Payroll. It’s one of those critical functions that can feel like a major headache for busy businesses. Getting it right is expected. Getting it wrong can lead to costly mistakes.

In the UK, businesses have two powerful, tech-driven paths to payroll peace of mind. The first is managing it in-house with a smart, automated platform. The second is partnering with a specialist payroll bureau or accountant who handles it all for you.

So, which path is right for you? At Employment Hero, our platform powers both. We believe in the power of choice. This guide is a deep dive into outsourcing your payroll to give you the clarity you need to make the best decision for your business.

What is a payroll bureau?

Let’s start with the basics, by defining what a payroll bureau is. At their core, they are specialist service providers that manage payroll on behalf of businesses.

While many companies use an in-house team supported by an automated platform (like Employment Hero), many others choose to partner with a bureau or accountant to leverage their expertise and free up internal resources.

Businesses often turn to outsourcing payroll  for three key reasons:

• Cost savings – outsourcing can be more affordable than hiring dedicated payroll staff.
• Compliance – staying on top of ever-changing UK legislation, tax rules and reporting requirements can be difficult. Payroll bureaus and accountants live and breathe payroll, and bring specialist knowledge that can reduce risk.
• Efficiency – with dedicated systems and processes, bureaus can complete payroll tasks quickly and accurately, freeing business owners and advisors to focus on growth.

How does a payroll bureau work?

When a business outsources its payroll, the payroll bureau or accountant becomes responsible for the full cycle of paying employees and ensuring compliance. The process typically follows these key steps:

1. Data collection
   The business provides their payroll provider with all necessary employee data, such as contracted hours, overtime, salaries, bonuses, pension contributions and any deductions (like student loans or childcare vouchers). This information is usually submitted each pay period through secure channels.
2. Calculation of wages and taxes
   Using this data, the bureau calculates gross and net pay, applying the correct tax rates, National Insurance contributions, pension deductions and any statutory payments such as sick or maternity pay. This ensures each employee is paid accurately and in line with local legislation.
3. Payslip generation
   Once calculations are complete, the bureau produces payslips for employees. These are often distributed electronically via secure employee portals.
4. Reporting and compliance submissions
   Payroll bureaus and accountants handle the submission of required reports to regulatory authorities. For example, in the UK, this includes real-time information (RTI) submissions to HMRC. This step ensures the business remains compliant with statutory obligations.
5. Payment processing
   Depending on the arrangement, the bureau may either prepare payment files for the employer to authorise or, in some cases, initiate payments directly to employees and tax authorities.

Communication cycle between business and bureau

Most bureaus operate on a regular payroll schedule — weekly, fortnightly or monthly. Before each pay run, the employer sends updates such as new hires, terminations or changes to employee pay. After processing, the bureau provides confirmation reports and payslips. This structured communication cycle ensures payroll runs smoothly and businesses remain confident that their obligations are met.

What does a payroll bureau do?

A payroll bureau or accountant takes on a wide range of responsibilities to ensure businesses can pay their employees accurately, on time and in full compliance with UK legislation. 

Here’s what they typically handle:

• Payroll calculations (tax, pension, deductions)
  Bureaus process employee data to calculate gross and net pay, applying income tax, National Insurance, pension contributions and other statutory or voluntary deductions.
• Issuing payslips and managing payments
  Once calculations are complete, payslips are generated and distributed to employees, often via digital portals. Some bureaus also prepare or initiate payment files to transfer salaries directly into employees’ bank accounts.
• Filing statutory returns
  Payroll bureaus and accountants manage compliance reporting, such as submitting real-time information (RTI) to HMRC in the UK or equivalent authorities in other regions. They ensure deadlines are met and filings are accurate to avoid penalties.
• Handling queries from employers
  Bureaus often act as the first point of contact for payroll-related questions, helping employers resolve issues like tax code queries, missing payments or deduction discrepancies.
• Value-added services
  Tech-savvy bureaus understand that payroll is connected to the entire employee experience. That’s why many now provide value-added services, often through trusted partner referrals, to offer holistic business support. This includes recommending an HRIS, advisory services, Employee Assistance Programmes (EAP) and more. 

Why are so many organisations investing in payroll bureaus?

Outsourcing payroll has become an increasingly attractive option for businesses of all sizes.

Here are the top reasons why businesses are opting to outsource their payroll:

• Time savings – Managing payroll in-house can be complex and repetitive. By outsourcing, employers reclaim valuable time to focus on business growth and strategic priorities.
• Compliance confidence – Employment laws and tax regulations change regularly. Bureaus stay up to date with these requirements, reducing the risk of fines and penalties.
• Scalability – As businesses grow, payroll can become more complicated. A bureau can easily adapt to handle additional employees, multiple pay schedules or new compliance needs.
• Cost efficiency – For many organisations, outsourcing can be more cost-effective than hiring in-house payroll specialists. 

In short, payroll bureaus and accountants offer businesses peace of mind knowing payroll is handled by experts who prioritise compliance, accuracy and efficiency.

Are payroll bureaus regulated?

In the UK, payroll bureaus are not formally regulated by HMRC. However, HMRC sets payroll compliance requirements that bureaus must follow, such as submitting RTI reports accurately and on time. Failure to do so can result in penalties for both the bureau and their clients.

While not legally mandated, many bureaus seek professional accreditation to demonstrate their credibility and expertise. Membership of bodies such as the Chartered Institute of Payroll Professionals (CIPP) or the Institute of Chartered Accountants in England and Wales (ICAEW) signals adherence to recognised industry standards and ongoing professional development.

It’s also essential for payroll bureaus and accountants to comply with data protection obligations, such as the UK GDPR and Data Protection Act. This is put in place to ensure that sensitive employee data is secure. Complying with the UK GDPR and Data Protection Act means bureaus must ensure secure handling of personal information, apply data minimisation principles and have clear procedures for breach reporting.

In short, while payroll bureaus may not be formally regulated as standalone entities, they operate under a framework of compliance, professional standards and legal responsibilities that ensure they deliver payroll services safely and accurately.

Are payroll bureaus required to register under PSD2?

The Payment Services Directive 2 (PSD2) is an EU regulation designed to increase competition, innovation and security in the payments industry. It applies to businesses that provide payment services, such as transferring funds or initiating payments directly on behalf of clients.

For payroll bureaus and accountants, whether PSD2 applies depends on the scope of services offered:

• When PSD2 applies
  If a payroll bureau or accountant directly initiates salary or tax payments from a client’s bank account to employees or government bodies, it is considered to be providing a regulated payment service. In these cases, the bureau may need to register with the relevant financial authority (such as the Financial Conduct Authority in the UK) and comply with PSD2 requirements.
• When PSD2 does not apply
  Some payroll bureaus and accountants limit their role to preparing payroll calculations, generating reports and supplying payment files to the employer. The employer then authorises and executes the payments through their bank. In this scenario, the bureau is not performing a regulated payment service and does not fall under PSD2.

Ultimately, the distinction comes down to who initiates the transaction. Bureaus that only calculate and provide payment instructions operate outside PSD2, while those that directly move client funds may need registration and compliance.

Does a payroll bureau act as a vendor under GDPR?

Under the General Data Protection Regulation (GDPR), organisations handling personal data must be classified either as a data controller or a data processor. Understanding this distinction is essential when it comes to payroll bureaus.

• Data controllers are the organisations that determine the purpose and means of processing personal data. In payroll, this is usually the employer, since they decide why and how employee data is used.
• Data processors are third parties that process personal data on behalf of the controller. Payroll bureaus and accountants fall into this category, as they use employee information supplied by the employer to carry out payroll calculations and related tasks.

As data processors, payroll bureaus and accountants have clear responsibilities under GDPR, including:

• Secure handling of data – implementing technical and organisational safeguards to protect sensitive employee information.
• Data minimisation – only processing the information necessary to complete payroll tasks.
• Breach reporting – notifying the employer (controller) promptly if a data breach occurs, so they can take appropriate action.

Employers, as the data controllers, retain overall responsibility for employee data. This means they must choose payroll bureaus and accountants that can demonstrate compliance with GDPR and they should have robust contracts in place outlining data protection obligations.

In summary, payroll bureaus and accountants act as data processors, but both the bureau and the employer share responsibility for safeguarding personal data under GDPR.

