Payroll Without the Pain
Payroll in South Africa is complicated. PAYE tables change, ETI rules allow for claims, and UIF declarations are mandatory. One mistake can lead to labour disputes or SARS penalties.
- Error-free payslips delivered digitally to your staff
- EMP201 returns calculated and submitted to SARS monthly
- UIF declarations (uFiling) automated
- Bi-annual EMP501 reconciliation on EasyFile
- Leave management and tracking
Complete Compliance
We handle the full lifecycle of employer tax obligations.
SARS Compliant
We apply the latest tax tables and legislation to ensure PAYE, SDL, and UIF are calculated correctly to the cent.
Confidential
Salary data is sensitive. We provide secure, direct-to-employee distribution, keeping private data out of general office emails.
On Time
The 7th of the month (SARS deadline) isn't flexible. We manage the timeline so you never pay late filing penalties.
Who This Is For
Outsourced payroll is the right choice if your business fits any of these profiles.
Growing SMEs (5–50 Staff)
Businesses scaling their team who need professional payslips for employee bank loans and strict SARS compliance without hiring a dedicated payroll clerk.
Construction & Labour-Intensive
Companies with fluctuating headcounts, hourly workers, overtime, and site-based allowances that need accurate weekly or fortnightly pay runs.
Startups with Directors
Founder-run businesses where directors draw a mix of salary, travel allowances, and retirement annuity contributions that need tax-efficient structuring.
Retail & Hospitality
Teams with shift workers, commission structures, and tips that require careful calculation of variable pay components alongside statutory deductions.
Companies Facing SARS Queries
Businesses that have received penalties or queries from SARS relating to EMP201, EMP501, or IRP5 discrepancies and need expert remediation.
Problems We Solve
Payroll errors cost money and trust. These are the problems we eliminate for South African employers every month.
- Late or incorrect PAYE submissions that trigger SARS penalties and interest charges
- Payslips with errors that undermine employee trust and create labour disputes
- UIF declarations not filed on uFiling—employees cannot claim when they need to
- EMP501 reconciliation backlogs that delay IRP5 certificates and block employee tax refunds
- ETI (Employment Tax Incentive) claims missed—leaving money on the table for qualifying employers
- Confidential salary data exposed because payroll is processed internally by non-specialist staff
Accurate payroll builds employee trust and keeps your business SARS-compliant.
How We Help — Monthly Workflow
Our six-step process from data collection to year-end reconciliation.
Data Collection
You send us inputs: new hires, terminations, overtime hours, commissions, leave taken, and any payroll changes for the month.
Processing & Review
We run the payroll, calculating PAYE, UIF, SDL, and net pay. We check for variations against prior months and flag anomalies.
Approval & Distribution
You approve the net pay list. We email encrypted PDF payslips directly to employees—salary data never passes through general office channels.
Compliance Filing
We submit the EMP201 to SARS and the UI-19 to the Department of Labour before the 7th of each month.
Leave & Records
We update leave balances, maintain employee records, and ensure all statutory registers are current for CCMA or DoL inspection.
Year-End Reconciliation
We complete the EMP501 on EasyFile, generate IRP5 and IT3(a) certificates, and submit to SARS before the bi-annual deadlines.
Prerequisites & Documents Needed
To set up your payroll or transition from another provider, we need the following information and access.
- SARS employer registration (EMP101 or eFiling employer profile)
- Employee details: ID numbers, tax reference numbers, banking details, and employment contracts
- Current salary structures including allowances, benefits, and deductions
- Access to payroll software (or we set up a new system for you)
- UIF registration and uFiling login credentials
- Any prior payroll records, IRP5s, or EMP501 submissions from a previous provider
Deliverables & Outcomes
Every month, you receive a complete package of payroll outputs and compliance filings.
- Monthly payslips (encrypted PDF) delivered directly to each employee
- EMP201 return submitted to SARS before the 7th of each month
- UIF declarations submitted to the Department of Labour via uFiling
- Bi-annual EMP501 reconciliation and submission via EasyFile
- IRP5 and IT3(a) tax certificates for all employees at year-end
- Leave balance reports and statutory register maintenance
Timeline & Expectations
Realistic timeframes for payroll setup and monthly processing.
Initial payroll setup
3–5 business days
Monthly payroll processing
2–3 business days (input to payslip)
EMP201 submission
By the 7th of each month
EMP501 reconciliation
Submitted before SARS bi-annual deadline
What can cause delays: Missing employee details, unsigned contracts, incomplete prior-provider handover, or unresolved SARS employer profile issues can extend the initial setup.
Benefits of Outsourced Payroll
What changes when payroll is handled by professionals.
Zero SARS penalties—EMP201s submitted on time, every time, with correct calculations
Employee trust—professional, accurate payslips that support home loan and credit applications
ETI claims maximised—we identify qualifying employees and claim the incentive on your behalf
Confidentiality—salary data handled by an external team, not internal staff who might share information
Labour compliance—statutory registers, leave tracking, and records ready for CCMA or DoL inspection
Time saved—your management team focuses on running the business, not chasing payroll deadlines
Who Needs This?
The Growing Team
Managing 5-50 staff members. Needs professional payslips for bank loans and strict SARS compliance.
The Executive
Directors with complex salary structures (travel allowance, medical aid, retirement annuity) needing tax efficiency.
The Hourly Workforce
Retail or construction teams with fluctuating hours, overtime rates, and weekly or fortnightly pay cycles.
How We Work
We believe good accounting starts with structure and consistency. Our approach is designed to give business owners clarity without unnecessary complexity.
Related Insights and Resources
Use these links to move from service scope into practical guidance, supporting documents, and regional pages.
Practical guidance on how Management Accounts Improve Business Decisions.
Practical guidance on what a Monthly Accounting Service Should Deliver Each Month.
Practical guidance on why Cash Flow Management Fails Without Current Management Accounts.
Practical guidance on budgeting vs Forecasting for Business Owners.
Practical guidance on how to Build a Clean Month-End Close Process.
Practical guidance on the 5 Accounting KPIs Every Owner Should Review Monthly.
Frequently Asked Questions
Do I need to register for PAYE?
If you have employees earning above the tax threshold, you must register for PAYE. Even below the threshold, you must register for UIF and SDL in most cases. We handle these registrations as part of our setup process.
Does your service include IRP5s?
Yes. At the end of the tax year (and interim period), we generate IRP5 tax certificates for all your employees using SARS EasyFile. These are submitted electronically and provided to each employee for their personal tax return.
How do you handle leave?
Our payroll software tracks annual, sick, and family responsibility leave balances. These balances are shown on the payslip so staff always know where they stand. We also maintain the statutory leave register required by the BCEA.
What about UIF declarations?
Paying UIF to SARS is only half the job. You must also declare employee details to the Department of Labour via uFiling for claims to be valid. We handle both submissions every month.
What documents do I need to get started?
You will need your SARS employer registration, employee ID numbers and tax reference numbers, banking details, employment contracts, and any prior payroll records. We guide you through the full checklist during onboarding.
Can you take over from our current payroll provider?
Yes. We manage the handover process, import historical data, verify year-to-date figures, and ensure continuity so there is no disruption to your employees' pay or tax records.
How do you handle ETI (Employment Tax Incentive)?
We automatically identify employees who qualify for ETI based on age and salary thresholds. The incentive is calculated and offset against your monthly PAYE liability, reducing your employer tax cost.