Making your payroll electronic: digital payslips

by | Nov 14, 2023

Many businesses like yours are transitioning to electronic payroll systems to deliver digital payslips to their employees. There are numerous advantages to doing so, and this blog post will outline the key reasons for making your payroll electronic.

It is important to note that transitioning your business to electronic payslips is a process that requires careful planning. We’re pleased that you’re taking the time to read this post.

Why you should switch to e-payslips

Electronic payslips, or e-payslips, are great for both employer and employee for a number of reasons, helping to create an environmentally friendly, secure and open work environment.

First, e-payslips are generated through automated systems, significantly reducing the likelihood of errors associated with manual data entry. Not only does this ensure that your employees receive accurate pay information, but also reduces the workload put onto your HR and payroll teams.

Second, digital payslips are a cost effective solution as your business will be able to save a substantial amount on printing costs from day one. Additionally, you reduce paper usage, making your operations more environmentally friendly.

Meanwhile, your HR department will benefit from not having to track who has or hasn’t collected their payslip from the office, as payroll software delivers payslips via a secure, GDPR compliant online portal. This streamlines the process and enhances data security, as payslips are not left unattended in the office.

At the same time, your employees will thank you for switching to e-payslips:

  • Employees receive their payslip right away.
  • Employees can access their pay information at any time, including historical information.
  • All their information is conveniently accessible on any device connected to their secure online portal.

Making the switch: step by step

  1. Assess your current systems
    If you’re convinced by the benefits and are ready to make your payroll electronic, begin by evaluating your existing payroll systems and processes so you can identify potential roadblocks or challenges that may arise during a technological transition.
  2. Choose a reliable software
    Next, invest in a reputable payroll software that offers e-payslip generation. We would also suggest that you look for features such as encryption, user authentication and customisable templates to tailor your payslips to your business’s brand. You should also make full use of free trial periods to explore the options available and make the right choice.
  3. Employee training
    Next, introduce the new system to your employees through comprehensive training sessions, making sure that they understand how to access and interpret their new electronic payslips. Effective communication is key, so make sure they comprehend the reasons for the switch and the benefits they can expect, with the assurance of your support if problems arise.
  4. Data migration
    Now it’s time to transfer your existing payroll data to the new system. This process requires attention to detail to avoid discrepancies in employee records, and always back up your data before the migration to mitigate potential risks.
  5. Test and implement
    Before you fully implement electronic payrolls, you should thoroughly test your new system to identify and address issues. As you move forward, seek feedback from employees and HR personnel to improve the experience for everyone.

Embracing the future

Transitioning from paper to electronic payslips is a move that not only helps bring your business into the digital age, but also demonstrates your commitment to sustainability and efficiency. By following these steps, you can reap the benefits of cost savings, increased accuracy and employee satisfaction.

Need help making the transition to electronic payroll? At Cottons, we can advise you on the most suitable payroll software for your business. Get in touch with us to make your payroll process electronic.


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If you’re curious about how we can help you, please reach out: our team is very keen to hear from you.

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