The technology behind a modern payroll bureau

The role of payroll bureau software has evolved significantly with the rise of cloud platforms and automation. No longer reliant on manual data entry or outdated desktop software, modern payroll bureaus and accountants now leverage advanced technology (like Employment Hero) to deliver faster, more accurate and more secure services. This shift not only improves efficiency but also enhances the experience for both employers and employees.

Some of the key innovations shaping today’s payroll providers include:

• Automated calculations and compliance updates
  Cloud payroll systems automatically apply the latest tax rules, pension requirements and legislative updates. This reduces the risk of human error and ensures compliance without the need for constant manual monitoring.
• Employee self-service portals
  Employees can securely access payslips, update personal information and view payroll history without needing to contact their employer or bureau. This saves time and improves transparency.
• Integrated HR and payroll workflows
  When payroll and HR are connected, data flows seamlessly reducing duplication and ensuring accuracy across the employee lifecycle.
• Reporting dashboards for real-time insights
  Modern platforms provide employers with accessible, data-rich dashboards. These offer real-time visibility into payroll costs, compliance risks and workforce trends — enabling more informed decision-making.

How Employment Hero empowers payroll bureaus

At Employment Hero, we are the engine behind many tech-savvy bureaus and accountants. Our bureau payroll platform gives them the tools to manage all their clients from a single dashboard, delivering a faster and more accurate service to you. 

When you choose to outsource to a bureau powered by Employment Hero, you get the best of both worlds:

• Expert service: You get the dedicated, professional service of a payroll partner who handles all the complexity for you.
• Integrated technology: You also get the choice to add our modern HR platform, which is seamlessly linked to the payroll your bureau manages. This connection allows data like approved leave and timesheets to flow automatically to your bureau, eliminating manual work and errors for your business. 

Payroll Bureaus: A smarter way to manage payroll

Payroll bureaus play a vital role in the UK business ecosystem, offering the expertise and efficiency that allows SMEs to thrive. For businesses seeking a trusted partner to manage this critical function, a modern, tech-powered bureau is an excellent strategic choice.

Ultimately, the best payroll solution is the one that fits your business. Whether you choose the control of managing it in-house with a powerful platform or the peace of mind that comes from partnering with an expert bureau, the foundation of great payroll is always great technology

If you’re a business exploring your options, discover how Employment Hero can simplify your operations.If you’re a payroll bureau or accountant looking to future-proof your practice, learn how our Bureau Partner Programme can help you scale, streamline your operations, and deliver more value to your clients.

Managing people is never just about rotas, payroll and the occasional team lunch. It’s also about understanding the rights that protect your employees, whether they’re clocking in two days a week or working reduced hours alongside family commitments. 

Part-time workers make up a huge part of the UK workforce, and if you get their rights wrong, you risk more than a letter from ACAS. You could damage trust, morale and even your reputation as an employer.

This guide is here to help Human Resources (HR) teams and Small-to-Medium Enterprise (SME) leaders navigate the essentials of part-time employment rights, so you can manage compliance, keep things fair and build a workplace people actually want to be part of.

What qualifies as a part-time worker in the UK?

A part-time worker is anyone who works fewer hours than a comparable full-time employee in your business. According to Gov.uk and ACAS, there is no strict threshold for what counts as “part-time”. It could be someone working 30 hours a week in a retail role, or someone contracted for two short shifts a week in hospitality.

In SMEs, typical part-time roles often include shop assistants, receptionists, administrative support roles, hospitality staff, and increasingly, professional roles like accountants or marketers working reduced hours. The key point is that their terms and conditions can’t be less favourable just because they work fewer hours.

Core employment rights for part-time workers

The Part-time Workers (Prevention of Less Favourable Treatment) Regulations 2000 ensure that part-time staff are protected from discrimination. In plain terms, if a full-time employee is entitled to a benefit, training opportunity, or fair rate of pay, so is their part-time counterpart, pro rata.

Part-time staff must be paid the same hourly rate as full-time staff doing the same job. This principle extends beyond basic wages to include overtime rates, shift premiums and performance-related pay. Annual leave, parental leave and sick pay apply on a pro-rata basis, ensuring that reduced hours don’t mean reduced rights. 

From pension contributions to staff discounts, benefits must not be withheld simply because someone works fewer hours. Employers must also ensure equal access to development opportunities, meaning training courses, mentoring programmes and promotion opportunities should be available to all staff regardless of their contracted hours.

Less favourable treatment is unlawful. If a full-time employee gets an annual bonus, the part-time employee should receive the equivalent proportion, based on hours worked.

Holiday entitlement for part-time workers

Holiday entitlement can be tricky, particularly when bank holidays come into play. The UK statutory minimum is 5.6 weeks’ paid holiday per year. For part-time staff, this is calculated pro rata according to the number of days or hours worked.

Bank holidays can cause confusion, especially if your business usually closes on those days. The law does not require employers to give bank holidays as paid leave, but part-time workers must not be treated less favourably. Offering pro rata bank holiday entitlement is the fairest approach.

Sick pay, parental leave and other leave rights

Part-time workers may be eligible for Statutory Sick Pay (SSP) if they meet the qualifying criteria, which includes earning at least the Lower Earnings Limit (£125 per week in 2025). SSP is paid for up to 28 weeks and is not reduced simply because the employee works part-time.

Parental leave entitlements, including maternity, paternity and adoption leave, apply equally to part-time workers. The difference is in pay, which is calculated on average weekly earnings. A part-time worker earning less will receive lower statutory pay, but the right to time off remains the same.

Other statutory leave, such as shared parental leave or time off for dependants, must also be applied fairly to part-time contracts.

Pension rights for part-time staff

Auto-enrolment duties apply to eligible part-time staff in the same way as full-time employees. If they are aged between 22 and State Pension Age, and earn more than £10,000 per year from your business, they must be automatically enrolled in a workplace pension.

Even if they earn less than £10,000 but more than £6,240, part-time employees can opt in to receive employer contributions. As an employer, your responsibilities for pension contributions remain consistent regardless of the employee’s hours.

Redundancy rights for part-time employees

Redundancy is never easy, but part-time workers must not be disadvantaged in the process. Redundancy pay calculations follow the same statutory formula for part-time staff as full-time employees, based on their actual weekly pay and length of service. This means a part-time employee with the same length of service as a full-time colleague will receive proportionally fair compensation. 

Choosing employees for redundancy based on working hours alone is discriminatory and unlawful, as is any selection criteria that disproportionately affects part-time workers. The consultation process, notice periods and appeal rights all apply to part-time staff in exactly the same way as their full-time peers, ensuring fair treatment throughout what is already a difficult process.

Zero-hours contracts and part-time workers

Many part-time workers in retail, hospitality and care sectors work on zero-hours contracts. While these contracts offer flexibility, they come with specific considerations that differ from traditional part-time contracts.

Zero-hours workers still have the right to the National Minimum Wage, holiday pay calculated on hours actually worked and protection from less favourable treatment compared to permanent staff doing similar work. 

Since 2015, exclusivity clauses in zero-hours contracts have been banned, meaning workers can seek employment elsewhere. However, employers are not obligated to provide minimum hours, and workers are not required to accept shifts offered.

The key difference lies in holiday pay calculations. For zero-hours workers, holiday pay should be calculated using the average of the previous 52 weeks of earnings, including only weeks where they actually worked and earned money.

Managing different contract types

Part-time workers don’t all fall into the same category, and understanding these distinctions is crucial for compliance.

Agency workers gain the right to equal treatment with permanent staff after 12 weeks in the same role, including basic pay, holiday entitlement and access to facilities. Fixed-term part-time workers have the same rights as permanent employees and cannot be treated less favourably simply because their contract has an end date.

Right to request flexible working

From April 2024, all employees have the right to request flexible working from day one of employment, not after 26 weeks as previously required. This has significant implications for part-time workers who may want to adjust their patterns.

Employees can make two requests per year, and employers must respond within two months. The eight business reasons for refusal remain, including burden of additional costs, inability to reorganise work among existing staff and detrimental impact on performance. However, employers must consider each request properly and cannot dismiss them without genuine consideration.

For part-time workers, common flexible working requests include: 

• Changing days worked
• Adjusting start and finish times
• Moving between different locations. 

Employers should have a clear policy and handle all requests consistently.

