary or in a weekly digest. | When this happens | What reaches payroll | | ------------------------------------------ | ------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------ | | A leaving date is set | A notice saying who is leaving and on what date, with a prompt to review final pay, outstanding holiday and the offboarding checklist. HR and the manager are told too. | | An employee changes their own bank details | An urgent notice to confirm the new details with the employee before the next pay run, and a line on Home such as "1 bank detail change needs confirming before payroll". Someone other than the employee confirms the change. | | An employee changes their own address | A notice, sent to payroll and HR. | | A starter is added | Use the starters and leavers report. It lists everyone who starts or leaves in a period you choose. | Leaving dates and address changes reach you as notifications. Bank detail changes arrive as notifications too, and they also appear on Home, alongside pay that looks low. This is a client's Home screen with the payroll role. **Good morning.** 2 things need attention - **Priya Nair**: Bank detail change needs confirming before payroll. _(Review)_ - **Liam Fraser**: Pay may be below the minimum wage for their age band (18 to 20). Worth checking with payroll. _(Check pay)_ Everything else is up to date. ## Starters, leavers and reports - **Starters.** A new starter gives their details, emergency contact, bank details and P45 or starter information through one emailed link, so the details payroll needs arrive in their record. - **Leavers.** Setting a leaving date creates an offboarding checklist and tells payroll, HR and the manager. The checklist includes informing payroll and reviewing outstanding holiday. - **Starters and leavers report.** Lists everyone who starts or leaves in a period you choose, with the details payroll needs. A second report lists bank detail changes still waiting to be confirmed. Seventeen reports export to CSV, Excel and PDF. - **Employee details.** One record per person, with employment history and a timeline. Date of birth, National Insurance number and bank details are encrypted individually, with a separate key for each organisation. Bank details are shown to payroll, owners and administrators, not to HR. - **Holiday and sickness.** Holiday requests, approvals, balances and carry-forward are recorded, and sickness absence is recorded as leave. HRHive records them. It does not calculate sick pay or run payroll, so pay stays in your payroll software. - **Pay that looks low.** HRHive flags pay entered on a person's record that appears to fall below the national minimum wage for their age band. It checks the salary held in HRHive. It does not run payroll. - **Contract records.** Contracts and written statements are built and signed in HRHive, and the signed copy sits with the person's record. What you see of it depends on your role. - **Workforce documents.** Documents are held against each person, and a starter uploads their P45 to their record. Documents can carry issue, expiry and review dates, and those dates feed reminders. - **Subcontractors.** Each person is recorded as an employee, worker, individual subcontractor, agency worker or other contractor, so you can see how each person works for the client. - **Compliance actions.** The compliance overview covers right to work, supply chain, contracts and data protection, so it is for roles that can see those. As payroll you see what needs attention for payroll on Home instead. ## Right to work: what a bureau can and cannot do > **What the guidance says** > > A check carried out independently by an external third party, such as an adviser, recruiter or bureau, does not give the employer a statutory excuse, which is the protection a properly made check gives. The employer can delegate the check to someone acting under its control and direction who is accountable to it. The employer stays responsible for it. > **In HRHive** > > The payroll role does not show right to work records, so a bureau invited with it will not see them. If a client wants you to help chase a right to work follow-up, they can give you a role that shows them, such as compliance. The same rule applies: you can see where a check stands, ask for information, chase and assign it. > > The check itself is completed by someone the client has authorised, acting under the client's control. HRHive records who made it, when and how, and locks the record when it is complete. It records the check. It does not perform it. Right to work checks by third parties explains the rule in plain English. ## Across all your clients - **Payroll handoffs, webhooks and a public API.** Starters, leavers and changes reach your payroll software without being keyed in again. - **A portfolio view across your clients.** Actions, expiries and urgent items from every client together on one screen. - **Referral and wholesale arrangements.** Ways to work with HRHive commercially if you bring clients to it. See the [partner programme](https://hrhive.co.uk/advisers/partner-programme/). ## Who this is for HRHive suits payroll bureaux whose clients are small employers, and who want to hear about starters, leavers and changes from the client's own records instead of chasing them. It is a good fit if your clients are happy to invite you in with the payroll role. HRHive does not run payroll, produce payslips or submit anything to HMRC. Those stay in your payroll software. ## What it costs The adviser account is free. Each client organisation is priced on its own active workforce, not on how many advisers work in it. [Adviser pricing](https://hrhive.co.uk/advisers/pricing/) has the detail. ## Frequently asked questions ### Is HRHive payroll software? No. HRHive does not run payroll, produce payslips or submit anything to HMRC. It keeps the workforce records around payroll and tells the payroll role when something changes. You keep using your own payroll software. ### Will HRHive send changes straight to my payroll software? Yes. Payroll handoffs, webhooks and a public API carry starters, leavers and changes to your payroll software, so they are not keyed in again. Reports also export to CSV, Excel and PDF. ### How will I hear about a leaver? When someone with the right role sets a leaving date in the client's organisation, HRHive tells payroll, HR and the manager. The notice says who is leaving and when, and asks you to review final pay, outstanding holiday and the offboarding checklist. ### Who confirms a bank detail change? When an employee changes their own bank details, someone other than the employee has to confirm the change. Payroll, owners and administrators are told, and Home shows how many bank detail changes need confirming before payroll. ### Can I see every client's changes in one place? Yes. The portfolio view shows the actions, expiries and urgent items from every client together. Open any client from it to deal with what needs attention. ### Can I carry out a right to work check for a client? No. A check carried out independently by a payroll bureau does not give your client a statutory excuse. Someone your client has authorised completes it, acting under the client's control, and HRHive records who, when and how. ## About this page - Last updated: 5 October 2026 ## Related **In HRHive** - [Offboarding, a tidy finish for every leaver](https://hrhive.co.uk/product/offboarding/) - [Onboarding new starters with one link](https://hrhive.co.uk/product/onboarding/) - [Employee records and personnel files](https://hrhive.co.uk/product/employee-records/) - [Reports and exports](https://hrhive.co.uk/product/reporting/) - [Holiday and leave](https://hrhive.co.uk/product/leave/) - [Sickness and absence records](https://hrhive.co.uk/product/sickness-absence/) **Related reading** - [Running payroll for clients: what to do, in order](https://hrhive.co.uk/start/run-payroll-for-clients/) - [HRHive for accountants](https://hrhive.co.uk/advisers/accountants/) - [HRHive for HR consultants](https://hrhive.co.uk/advisers/hr-consultants/) - [Adviser pricing](https://hrhive.co.uk/advisers/pricing/) Canonical URL: https://hrhive.co.uk/advisers/payroll-bureaux/ Start with HRHive: https://app.hrhive.co.uk/sign-in?next=%2Fnew%3Fhh_funnel%3Dadviser_payroll%26hh_route%3Dpayroll_bureau%26hh_goal%3Dfirst_client_created%26hh_page%3Dadvisers%252Fpayroll-bureaux