{"id":6748,"date":"2023-02-03T13:00:00","date_gmt":"2023-02-03T13:00:00","guid":{"rendered":"https:\/\/www.sage.com\/en-gb\/blog\/?p=6748"},"modified":"2026-07-09T15:31:56","modified_gmt":"2026-07-09T14:31:56","slug":"online-payslips-for-business","status":"publish","type":"post","link":"https:\/\/www.sage.com\/en-gb\/blog\/online-payslips-for-business\/","title":{"rendered":"Online payslips: This is why your business should use them"},"content":{"rendered":"
\n\t
\n\t\t
\n\t\t\t
\n\t\t\t\t\t\t\t
\n\t\t\t\t\t\t\t\t\t\t
\n\t\t\t\t\t\t\tMoney Matters<\/a>\t\t\t\t\t\t<\/div>\n\t\t\t\t\n\t\t\t\t
\n\t\t\t\t\t

\n\t\t\t\t\t\tOnline payslips: This is why your business should use them\t\t\t\t\t<\/h1>\n\t\t\t\t<\/div>\n\n\t\t\t\t\t\t\t\t\t

\n\t\t\t\t\t\t\t\t\t\t\t<\/p>\n\t\t\t\t\n\t\t\t\t\n\t\t\t\t\n\t\t\t<\/div>\n\n\t\t\t\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t<\/div>\n\t\t

\n\t\t
\n\t\t\tPublished
\n\t
\n\t\t
\n\t\t\t\t\t\t\t
\n\t\t\t\t\t\n\t\t
\n\t\t\t\n\t\t\t\t\"\"\t\t\t\tSimon Brooke<\/span>\n\t\t\t<\/a>\n\n\t\t\t\t\t<\/div>\n\n\t\t\t\t\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t<\/div>\n<\/div>\n\n\n\n

The digitalisation of business processes and of finance operations in particular continues apace. Against this background, a growing number of businesses are moving towards the use of online payslips.<\/p>\n\n\n\n

Payroll software<\/a> allows you to make your business processes more efficient and cost effective.<\/p>\n\n\n\n

After all, if you can save money with this type of routine operation, you can invest it in new product development and even acquisitions.<\/p>\n\n\n\n

And this is where online payslips come into play.<\/p>\n\n\n\n

This article reveals why your business should consider moving away from paper payslips and towards an online approach.<\/p>\n\n\n\n

It also highlights why your employees will benefit and how making the move will help you to stay compliant.<\/p>\n\n\n\n

Here’s what’s covered:<\/p>\n\n\n\n

What are online payslips?<\/a><\/p>\n\n\n\n

Online payslips vs paper payslips<\/a><\/p>\n\n\n\n

Environmental benefits and easy accessibility<\/a><\/p>\n\n\n\n

How employees benefit with online payslips<\/a><\/p>\n\n\n\n

Making the move online<\/a><\/p>\n\n\n\n

Online payslips and GDPR<\/a><\/p>\n\n\n\n

Keeping payroll in-house vs outsourcing it<\/a><\/p>\n\n\n\n

Final thoughts on online payslips<\/a><\/p>\n\n\n\n

\n
Download your free copy of The ultimate guide to payroll for small businesses<\/a><\/div>\n<\/div>\n\n\n\n

What are online payslips?<\/h2>\n\n\n\n

Sometimes known as electronic payslips or e-payslips, they are, as the name suggests, an electronic version of traditional paper payslips, containing all of the same information in an online format.<\/p>\n\n\n\n

However, they include a number of benefits for both your business and your employees.<\/p>\n\n\n\n

Online payslips vs paper payslips<\/h2>\n\n\n\n

Unlike the paper versions, there’s no need to print off and post online payslips. Not only does this save on paper and postage but it also reduces labour costs.<\/p>\n\n\n\n

According to a survey by the Chartered Institute of Payroll Professionals (CIPP), 83% of those asked saved money by doing payslips online<\/a>.<\/p>\n\n\n\n

“There are so many variables that go into every payroll and it can take a lot of time to manually input, as well as being repetitive,” says Julie Rodrigues, finance manager at digital marketing agency Hallam<\/a>.<\/p>\n\n\n\n

“So having a solution that automates this has been hugely beneficial, saving us a lot of time. And as a result, we’re much more efficient and nimble now when it comes to payroll.<\/p>\n\n\n\n

“All it takes now is for me to approve it.”<\/p>\n\n\n\n

Obviating the need to print out paper payslips has other advantages too.<\/p>\n\n\n\n