Performance management for part-time staff

Managing performance fairly across different working patterns takes a bit of thought, but it doesn’t have to be complicated. Part-time employees deserve the same structured approach to performance as their full-time team members, with clear objectives, regular check-ins and opportunities to grow.

The tricky part is usually scheduling. Reviews and one-to-ones should happen within an employee’s contracted hours. If that’s not possible, employers should consider paying for any extra time spent in meetings. Just as importantly, objectives need to be proportionate to the hours worked. Setting full-time targets for part-time staff would be unfair, and sets everyone up for frustration.

Documentation can be your best friend here. Because part-time hours often mean less day-to-day contact, informal feedback might slip through the cracks. Keeping records of progress, achievements and development conversations ensures consistency and means no one feels overlooked.

When part-time workers have multiple jobs

More people are choosing to balance multiple part-time roles, and this can raise a few questions for employers. The good news is, most of the rules are straightforward once you know them.

Holiday entitlement is calculated separately for each job. As an employer, you’re only responsible for holiday pay based on the work done for you, not for any other employer. You also can’t ban someone from taking a second role unless it genuinely conflicts with your business interests or breaches their contract.

Statutory leave works in a similar way. If an employee qualifies for maternity, paternity or adoption pay in more than one job, they’re entitled to receive it from each employer. There are overall caps on statutory pay, but the entitlement itself is separate.

The main thing to focus on is communication. Make sure your employee’s working patterns are clear and manageable so they can meet their commitments to you without burning out. A little flexibility and understanding here can go a long way in building trust.

Record keeping and evidence requirements

If there’s one thing tribunals love, it’s paperwork. And if there’s one thing that keeps employers out of trouble, it’s also paperwork. Keeping accurate, consistent records is essential for showing your employees that you’re treating them fairly.

The essentials include: 

• Payroll data showing hourly rates and calculations
• Training attendance records for all staff (not just the full-timers)
• A clear log of flexible working requests and decisions. 

It’s also wise to keep copies of all communications around terms and conditions, policy changes and consultation notes. That way, if a question ever arises, you’ve got a full trail to refer back to.

Holiday pay is a common sticking point. For part-time or irregular hours staff, accurate records of hours worked across rolling 52-week periods are key. When disputes arise, the first thing an employment tribunal will look at is your data. If you can show consistency, accuracy and transparency, you’re in a far stronger position.

If this all sounds like a lot of admin, it is. But HR software that tracks entitlements automatically can take the sting out of it, reducing both your workload and the risk of human error. If you’re looking for a good place to start, Employment Hero’s HR software can help you manage your team from onboarding to offboarding.

Competing with larger organisations has never been an easy task for small-to-medium enterprises (SMEs). Limited resources, smaller teams and tighter budgets often make it feel like the odds are stacked against them. Artificial Intelligence (AI) has arrived and is changing that, big time. 

Once considered out of reach, AI for small business is now an affordable, practical way to streamline operations, improve customer experiences and unlock growth. This blog explores how SMEs can use AI not just to keep up, but to compete (and win) in today’s fast-moving market.

Why small businesses need AI to compete in today’s market

For many SMEs, competing with larger organisations is a constant challenge. Limited budgets, smaller workforces and fewer resources can restrict growth opportunities and make it difficult to match the pace of big players. And while larger businesses have the luxury of being able to invest heavily in tech, marketing and staffing, SMEs have to stretch resources and get creative to keep up. 

At the same time, customer expectations are changing rapidly. In today’s digital-first world, consumers expect fast responses, personalised experiences and seamless online interactions. Delivering that level of service without a large team or big infrastructure can feel impossible. But SMEs do the impossible every day and there are now plenty of tools on the market to help them continue to do just that. 

But one of the biggest barriers faced by SMEs has been the widening technology gap. Large organisations pour millions into digital transformation, data analytics and automation, widening the competitive divide. This is where AI for small business closes the gap. By adopting artificial intelligence-driven tools, from chatbots and automating recruitment processes to predictive analytics, SMEs can access capabilities once reserved for corporations with massive tech budgets.

It’s important to remember that AI for small business is not about replacing people; it’s about enabling smarter, leaner and more agile growth. With an effective tech business strategy, SMEs can free up time from repetitive tasks, make better decisions faster and deliver the kind of customer experience that builds loyalty. 

Long story short, artificial intelligence levels the playing field, helping SMEs compete confidently in a market where agility and efficiency often matter more than size.

Key growth advantages AI gives to small businesses

With so many fads and passing trends, it’s easy to get swept up. But artificial intelligence is proving to be more than just the buzzword of the moment. It’s a practical tool that can bring genuine improvements to the way SMEs function. 

Still not convinced? Here are four of the most impactful advantages of AI for small businesses. 

Automating routine HR tasks to free up time and resources

For small teams, time is the most valuable resource. Too often, hours are eaten up by repetitive admin, scheduling meetings, processing invoices, handling HR paperwork or entering data into spreadsheets. Automation tools take these routine tasks off employees’ plates, allowing SMEs to operate leaner while reducing human error.

The result? Leaner operations and more breathing room for business leaders to focus on growth strategies rather than day-to-day admin. This shift makes artificial intelligence a cornerstone of business productivity, ensuring that limited staff can work on projects that directly drive revenue and innovation.

Smarter marketing with AI-powered tools

Marketing is one area where SMEs often struggle to compete with larger organisations. Big players have entire teams dedicated to content creation, analytics and customer segmentation. But the evolution of artificial intelligence levels the playing field. 

Tools like ChatGPT, Gemini and Jasper can help leaner marketing teams to ramp up their output through proof reading, content ideation and analysis. AI-driven email automation platforms can also segment audiences, score leads and predict which campaigns will perform best. What a game changer.

This means small businesses can deliver the same level of personalisation and customer experience as much larger competitors, without needing a big team. An AI business strategy built around marketing automation can help SMEs attract more leads, nurture stronger customer relationships and fuel business scalability.

Enhanced decision-making with AI insights

One of the most powerful applications of AI for business growth is in data analysis. Instead of relying on gut instinct or limited reports, SMEs can use tools to uncover insights that guide smarter decisions. Artificial intelligence can analyse sales patterns to improve forecasting, optimise inventory management and even recommend pricing strategies.

For example, small retailers are already using artificial intelligence to optimise their supply chains, reducing overstocking while avoiding shortages. This kind of intelligence was once only accessible to corporations with data science teams, but with today’s SaaS (software as a service) platforms, SMEs can tap into the same insights and scale their strategies with confidence.

AI-driven customer service

It’s no secret that customer service can make or break a business, but maintaining 24/7 support is rarely feasible for a small team. AI-powered chatbots and live support tools change the equation. By using natural language processing (NLP), these tools can answer common queries, resolve issues instantly and even escalate complex cases when needed.

For SMEs, this means providing around-the-clock service without hiring additional staff. Beyond efficiency, artificial intelligence powered service improves customer satisfaction and reduces churn by delivering fast, consistent support. In today’s experience-driven economy, this gives small businesses a crucial competitive advantage.

How AI helps small businesses scale strategically

Scaling is often one of the biggest hurdles for SMEs. Growth usually means hiring more people, expanding infrastructure or stretching existing staff to breaking point, all of which come with significant cost and risk. This is where AI offers small businesses a path to scale smarter, not harder.

Scaling without adding headcount

By utilising tech in a strategic way, SMEs can expand their capabilities without needing to immediately grow their workforce. From marketing automation to AI-powered HR and finance tools, SMEs can handle more customers, process more transactions and deliver better service without the overhead of additional salaries. This lean approach keeps operations efficient and preserves agility,  two qualities that give smaller organisations an edge over larger, slower-moving competitors.

Plug-and-play SaaS tools vs custom solutions

Gone are the days of needing a full development team to access new technology. The rise of AI-powered SaaS platforms has made advanced technology more accessible than ever. For most SMEs, plug-and-play tools like chatbots, email automation platforms or predictive analytics dashboards provide everything they need to compete. These tools are quick to deploy, affordable and don’t require in-house technical expertise.

Custom AI solutions, on the other hand, can deliver highly tailored functionality but often come with higher costs and complexity. For many small businesses, starting with SaaS solutions is the smartest AI business strategy, one that balances innovation with practicality.

Competitive agility vs operational bloat

One of the greatest risks of scaling is operational bloat,  growing teams, processes and overhead faster than revenue. Artificial intelligence helps SMEs avoid this trap by enabling business scalability without unnecessary complexity. By automating routine work and providing instant insights it ensures growth doesn’t come at the cost of agility.

