Payroll-ready HR: every change checked before your payroll runs.
Starters, leavers, pay changes, hours, overtime, absence and expenses for the period, worked out from the records you already keep, checked and, by default, signed off by a second person, then sent to your payroll as a file it imports. Your payroll software or bureau still works out the pay.
14 days free · no card needed
October payroll
Pay date 28 Oct · compared with September
Starters and leavers3 in · 1 out
Pay changes6
Overtime, approved412 hours
Statutory sick pay2 people · 9 days
PreparedPriya Shah
ApprovedRahul Menon
BrightPay import file
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1
Prepare
Everything that changed this period, in one place, with anything missing or odd listed before you send.
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2
Approve
By default, one person prepares it and another approves it. Compare it with last period before it goes.
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3
Send the file
BrightPay, Sage 50 Payroll or Staffology, or a standard CSV for any other payroll or bureau.
What goes into a period
The changes payroll needs, straight from the records.
Starters and leavers, rate changes, basic hours and overtime, unpaid leave, sick and family pay as day and week counts, holiday owed at leaving, deductions, pension events and expenses. A change made after a period was sent becomes a correction in the next one, and every sent file is kept, so downloading it again gives the same file.
AI Whoever runs payroll can ask Kivo “what did we send to payroll last month, by site?” and get the lines as a report. Tax, NI and net pay stay with your payroll. AI in KivoHR
Before you send
October · 3 things to look at
Bank details changed in the last 5 working days Check
Starter without a P45 or starter checklist Check
Overtime approved after the cut-off Included
The money check
The pay mistakes worth a second look, before the file goes.
Before you send, a Money group lists what changes someone’s pay in a way that is easy to get wrong, each line naming the rule it reads and where to put it right. It warns; it never stops you sending.
- The SSP days in the period, someone reaching 28 weeks of SSP, or the week form SSP1 is due
- Maternity or adoption pay moving to the standard rate, or ending after week 39
- A leaver’s holiday owed, split into what is paid at normal pay and at basic
- Notice the employer gave that ends early with no pay in lieu recorded
- Basic hours that moved by a quarter or more
Before you send · Money
October · 3 things to look at
SSP for 2 people · 6 qualifying days Check
Leaver’s holiday · normal and basic Check
Maternity pay · to the standard rate This period
Pay sheets
Each person’s month on one page, checked.
A pay sheet for every person: hours, overtime, absence, SSP days, holiday and anything to check. Mark each one checked, then send the pack to your accountant as a secure link. A manager sees their team’s sheets without the pay, and each person sees their own.
Pay sheet · Lea Park
October · Hillside
Hours worked 152 h
Overtime, approved 6 h
SSP days · holiday 2 · 1 day
Checked By Priya
Payslips in the app
Upload the payslips once. Everyone gets theirs.
Upload one ZIP with a PDF per person from your payroll. Each payslip is matched to its person and checked against the NI number printed on it, then published to their phone. A payslip can be replaced with a reason, and people who have left get a secure link to theirs.
October payslips
payslips-oct.zip · 214 files
Matched and NI number checked 213
For you to match 1
Published to phones Today 09:00
213 of 214 matched
Fair Work Agency
The records an inspector asks for, in one pack.
The Fair Work Agency began on 7 April 2026, and the government plans for it to enforce holiday pay from 2027, not before April. Since 6 April 2026 holiday records must be kept for six years, and the holiday records pack can add the pay records too:
- The days of SSP and of maternity and other family pay
- Each pay rate in force
- Each payroll file sent, with a fingerprint that shows the file kept in payroll is the one sent
- Added only by someone who may see pay, and sick and family pay days only for people they may see on the Absence screens
The pack says what it is: KivoHR records the time and the rates; the amounts, tax and net pay are in your payroll. It does not say anyone was paid correctly. Dates from business.gov.uk, read on 31 October 2026.
Holiday records pack
With the Fair Work Agency pay records
Holiday entitlement, taken and carried over Included
SSP and family pay days Included
Pay rates in force Included
Payroll files sent · fingerprints Included
What it does not do.
KivoHR does not calculate tax, National Insurance or net pay, and does not file with HMRC. Your payroll software or bureau does that, and remains responsible for the pay.
Payroll-ready: common questions
Does KivoHR run payroll?
No. It prepares everything your payroll needs and sends it as a file. Your payroll software or bureau works out tax, NI and pay, and files with HMRC.
Which payroll software does it work with?
BrightPay, Sage 50 Payroll and Staffology through their own import files, and any other payroll or bureau through a documented CSV.
How do payslips get to staff?
Upload a ZIP with a PDF for each person. Each is matched to its person, checked against the NI number on it and published to their phone.
What if something changes after we’ve sent a period?
It becomes a correction in the next period, for periods paid this tax year or last.
Your next payroll, checked before it runs.
14 days free, no card needed.