Outsource
Outsource your payroll processing
If you don’t have a payroll accountant, or don’t wish to hire one, you can outsource your payroll processing to me. This way you get my payroll expertise and experience to ensure your payroll calculations are correct and your payroll is done on time.
All you have to do is send me your payroll changes each month and I’ll calculate your payroll, email out payslips, and send you all your payroll reports.
The process works like this
- You send me your payroll changes for the month, in my standard Excel template, by the cut-off date (the 22nd of the month, or another date we agree when you start):
- Employee changes: arrivals and departures
- Changes to salaries, and deductions
- I send you back the updated payroll for your verification:
- A variance report showing changes between the current and previous months
- An Excel sheet with the full payroll (Payslips Crosstab report)
You confirm the figures before payslips are released.
- I send you your payments reports:
- For the bank: Net Cash Excel sheet with staff bank accounts
- For employees: Payslips sent via email
- I send you your other payroll reports (by products):
- Statutory reports — PAYE, NSSF, SHIF, Housing Levy, HELB, NITA
- Statutory returns sheets (for upload) — PAYE, NSSF, SHIF, Housing Levy, HELB, NITA
- External reports — SACCO, pension, insurance, etc.
- Internal reports — payroll summary, payroll details (by department if required)
Turnaround: within 3 working days of receiving your complete data. P9 forms are provided at year end.
Upload of statutories (optional)
- I upload statutory returns to the portals — PAYE, NSSF, SHIF, Housing Levy, HELB, NITA
- I email your eSlips for you to process payments
Payroll processing fee
Based on the number of employees on your payroll. Introductory rates for new clients, fixed for your first 12 months.
- 1 to 10 employees: Kshs. 5,000 + VAT per month
- 11 to 20 employees: Kshs. 7,500 + VAT per month
- 21 to 50 employees: Kshs. 10,000 + VAT per month
- 51 to 75 employees: Kshs. 15,000 + VAT per month
- 76 to 100 employees: Kshs. 20,000 + VAT per month
- 101 to 200 employees: Kshs. 25,000 + VAT per month
- Every additional 100 employees: Kshs. 5,000 + VAT per month
Rates are reviewed once a year.
What the fee includes
- One monthly payroll run from your standard Excel template
- Payslips emailed to your employees
- Variance report, full payroll sheet and bank (net pay) sheet
- Statutory reports and returns sheets ready for upload
- One SACCO, pension or insurance report
- One round of corrections if you spot an error in the data you supplied
- P9 forms at year end
Optional extras
- Upload of statutories: Kshs. 2,500 + VAT per month (up to 50 employees); Kshs. 5,000 + VAT per month (51 employees and above)
- Additional SACCO, pension or insurance reports: Kshs. 1,000 + VAT per month each
- Extra or off-cycle payroll runs (e.g. weekly casuals, bonuses): Kshs. 2,500 + VAT per run
- Setup and onboarding (loading employees, opening balances and year-to-date figures): Kshs. 5,000 + VAT, one-off
Final dues calculations, back-pay corrections and statutory queries are quoted before work starts. Data received after the cut-off date is processed in the next cycle, or urgently at a fee agreed in advance.
How we work together
- A short service agreement covering notice period, confidentiality and protection of your employees’ personal data
- Your payroll history stays in one place, so month-to-month and year-end figures always agree
- Accuracy depends on the data you supply, so you verify the variance report before payslips are released