\n\t
\n\t\t
\n\t\t\t
\n\t\t\t\t\t\t\t\t

Take control of payroll year end with Sage<\/h2>\n\n\t\t\t\t\t\t\t\t\t
\n\t\t\t\t\t\t

File pensions, and issue P60s and payslips with ease, then manage everything from a single platform.<\/p>\n\t\t\t\t\t<\/div>\n\t\t\t\t\n\t\t\t\t\t\t\t\t\t\t\t\t\t\tFind out more<\/a>\n\t\t\t\t\t\t\t<\/div>\n\n\t\t\t\t\t<\/div>\n\n\t\t\t\t\t\"\"\t\t\t<\/div>\n<\/div>\n\n\n\n

Environmental benefits and easy accessibility<\/h2>\n\n\n\n

As companies of all sizes in all sectors look to improve their green credentials, moving towards electronic means allow them to reduce their paper usage.<\/p>\n\n\n\n

This can motivate and inspire staff who want to work in more environmentally friendly companies.<\/p>\n\n\n\n

As consumers also take an interest in the green credentials of the organisations that they interact with, it can have a similar effect on the profile of your company.<\/p>\n\n\n\n

“Employees’ payslips and information are easily accessible,” says Rodrigues. “They can access them through emails, or the app, and have all the information they need, not to mention one place to store and keep your payslips.<\/p>\n\n\n\n

“No more rummaging around bedside tables or drawers.<\/p>\n\n\n\n

“The trend is clear to me; we all seek to replace older ways of running a business with automated solutions. Not to mention the environmental benefits from not printing off payslips and sticking them in envelopes.”<\/p>\n\n\n\n

Although data breaches and hacking attacks are an ever present threat, online payslips are more secure than their paper predecessors because they won’t be left around on desks and neither can they fall out of pockets and files.<\/p>\n\n\n\n

As with any aspect of IT, you need to ensure your company’s cyber security<\/a> software and procedures are regularly updated but, assuming that this is the case, you can feel more confident about this aspect of your payroll function.<\/p>\n\n\n\n

As with almost all data, payroll information can be saved to the cloud<\/a>, reducing the need for storage and allowing access from authorised parties, wherever they are and whenever they want the information.<\/p>\n\n\n\n

How employees benefit with online payslips<\/h2>\n\n\n\n

Online payslips also offer benefits to your employees.<\/p>\n\n\n\n

While they can feel reassured that it will be more difficult for unauthorised people to see their payslip details, they will, in fact, have more access to this information themselves.<\/p>\n\n\n\n

Instead of having to have the physical piece of paper in their hands, just as is the case with almost every other aspect of their work, your staff can check their payslips at any time from desktop computers or handheld devices such as mobile phones and tablets.<\/p>\n\n\n\n

This latter option is particularly useful for those employees who frequently work out of the office, are working from home, or who cover roles in warehouses and retail spaces.<\/p>\n\n\n\n

“The real issue with written payslips was that our team could be spread out all over the country rather than in an office,” says James Carfell. He is the HR manager at Collier Roofing<\/a>, an installer of roofing, gutters, fascias and soffits in London and Surrey.<\/p>\n\n\n\n

He adds: “Therefore by having electronic payslips, it allows for everyone to have an online portal to access in order to see their details and whether they have been paid.<\/p>\n\n\n\n

“Staff normally either stash paper payslips into a drawer and they clog up space, or they end up in the bin or going missing when not stored properly.<\/p>\n\n\n\n

“The electronic format means there is no worry or issue with one simple login, meaning they can check whenever they need to and they can go back to previous payslips to see any changes.”<\/p>\n\n\n\n

With no paper, there’s no filing. So your business will be freed from having to devote costly physical storage such as filing cabinets space to payslips.<\/p>\n\n\n\n

If you or your employees need to check historical data \u2013 this might be for HMRC or for a mortgage lender, for example \u2013 the information will be available on screen in seconds.<\/p>\n\n\n\n

Meanwhile, your HR and finance staff will not need to find themselves having to search for historical payroll for employees.<\/p>\n\n\n\n

“I love the idea of historical payslip data,” says James. “This allows you to explain the difference with pay increases or any changes with gym memberships.<\/p>\n\n\n\n

“Or if I need to present someone with six months’ worth of information, then all they need to do is to press print.”<\/p>\n\n\n\n

Read more about payroll <\/strong><\/p>\n\n\n\n