In a market where speed, flexibility and customer experience are just as important as size, small business AI allows SMEs to stay nimble and competitive, even against much larger players.

How small businesses can start using AI today

Introducing something new can feel overwhelming, especially for SME owners who are already stretched thin. But the good news is that AI for small businesses doesn’t have to be complicated or costly. Today, there are countless user-friendly tools designed specifically to help SMEs adopt AI quickly, affordably and effectively.

Free and low-cost tools for early-stage SMEs

Tech adoption doesn’t need a large budget. Many AI productivity tools offer free trials, freemium versions or low-cost subscriptions, making them ideal for startups and small businesses. For example:

• ChatGPT offers a free version for content generation.
• HubSpot provides AI-driven CRM features at entry-level pricing.
• Tools like Trello and Notion now integrate AI assistants at affordable rates.

For early-stage SMEs, starting small with these tools is an effective way to experiment without significant financial risk.

Tips for choosing the right AI platform

When selecting AI tools, SMEs have a number of factors to consider, particularly given smaller teams, tighter budgets and you don’t have all day to figure out a tool. Here are some key questions you should ask when choosing a platform: 

• Ease of use: Does it integrate smoothly with your current workflows?
• Scalability: Can it grow with your business needs?
• Support: Does the vendor provide onboarding and training?
• Value for money: Are you paying for features you’ll actually use or for bells and whistles you don’t need?

The best AI business strategy often begins by focusing on one or two pain points,  like HR or payroll and then expanding into other areas once value is proven.

Risks and considerations

While AI for business growth is full of opportunity, SMEs should also be mindful of potential risks:

• Data privacy: Ensure tools comply with regulations such as GDPR.
• Bias: AI models can reflect biases in their training data, so decisions should always have human oversight.
• Regulations: Stay aware of evolving AI laws, such as the EU AI Act, to manage compliance.

By balancing innovation with responsibility, small businesses can embrace AI with confidence, building sustainable growth while protecting both their customers and their reputation.

Common myths about AI in small businesses

Despite its growing accessibility, many SME leaders hesitate to adopt AI because of lingering misconceptions. Let’s tackle some of the most common myths holding small businesses back from unlocking the benefits of AI for business growth.

“AI is only for big corporations”

For years, artificial intelligence was seen as a technology reserved for global enterprises with billion-dollar budgets. Today, that’s no longer true. From AI-powered marketing tools to affordable SaaS platforms, SMEs can now access the same capabilities as larger organisations, without the hefty price tag. In fact, many tech solutions are designed specifically for SMEs, making small business AI both practical and impactful.

“It’s too expensive or complex”

Another misconception is that artificial intelligence requires costly infrastructure or a team of data scientists. The reality is that plug-and-play AI platforms have made adoption simple and cost-effective. Free and low-cost tools, like AI chatbots, predictive analytics dashboards or automated CRMs, allow SMEs to get started with minimal investment. What’s more, these tools are built to be intuitive, so business owners don’t need to be tech experts to see results.

“AI replaces people”

Perhaps the biggest fear is that artificial intelligence will make jobs redundant. In truth, it’s designed to augment people, not replace them. By automating repetitive admin and surfacing data-driven insights, artificial intelligence frees up employees to focus on higher-value, strategic work. For example, instead of spending hours on manual HR tasks, teams can dedicate their time to more strategic activities. With the right AI business strategy, technology enhances human potential and helps SMEs scale without losing their personal touch.

Final thoughts: Winning with AI as a small business

For SMEs, the challenge has always been how to compete with larger organisations that have more people, more money and more technology. Artificial intelligence changes everything. With the right tools and an intentional AI business strategy, SMEs can work smarter, deliver exceptional customer experiences and achieve business scalability without sacrificing their superpower, their agility.

In a market that rewards speed, adaptability and innovation, small business AI isn’t just a competitive advantage, it’s becoming essential. The sooner SMEs embrace it, the sooner they can unlock the freedom to focus on what matters most; growing sustainably and serving customers better than ever before.

Not sure where to start on your tech journey? Why not begin by streamlining your employment processes? Save time on manual HR, payroll and hiring processes with Employment Hero. 

Our intelligent Employment Operating System takes the traditional isolated elements of employment and puts them all into one place. Find and hire top talent, onboard, manage complex payroll, stay compliant and more. 

When an employee hands in their notice, there’s more to consider than a simple goodbye. Employers in the UK have a clear set of responsibilities to manage during the employee leaver process, from calculating final pay and updating payroll to issuing key documents. 

And getting it right is not only important for compliance reasons, but also for the employee experience. In this blog, we’ll talk you through everything you need to know about employee leaver processes and end of employment payroll. 

Let’s dive in.

What is the employee leaver process in the UK?

The employee leaver process in the UK is a formalised set of steps that begins when an employee hands in their resignation and concludes once payroll, compliance, legal and operational tasks are complete. In short, it’s the process you, as a business owner or HR professional, need to follow to ensure an employee’s exit is smooth and compliant. 

Although it is crucial for both legal and financial accuracy, it’s also important for maintaining a strong reputation as being a good employer and creating a thorough offboarding checklist and experience.

Key steps in the leaver process

The employee leaver process can feel pretty complicated. So to make sure you don’t miss any important steps, here’s an outline of the essential actions you need to remember. 

1. Final day confirmation

• Agree and document the employee’s official last working day (considering contractual or statutory notice periods).

2. Collect company property

• Retrieve all assets such as laptops, phones, security passes, uniforms or credit cards.
• Remove or transfer access to IT systems, email accounts and business tools.

3. Notify payroll team

• Inform payroll of the leaver’s final date to ensure correct calculations of salary, accrued holiday pay, deductions and any redundancy/notice pay.

4. Issue final payslip

• Provide the last payslip with a full breakdown of pay and deductions.
• Include any additional payments due (e.g. bonus, overtime, holiday pay).

5. Report to HMRC

• Submit the leaver’s details through Real Time Information (RTI).
• Generate and issue a P45 form to the employee for their tax records and new employer.

6. Provide leaver documents

• Supply required documentation such as the P45, final payslip and any contractual or statutory notices (e.g. redundancy letter).
• Optionally conduct an exit interview to gather feedback and ensure a positive offboarding experience.

End of employment payroll: What you must do

When someone leaves your business, there are always so many HR and payroll related tasks to tick off the list. And end of employment payroll is a bit daunting. For business leaders, HR professionals and payroll professionals, you need to ensure that final pay and reporting are not just accurate, but also timely. 

The main tasks include:

1. Calculating final pay
   • Salary: Pay all earnings up to the leaving date.
   • Holiday Pay: Compensate for accrued but unused statutory or contractual holiday.
   • Bonuses, Overtime, Commission: Include any payments owed under the employment contract.
   • Notice Pay: Pay in lieu of notice (PILON) if applicable.
   • Redundancy Pay: Process statutory or enhanced redundancy payments if due. It’s important to note that statutory redundancy pay is tax-free up to £30,000. Any excess or enhanced redundancy pay may be taxable and subject to NIC.
2. Tax and NI calculations
   • Apply PAYE deductions correctly up to the leaving date.
   • Deduct National Insurance contributions on all taxable earnings.
   • Adjust for benefits in kind, loans or salary sacrifice schemes.
   • Ensure final reporting of benefits through P11D/P11D(b) or payroll.
3. Statutory payments
   • Some statutory payments (e.g. Statutory Maternity Pay or SMP, Statutory Sick Pay or SSP) may need to be processed or continue after leaving. SMP continues after leaving if the entitlement began before termination, while SSP ends when the employment ends. 
   • Redundancy entitlements must be calculated in line with employment law.
4. Real Time Information (RTI) submissions
   • Ensure the employee is marked as a leaver so it is picked up correctly in the FPS. 
   • Provide the employee with a P45 detailing their earnings and tax up to the leaving date.
   • Maintain payroll records for a minimum of three years after the tax year.

What paperwork is needed when an employee leaves?

Paperwork is a necessary part of HR and end of employment payroll. To make sure you aren’t missing anything, here are the main pieces of paperwork you need to complete during an employee leaver process. 

What is a P45?

