Step-by-Step Instructions
Create your account and log in.
Open the left-hand side menu.
Select “Onboarding.”
Click “Input Onboarding Information.”
Complete all required company setup fields carefully.
💡 Need extra guidance? Check out our Data Requirements course - it walks you through each onboarding step in detail.
Adding Your Employees
Once your company settings are ready, it’s time to add your employees to PayFit.
For Companies with Fewer Than 25 Employees
You can add employees manually:
Go to My Employees in the left-hand menu.
Click Add an Employee.
Before starting, make sure you have:
📋 Static details – personal information, salary, start date, etc.
💰 Year-to-Date (YTD) data – taxable income, tax paid, and other relevant info.
🔁 Recurring payments or benefits – such as allowances, bonuses, or salary sacrifice deductions.
For Companies with 25 or More Employees
You’ll receive a Data Excel Sheet to complete.
📂 Location:
Documents → Employees' Excel Files → Your PayFit Setup
✅ Next steps:
Fill in the sheet using the guidance from your Kick-Off Call and Data Requirements Course.
Once complete, upload it back to the same folder.
Raise a ticket to notify the team, we’ll handle the upload for you.
Post-Setup Essentials (for all clients)
After your account setup is complete, make sure you’ve:
Video guides are available in the PayFit Academy.
Ensure journals are configured before your live or parallel run to avoid errors.
HMRC Credentials:
If you do not have a PAYE in place yet, are still arranging access to the Government Gateway, or you have incorrect credentials you can still run payroll with PayFit — we can submit your filings retrospectively.
⚠️ Important: If you are already submitting to HMRC, delays in setting this up for your first payroll could result in additional charges from HMRC. We therefore recommend prioritising this task to avoid any complications. What to check if PayFit are unable to make your submissions.
✅ Quick Onboarding Checklist
Account Setup
Create & log in to your PayFit account
Complete all company setup fields in ‘input onboarding information’
Entered in your HMRC Credentials and information
Add Employees
Fewer than 25 employees
Add employees manually
Include static & YTD data
25 or more employees
Complete Excel Data Sheet
Upload to your PayFit Setup folder
Raise a ticket to confirm upload
Post-Setup Essentials
Give PayFit HMRC access
Give PayFit pension scheme access
Configure payroll journals
Extra Tips
✨ Keep the academy bookmarked, it is available anytime.
🔍 Double-check YTD and personal data before uploading.
⚙️ Make sure journals are finalised before your first live payroll at the latest.