Payroll and Compliance in One System for UK Home Care
A payroll platform for UK home care agencies — PAYE, National Insurance and NEST pensions calculated from approved timesheets, with HMRC RTI submission and CQC, DBS and Right to Work compliance tracked in the same place.
Visit the live siteThe Challenge
A UK home care agency runs two systems that have to agree and usually do not. Payroll must file a Real Time Information submission to HMRC every pay period, calculated from carer timesheets. Separately, the agency must satisfy CQC inspection, keep every DBS check current and re-verify Right to Work. Run those apart and the failures are expensive in both directions: an RTI submission filed on unapproved timesheets, or a carer rostered onto visits after their DBS has quietly expired.
Our Approach
We built it as one system on the premise that compliance is not a report you produce afterwards — it is a gate on payroll. Timesheets must be approved before RTI can be submitted, so the filing can never run ahead of the hours. Expiry dates are watched rather than stored, so the platform raises a DBS renewal before it lapses instead of recording that it did.
What We Built
Carers clock in, timesheets go for approval, and approved hours flow into a payroll run that calculates gross pay, PAYE, employee and employer National Insurance, and NEST auto-enrolment contributions, then files the Full Payment Submission to HMRC. Alongside it the platform tracks CQC rating and inspection window, DBS expiry against the Update Service, Right to Work re-verification, National Living Wage compliance and tax-code mismatches against HMRC records — surfacing each as a dated action on the dashboard rather than a buried field.
See It Running
Recorded from the live product — not a prototype.
What's Inside
- Weekly HMRC RTI Full Payment Submission with deadline tracking
- PAYE, employee and employer NI calculated per worker
- NEST auto-enrolment at 5% employee / 3% employer
- Timesheet approval gates the payroll run — RTI cannot outrun the hours
- DBS expiry alerts tied to the DBS Update Service
- Right to Work re-verification with BRP and Share Code
- CQC rating and inspection-window tracking
- National Living Wage compliance checked against current rates
- Tax-code mismatches flagged against HMRC records
- Built to UK GDPR with ICO registration and UK-only data
The Outcome
Built With
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