A P45 is an official HMRC form given to employees when they leave a job. It shows:

• Total pay earned in the tax year so far.
• Income tax paid via PAYE.
• The employee’s tax code.

This allows the new employer to apply the correct tax deductions.

So who issues a P45? The employer, via their payroll system, is responsible for generating and issuing a P45 to their departing team member. It should be processed immediately after the employee’s final payroll is run. But if you’re using a modern payroll software, it will generate it automatically alongside the final payslip. 

Failing to issue a P45 can cause a range of complications for the employee moving forward, such as: 

• The employee’s new employer may apply an emergency tax code, leading to overpayments of tax.
• HMRC compliance issues may arise for the employer.
• It can cause delays in accessing benefits such as Universal Credit.

The leaving date must be included in the final full payment  submission to HMRC, which triggers the P45. The P45 must then be given to the employee as soon as possible after they leave.

What is a P46?

Historically, a P46 was used if an employee started a new job without a P45, to inform HMRC of their tax code and employment details. But since 2013, the P46 has been replaced by RTI (Real Time Information) submissions. The new starter checklist now serves the same purpose. 

In the days of a P46, an employer would issue it to HMRC. Now, new employees complete a new starter checklist and submit details via their first RTI submission. Whilst with P46’s the time this took depending on HMRC’s processing time, the RTI information is transmitted instantly when payroll is run. 

The long and short of it for businesses managing and employee leaver process is that: 

• Today, the P45 remains essential for leavers.
• The P46 is obsolete, replaced by RTI and the starter checklist.

Reporting leavers to HMRC

Understanding what needs to happen internally is one thing, but what about reporting to HMRC? This is an important part of the offboarding process and employers need to make sure that all payroll leavers are reported correctly through RTI. Doing so protects your business from penalties and helps you remain compliant.  

RTI Process

RTI reporting requires employers to report on their employees pay, tax and National Insurance contributions on every payroll. Therefore, it’s important that the information provided is always up-to-date. 

When someone leaves your company, their final working date must be included in the FPS made via payroll. This tells HMRC the individual is no longer on the payroll, preventing further tax or NI liabilities from being accrued incorrectly.

How to complete leaver information via your payroll system

Modern payroll platforms make the employee leaver process than ever before. But if you’ve never done it before or need a refresh, here are the key steps: 

1. Enter the employee’s final working day in your payroll software.
2. Calculate and process final pay, including holiday pay, bonuses or notice pay.
3. Generate the P45 through the payroll system; this is automatically populated with pay and tax information to date.
4. Mark the employee as a leaver on the FPS and submit it to HMRC.
5. Provide the P45 to the employee promptly after payroll is finalised.

Common mistakes when processing leavers

Even with an employee leaver process in place, errors can occur. Unfortunately mistakes can lead to compliance issues, employee dissatisfaction and extra admin headaches. And we know those are the last things you want on your plate. 

But knowing common pitfalls can help to prevent you from falling into them. So here are some of the most common issues faced when processing end of employment payroll:

Not submitting leaver information to HMRC

Forgetting to include the leaving date on the final Full Payment Submission (FPS) means HMRC records remain open, potentially creating incorrect tax or NI  contributions or obligations.

Issuing incorrect P45 Details

Errors in pay, tax deductions or tax code on the P45 can delay the employee’s transition to a new job or benefits and may result in emergency tax at their next employer.

Missing final pay adjustments

Overlooking holiday entitlement, overtime, bonuses or redundancy pay can lead to underpayments, disputes or claims of unlawful deductions. It’s important to keep in mind that if payments are due after the final payrun has taken place, then a payment after leaving process will need to be done in line with HMRC guidelines and a new P45 will not be issued. 

Overlooking tax code updates
If tax codes are not updated correctly before issuing final documents, the employee’s tax record may be inaccurate, causing reconciliation issues with HMRC.

Careful checks at each stage, especially payroll calculations and HMRC reporting, help prevent these errors and protect both the employer and the employee.

Integrating payroll and offboarding for a smoother leaver process

When it comes to the employee leaver process, payroll and offboarding go hand in hand. This is why so many businesses are starting to see the benefits of employee offboarding integrated with payroll. By syncing HR and payroll functions, the leaver process becomes faster, more accurate and less prone to errors. 

But this isn’t the only benefit of syncing payroll and HR processes, you’ll be pleased to know, there are many more. Including: 

• Single source of truth: When HR systems feed leaver details (like resignation dates, reasons for leaving or accrued holiday) directly into payroll, there is less duplication of work.
• Compliance confidence: Automated syncing ensures that leaving dates, final payments and HMRC submissions are completed correctly and on time.
• Better employee experience: Employees receive accurate final pay and P45s promptly, reducing stress during a transition period.

Admin errors are the bane of every business owner and HR manager’s existence, but having all employment functions in one automated  platform reduces the risks and makes everyone’s lives easier. Automation can help to reduce errors by: 

• Eliminating manual data entry that can lead to payroll discrepancies.
• Auto-generating leaver forms (P45) and flagging outstanding holiday or bonus pay.
• Ensuring leaving dates are reflected consistently across HR, payroll and compliance records.

Getting the leaver process right with Employment Hero

Managing the leaver process correctly is more than just an administrative task, it’s a critical part of maintaining compliance, safeguarding company data and ensuring a positive employee experience. 

Although dealing with employee leaver processes is another job business leaders and HR managers need to tick off their to-do list, the good news is you don’t need to face it alone. Software, such as Employment Hero’s Employment Operating System can help you to avoid errors and stay compliant when running end of employment payroll. 

To find out how Employment Hero can help your business, talk to an employment specialist today.

End of employment payroll FAQs

Not too long ago, workplace tech debates were about small things, like which font to use in a company newsletter. Fast forward to today, and artificial intelligence is quietly powering almost every task at work, whether it’s routine admin or complex data handling.

AI is reshaping how companies attract, support and retain talent. And with employee experience (EX) becoming a priority (rightly so), it’s never been a better time to jump on AI systems that are supporting this.

This guide will walk you through how AI is transforming every touchpoint of your employee journey, what opportunities it brings and crucially, where human judgment should remain firmly in the driver’s seat.

What is employee experience, and why does it matter more than ever?

Employee experience is everything your people encounter, observe and feel throughout their journey with your organisation. It’s not just about pizza Fridays and table tennis, though these don’t hurt. EX encompasses every interaction an employee has with your company: from how smoothly their first day goes, to whether they can easily book annual leave, to how supported they feel during challenging projects.

The link between strong employee experience and business outcomes is well supported. Wellable reported that companies with engaged employees see 23% higher profitability, 18% higher productivity and 10% better customer metrics.

Post-pandemic, employee expectations have shifted dramatically. There is a clear desire for flexibility, purpose and genuine care for wellbeing. Remote and hybrid working isn’t going away, which means companies need to work harder to create connection, culture and career development opportunities across physical and digital spaces.

Key pillars of employee experience include:

• Onboarding: First impressions that actually last.
• Communication: Clear, consistent and genuinely two-way.
• Development: Growth opportunities that go beyond mandatory compliance training.
• Wellbeing: Support that extends beyond the annual mental health awareness email.
• Recognition: Real acknowledgement, as well as the occasional “well done” in a team meeting.
• Technology: Tools that help rather than hinder daily work.

The rise of AI in the workplace

Artificial intelligence, at its core, is technology that can perform tasks typically requiring human intelligence. Examples include pattern recognition, decision-making and problem-solving, but at scale and speed that goes beyond human capacity.

Key terms you’ll encounter include:

• Machine learning: Systems that improve through experience
• Automation: Tasks that run without human intervention
• Natural language processing: Technology that understands human communication

Several factors are driving AI adoption right now. Digital transformation accelerated during the pandemic, creating mountains of data that need processing. The shift to remote and hybrid working has created demand for tools that can bridge physical distance. Importantly, AI technology has become more accessible and affordable.

But let’s tackle the biggest concern first. AI isn’t about replacing humans. It’s about augmentation, enhancing human capabilities rather than replacing them entirely. AI should be utilised like any other tool, an extension for experts, professionals and users to improve upon their work. Notably, there was a climate of fear around AI claiming jobs, or making certain expertise redundant. Amazing as AI is, and as far as it has come, you can put those fears to rest.

AI models are nowhere near replicating human capacity for complex reasoning, emotional intelligence, creative problem-solving and nuanced decision-making. Especially in the context of ethics and long-term consequences. And that isn’t what AI is trying to achieve, either.

What AI excels at is processing vast amounts of data quickly, identifying patterns and handling repetitive tasks with consistency. But it struggles with ambiguity, can’t truly understand context the way humans do, and lacks the ability to navigate the messy, unpredictable nature of real-world situations that require empathy, intuition and genuine understanding.

Quick AI Glossary:

• Artificial Intelligence (AI): Technology that mimics human thinking and decision-making.
• Predictive Analytics: Using data to forecast future trends.
• Chatbots: Automated conversational tools.
• Machine Learning: Systems that improve performance through experience and data.
• Natural Language Processing (NLP): Technology that understands and generates human language.

Six key ways AI Is enhancing employee experience

Let’s explore how AI is transforming the employee journey, with real impact at every stage.

Smarter, bias-reduced recruitment

One of our personal favourites is utilising AI tools like SmartMatch to recruit. Gone are the days when CV screening meant someone in HR spending their weekend drowning in a sea of applications.

AI-powered recruitment tools like SmartMatch can process hundreds of applications in minutes, identifying the best candidates based on skills, experience and potential.

These systems can standardise interview processes, ensuring every candidate gets asked the same core questions and is evaluated on consistent criteria. SmartMatch uses video interviews combined with AI analysis to assess communication skills and cultural fit.The bias reduction aspect is particularly powerful. Traditional hiring is riddled with unconscious bias, we tend to favour candidates who remind us of ourselves or fit conventional expectations. AI can help level the playing field by focusing on capability over background, though it’s worth noting that AI systems are only as unbiased as the data they’re trained on. It’s progress, not perfection.

If you’re looking to recruit faster and without bias, check out the rest of SmartMatch’s time-saving features.

Faster, more personalised onboarding

Remember your first day? The awkward wandering around trying to find your desk, the stack of forms that needed completing, the colleague who was supposed to show you the ropes but was mysteriously “in meetings” all day? AI is transforming this experience into more helpful introductions.

Chatbots can handle the administrative heavy lifting, answering FAQs about benefits, sending task reminders and guiding new starters through essential processes. These digital helpers are available 24/7.

More sophisticated systems can personalise the onboarding journey based on role, location and individual needs. AI can even identify knowledge gaps and proactively suggest relevant training materials, turning onboarding from a one-size-fits-all checklist into a tailored learning experience.

Continuous listening and feedback loops

AI-powered listening platforms can analyse feedback from multiple touchpoints, pulse surveys, exit interviews, internal communications, even the sentiment of emails and Slack messages (with appropriate permissions, naturally).

Sentiment analysis can identify brewing issues before they escalate. If the AI notices a sudden spike in negative sentiment in the team, HR can investigate and intervene before half the department updates their LinkedIn status to “looking for opportunities.”

These systems can also identify trends and patterns across different demographics, locations and teams. Perhaps remote workers are feeling disconnected, or maybe the Manchester office is consistently happier than Leeds. This granular insight enables targeted interventions rather than blanket solutions that miss the mark. As with everything AI, privacy should be at the heart of these implementations. Reducing bias and keeping feedback anonymous will offer better data to react to.

Learning and development on autopilot

AI is changing learning and development (L&D) by creating personalised learning journeys that adapt to individual needs, preferences and career goals.

Learning Management Systems can recommend relevant courses, articles and training based on role requirements, skill gaps and personal interests. It can also learn as it goes, if you consistently skip video content but engage with articles, it adjusts recommendations accordingly.

These platforms can identify when learning is most effective. Some people absorb information better in short bursts, others prefer deep-dive sessions. AI can optimise timing, format and content delivery to maximise retention and application. If you’re looking to test out a Learning Management System, take a look at our LMS that learns with your employees. Our platform covers everything from induction courses to mandatory compliance training.

Predictive retention and engagement insights

The best time to address an employee engagement issue is before it becomes an employee departure announcement. AI excels at pattern recognition, analysing multiple data points to identify employees who might be at risk of leaving.

These systems might notice that an employee’s email sentiment has shifted, their participation in meetings has decreased, or they’ve stopped contributing to team channels. Combined with factors like time since last promotion, workload trends and market conditions, AI can flag potential retention risks before they arise.

This shouldn’t come across as surveillance, it’s all about early intervention and support. If the system identifies someone as potentially disengaged, their manager can schedule a one-to-one to discuss career development, workload concerns, burn-out or other issues before they snowball into resignation letters.

Scalable support through virtual HR assistants

HR teams are often overwhelmed with routine enquiries: “How many holiday days do I have left?”, “What’s the maternity leave policy?”, “How do I claim expenses for that client dinner?”. AI-powered virtual assistants can handle these queries instantly, freeing up human HR professionals for more strategic work.

These digital assistants can access multiple systems to provide comprehensive answers, guide employees through complex processes and even initiate workflows like holiday requests or expense claims. They’re particularly valuable for global companies with employees across different time zones.

More advanced systems can handle nuanced queries and know when to escalate to humans. They understand context and can maintain conversation threads, making interactions feel natural rather than robotic.

The human factor: Where AI should not replace human judgment

Despite AI’s impressive capabilities, there are crucial areas where human judgment, empathy and emotional intelligence remain irreplaceable. These are the moments that require nuance, creativity and genuine human connection.

Performance reviews, for instance, need human insight to understand context, motivations and individual circumstances. While AI can provide data on productivity metrics and engagement trends, it takes human judgment to understand why performance might be affected by personal challenges, team dynamics or changing business priorities.

Conflict resolution is another area where humans excel and AI falls short. Workplace disputes often involve complex emotions, interpersonal dynamics and cultural nuances that require empathy and sophisticated problem-solving skills. An AI might identify that tension exists between team members, but it takes human skill to mediate, rebuild relationships and prevent future conflicts.

Career counselling and coaching also benefit from human insight. While AI can identify skill gaps and recommend training, human coaches can understand aspirations, provide emotional support and help navigate the messy reality of career development. They can read between the lines, offer encouragement during challenging periods and help people discover opportunities they hadn’t considered.

Over-automation poses real risks. Companies that rely too heavily on AI might lose the human touch that makes workplaces engaging and supportive. Employees might feel like they’re interacting with systems rather than people, leading to disconnection and disengagement.

AI red flags:

• Using AI to make final hiring decisions without human review
• Automating performance ratings without manager input
• Letting chatbots handle sensitive employee concerns like harassment complaints
• Using AI to monitor employees so closely it feels invasive
• Removing human touchpoints from critical moments like onboarding or exit interviews
• Making redundancy decisions based purely on algorithmic assessments

Addressing common concerns about AI in Employee Experience

Many employees and managers have legitimate concerns about AI adoption that need addressing head-on.

“Will it lead to job loss?” 

This is the big one. While AI will certainly change jobs, history suggests it’s more likely to transform roles rather than eliminate them entirely. Just as calculators didn’t put mathematicians out of work but changed what they focus on, AI will shift human work towards higher-value activities that require creativity, emotional intelligence and complex problem-solving.

The key is positioning AI as augmentation rather than replacement. HR professionals might spend less time processing holiday requests and more time on strategic workforce planning. Managers might rely on AI for data analysis but focus their energy on coaching and team development. 

“Is my team ready?” 

Change management is crucial for successful AI adoption. This isn’t just about technical training, it’s about communication, involvement and cultural preparation. Teams need to understand why changes are happening, how they’ll be affected and what support is available.

Start small with pilot programs that demonstrate value without overwhelming people. Involve employees in the selection and implementation process, their input will improve outcomes and increase buy-in. Be transparent about what’s changing and what isn’t. Most importantly, invest in training and support to help people adapt.

“What about data privacy?” 

Employee trust is fundamental to successful AI implementation. People need confidence that their data is being used appropriately, stored securely and not being used against them. This means having clear policies about what data is collected, how it’s used and who has access to it.

Transparency is the first step, employees should understand what AI systems are doing and how decisions that affect them are being made. This doesn’t mean revealing proprietary algorithms, but it does mean explaining the factors that influence outcomes and providing channels for questions and concerns.

Consider implementing AI governance frameworks that include employee representation. Having clear escalation paths and human oversight helps build confidence that technology is being used responsibly and ethically.

A human-first future powered by AI

AI isn’t going to solve all your employee experience challenges overnight. What AI can do is enhance your ability to understand, support and engage your people at scale while freeing up human energy for the work that truly matters.The most successful businesses will be those that thoughtfully integrate AI tools while maintaining focus on human connection, trust and purpose. They’ll use technology to eliminate friction and provide insights, but they’ll rely on human judgment for the decisions that shape culture and careers.

Start experimenting now, but start small. Pick one area where AI could genuinely improve the employee experience, perhaps candidate screening or routine HR queries, and pilot a solution. Learn what works, what doesn’t and what your people need to feel at ease and supported through the change.

Most importantly, keep the conversation going. The businesses that get this right will find themselves with engaged, productive teams and a competitive advantage that’s difficult to replicate.

Looking for an Employment System that can help you integrate AI to improve employee engagement, experience and hiring? Reach out to our team and learn how Employment Hero can help you from recruitment and onboarding, to performance management and L&D processes.

Businesses are adopting technology faster than ever before. Cyber security considerations need to be at the heart of this.

You need only look at recent headlines for proof. High-profile ransomware attacks, where hackers encrypt vital systems until a ransom is paid, severely limited day-to-day operations of the Coop and Marks and Spencer. An attack recently put a venerable haulage firm out of business.

A cyber security incident can take time and money to put right. But reputational damage can have longer-lasting impacts. Your customers, partners and suppliers need to trust you.

In this article we take an up-to-date look at the basics of cyber security for businesses today and in the coming years. This is by no means a comprehensive list, and it’s no substitute for advice from a specialist. But it should be enough to inspire discussion and positive action.

Here’s what we cover:

Hacking the human in the cyber secure workplace

While this article looks at some technological measures, it’s important to identify that humans are the first line of defence for a business.

Cyber security isn’t someone else’s job. It’s the job of every single person in the organization. They must act with accountability and understanding every moment of every day.

It’s not just that, as operators of the IT equipment, they need to be vigilant. It’s that they themselves are the target for hackers.

Some of the most common human factors leading to a cyber security breach are as follows:

• Falling for a phishing attack. This is by far the most significant form of cyber attack against businesses today.
• Not deploying two-factor authentication (2FA; see below). This is a key method of protecting systems, apps and data, and is difficult (although not impossible) for cybercriminals to circumvent.
• Ignoring notifications to restart the computer to apply system or app updates, because they’re just too busy. Updates patch security vulnerabilities, meaning this is like leaving a window to a house wide open for burglars.
• Clicking a questionable link or opening an unknown file attachment, perhaps out of genuine ignorance, or because they assume that the computer’s anti-malware protection is somehow bulletproof (it isn’t).
• Reusing passwords across multiple apps and services, for ease of memorisation. This means that once a single account is hacked, all accounts for that user are effectively wide open, too.
• Sharing app or service passwords by individuals, or only using a single login/password amongst an entire team. This is a rapid way to lose control of security and accountability. It also increases the risk of malicious actions by ex-employees, bearing in mind shared passwords are rarely changed because of the disruption it would cause reeducating the team.
• Not locking the screen when in a public location, or leaving computer equipment unattended in a public location. If nothing else, this can lead to physical theft of the hardware – and the data stored on it.
• Delaying reporting an incident, or simply ignoring it. Any incident, even if there’s only a suspicion of one, should be reported to a manager immediately. In the case of data breaches relating to the UK GDPR, delay can increase the size of any eventual financial penalty.

The above will unravel even the most compliant organisation’s entire security posture.

Businesses thriving tiday don’t just deploy tools. They educate teams, build trust, and act fast when employee actions mean things have gone wrong.

In short, businesses need to make security an ongoing conversation, before it becomes a crisis.

AI: The new frontier for cyber security

Businesses today are increasingly making use of AI, whether that’s chatbots like ChatGPT, or via additional features added to existing and popular apps and services. Many of these AI tools have become indispensable.

But what about cyber security?

Because these services are mostly in the cloud, the same security requirements apply: you should ensure two-factor authentication is used, for example (see below).

However, employees may unknowingly upload sensitive information into AI tools. If these tools use the data for training future AI models without proper security controls, such as anonymisation, confidential information could be exposed to other users or external parties.

If the data relates to individuals then this might put your business in breach of UK GDPR.

It might surprise you that the default setting with OpenAI’s ChatGPT and Anthropic’s Claude AI is that all data entered by users is used to train future AI models (although this can be deactivated manually).

Look for transparency in the way data or information you share is used with AI tools, and ensure any organisation to whom you entrust your data has an ethical AI policy in place.

Sage upholds the highest standards in AI, as demonstrated by our eight AI and data ethics principles, and our commitment to building AI responsibly.

Sage adopts the National Institute of Standards and Technology (NIST) AI Risk Management Framework, for example, to assess and address risks in the design, development, use, and evaluation of our AI products.

In the video below, Arron Harris, Sage’s Chief Technology Officer (CTO), explains Sage’s AI commitments.

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2FA: Protecting apps and services

A key cyber security protection method for businesses is two-factor authentication (2FA). This is one of the simplest yet highest impact controls a business or individual can deploy.

It sounds complicated but it really isn’t.

All it means is that, when you login to an app or service, you provide not only your username and password. You also input a code when prompted, of usually six digits. This code is either texted/emailed to you, or generated in an app on your phone.

This is why it’s called two-factor. You provide your password and also a second factor that only you know. It means that, even if hackers somehow get your login details, they still cannot gain access.

2FA is a popular form of security, and rightly so. You’ll find it protecting email services and cloud software, like accounting. In fact, if you sign up for an app or service that stores any of your data then it should be pause for thought if 2FA is not offered.

Furthermore, try to avoid 2FA where a code is texted to your mobile. It’s surprisingly easy for a fraudster to steal your mobile phone number, and thereby receive your text messages, without you even being aware.

The gold standard form of 2FA is to use a dedicated app on your phone. These are known as authenticator apps. Google offers one, as does Microsoft, but there are many. All work in the same way using the same fundamental technology, so can be used across all apps and services.

You might find that some companies, such as Microsoft and Google, require you use their own apps to access their services, and send login confirmation requests straight to the app. This adds even more security.

Cyber-securing your business today

Here’s some suggestions where to start if you want to try and make your business ready to face cyber security threats right now.

Training and awareness

You may need to bring in an outside agency for this, but it can also be achieved by mandatory online training courses for individuals, forming part of their training record.

For very small organisations, it can even be achieved by meetings in which relevant YouTube videos are watched, with a discussion after.

Fundamental to this is to simply start a conversation with your team about cyber security. No jargon, just real talk: “These are the threats we face, and this is how we’re going to defend against them.”

Conduct a simple cyber risk check

Again, focus mostly on the human, via a series of fundamental questions.

1. Who has access to which apps, services and systems? Do they need that access, or could limiting it create a narrower profile for cyber criminals to attack?
2. Is 2FA deployed for every account and user? Does it use authenticator apps or is it relying on the less secure text/email auth codes?
3. Are virtual private networks (VPNs) or personal hotspots used when individuals are out of the office using public/free Wi-Fi?
4. How are passwords managed both on an organisational level and individually for employees? When’s the last time employees changed key passwords? A password manager can be utilised across teams, and a basic version is built in to many operating systems.
5. Do employees know what to do if they see (or initiate) a cyber security breach? Given the risk of GDPR fines (if your business handles the data of individuals as well as businesses), this really should be written-up in the form of procedures. Indeed, any indemnity insurance your business has that covers cyber crime losses may insist this is the case.
6. Are any colleagues equipped with outdated hardware, like laptops or phones that no longer receive updates? For example, Microsoft Windows 10 will no longer receive updates after 14 October 2025, yet PCs/laptops/tablets purchased in the past few years may still run it.
7. Are any colleagues using their own devices for work tasks, which may compromise security?

Final thoughts

Cyber security has never been as important within businesses of all sizes, but smaller organisations in particular are often targeted by criminals because of their limited resources.

Therefore, it becomes vital to focus on the human: ensure colleagues are educated, confident and aware at all times of the threats the business faces. Start those conversations now.

Frequently asked questions

No one likes surprises, especially the kind that show up in the form of HMRC tax investigations. If you’re a business owner, getting notified of a tax audit can spark all kinds of questions and maybe a few worries. To reassure you, let’s start by saying that audits aren’t always bad news. And if you’re prepared, they don’t need to disrupt your business or your peace of mind.

An HMRC audit, officially known as a HMRC compliance check, is a formal check-up on your financial and tax records. It’s how HMRC ensures businesses are paying the right amount of tax and staying compliant with UK tax law. The process is often more structured and manageable than many people expect.

In this guide, we’ll walk you through the types of audits HMRC might carry out, what triggers them, how far back they can go and most importantly, how to get prepared so you can take it in stride.

What happens during an HMRC audit?

An HMRC audit is typically issued with a letter letting you know that your business has been selected for review, in rare cases, it can also be an email or phone call. From there, HMRC will outline what records or information they want to inspect. This could include:

• Your most recent tax return and supporting calculations
• Business bank statements
• Sales and purchase invoices
• PAYE records (including payroll, RTI submissions and benefits in kind)
• VAT returns and supporting documentation
• Self Assessment records (for sole traders or partnerships)

Depending on the scope of the audit, HMRC may conduct the audit remotely (i.e. reviewing documents you send them) or carry out a site visit to your premises. They may also request interviews with you or your team to clarify how certain parts of the business operate or how figures were calculated.

Once the audit is complete, HMRC will issue a decision. The outcome could be:

• A clean bill of health, where no further action is needed.
• If there are errors, a correction or adjustment where the HMRC will ask for revised filings and payment of any underpaid tax.
• In more serious cases, a penalty notice if the HMRC finds that there’s been negligence or deliberate misreporting.

Throughout the process, cooperation, clear communication and accurate records will help speed things up and reduce stress. Later on, we’ll get into how you can prepare for these audits, and better yet, how to steer clear of them altogether.

What are the different types of HMRC tax audits?

The type of audit you experience will depend on what prompted the review and how deep HMRC feels it needs to dig. These typically come in the following:

1. Full enquiry

A full enquiry is the most comprehensive type of audit. HMRC will look into every aspect of your tax return and financial records. These are initiated if HMRC suspects there’s a serious risk of tax underpayment, or inconsistencies that suggest widespread issues. It might involve years of documentation and multiple departments of your business.

If your business is subject to a full enquiry, it’s best to involve a qualified tax adviser or accountant early in the process.

2. Aspect enquiry

This type of audit focuses on a specific area of your return, perhaps a large expense claim, a property sale, or an unusual transaction. It’s less invasive than a full enquiry and often quicker to resolve, provided you can supply the requested documentation.

We’ll cover this a lot, but record keeping is going to be your biggest asset when handling the HMRC audit process.

3. Random check

These checks are genuinely random and not triggered by any suspicion or mistake. They are designed to keep compliance fair across all businesses, regardless of size or industry. Even if your records are accurate and everything is in order, you could still be chosen at random. This is different from risk-based checks, which HMRC conducts separately when specific concerns are identified.

Can businesses minimise the risk of an HMRC tax inspection?

You can’t completely eliminate the possibility of an audit, as we mentioned, they can be routine and unprompted. That said, there are steps you can take to lower your risk significantly, especially surrounding audits that are triggered by your business activity.

Understanding your tax obligations

The most important way is knowing which taxes apply to your business, and what your obligations are. If you are following your employer and tax law obligations, there won’t be anything to find if the HMRC comes knocking.

Depending on your structure and activities, you may be responsible for:

• Corporation tax: For limited companies
• VAT: If your turnover exceeds the registration threshold
• PAYE and National Insurance: If you employ staff
• Self Assessment: For sole traders, partnerships and company directors

If you’re unsure what tax obligations your business should be adhering to, then it might be time to get in touch with an expert.

Keeping clean, accurate records

Like we promised, record keeping is going to be one of your highest priorities. It can prove your business is meeting its obligations, and speed up the auditing process. HMRC expects businesses to maintain detailed, organised records, which includes:

• Digital copies of receipts, invoices, and bank statements
• Up-to-date payroll data
• Correctly categorised expenses
• Accurate mileage and travel logs
• Consistent reconciliation of accounts

Using cloud-based accounting software is one of the easiest ways to stay compliant. It automates many of the tasks that can trip businesses up, like VAT returns, RTI reporting and invoice tracking.

Filing on time and reviewing returns

Late or rushed submissions are a red flag for HMRC. Give yourself enough time to review your filings carefully and make sure they align with your records. Avoid rounding up or guessing figures, it’s safer to be exact and conservative.

If you make a genuine mistake, correcting it quickly can reduce or even eliminate penalties.

How far back can HMRC audit?

HMRC has the authority to review previous tax years, and how far back they go depends on the circumstances:

• Up to 4 years: For innocent errors or standard reviews
• Up to 6 years: If HMRC suspects carelessness
• Up to 20 years: For deliberate tax avoidance or fraud

This is why good recordkeeping isn’t just for the current financial year. HMRC expects businesses to keep records for a minimum of 6 years, though in some cases (e.g. property or capital gains), longer retention may be advisable.

How often does HMRC audit self-employed individuals?

Self-employed workers are a frequent focus for HMRC, mainly because their income and expenses are self-reported, and there’s no third party like an employer to verify them.

You’re more likely to be audited if:

• Your business handles lots of cash
• Your expenses are unusually high or inconsistent
• You submit late or amended returns frequently
• You’ve filed inconsistent or late self assessment tax returns
• Your income fluctuates in ways that aren’t explained

That said, many sole traders and freelancers never experience an audit. Being transparent and accurate with your reporting goes a long way to staying off HMRC’s radar.

Does HMRC do random audits?

Yes. Even if your business has done everything by the book, there’s still a chance you could be selected for a random check.

This might seem frustrating, but it’s simply part of HMRC’s strategy to monitor trends and encourage universal compliance. If your records are well-organised and your returns are honest, you’ll be able to respond confidently and get through the process.

What triggers an HMRC audit?

Certain red flags can increase the likelihood of an audit, especially if they appear consistently or without explanation. HMRC uses data-matching tools to spot anomalies across returns, so even minor discrepancies can catch their attention.

While not every inconsistency will trigger a tax investigation, businesses that show repeated patterns or clear errors are more likely to come under scrutiny. These include:

1. Inconsistent or incorrect figures

Discrepancies between different sections of your return, or between returns submitted in different years, can catch the attention of HMRC.

2. Businesses in a high-risk industry

Some industries, like hospitality, construction or trades, are considered higher risk due to the prevalence of cash payments and subcontracting.

3. Tip-offs or complaints

HMRC can act on reports from the public, including ex-employees, business partners or even competitors.

4. Frequently late tax returns

Chronic lateness can signal poor compliance habits or underlying financial issues.

5. Unusual or outlier data

If your reported figures differ significantly from industry benchmarks, it may prompt further scrutiny.

6. Large VAT reclaims

Frequent or high-value VAT refund requests can be a red flag for potential overclaiming or fraud.

7. Low reported income with high turnover

This may suggest underreporting of profits or the use of creative accounting practices.

In most cases, it’s not one single issue that prompts an audit, but a pattern of risky behaviour or unclear reporting. Each of these scenarios increases your chances of a tax audit or tax investigation.

What happens if you overpay?

If HMRC determines that you’ve made an error in your return resulting in overpaid tax, you may be eligible for a refund. However, claims must be submitted within specific time frames, usually four years from the end of the relevant tax year.

What is an assessment tax return?

An assessment tax return is HMRC’s calculation of what you owe when they don’t receive your return, or believe it’s incorrect. If you don’t agree, you must appeal within 30 days. Always double-check your tax calculations and respond quickly.

Why accurate records and professional advice matter

When it comes to passing an HMRC audit, preparation is everything. One of the most effective ways to protect your business is by keeping thorough accounting records and making sure your tax affairs are always in order. We can’t say it enough, poor recordkeeping is one of the fastest ways to raise red flags with HMRC. Any inconsistencies could increase your tax liability, or even raise suspicions of tax fraud.

A trusted legal adviser or accountant can guide you through the audit process and help prepare a solid response. If HMRC does uncover errors, you may have to pay interest on any unpaid tax, which can add up quickly. That’s why every company tax return should be checked carefully before submission.

And if you’re keen to spend more time running your business, and less time stressing about payroll or recordkeeping, Employment Hero can help. Our all-in-one platform supports UK businesses with automated HR, digital payroll and helpful templates that make staying audit-ready simpler than ever.