Payroll and HR administration outsourcing in Ukraine
Payroll in Ukraine, handled correctly.
Thirty minutes, no obligation, and nothing switches over until you decide.
Illustrative view of a month close. Not client data.
Who we work for
Small and mid-size employers in Ukraine
Labour and tax rules change many times a year. You want payroll and HR that stay correct, without hiring more people.
- New rules are in our software before they apply
- Orders and personnel files kept the way an inspector expects
- A fine caused by our mistake is ours to pay
Foreign owners and their companies in Ukraine
Your head office wants compliance, clear numbers and no surprises from Ukraine.
- Reports in English or German, in your group’s format
- A full record behind every payment
- Data sent straight into your accounting system
Foreign companies that hire Ukrainian contractors (ФОП)
You pay Ukrainian contractors from abroad. You need them to stay compliant, and your business to stay protected.
- Each contractor’s registration, tax group and filings checked
- Contracts that cover confidentiality, ownership of their work, and telling you about conflicts of interest
- Set up so they stay independent contractors, not hidden employees
And if one ever does, the contract makes the penalty ours to pay, not yours.
We carry the consequence
A penalty from a payroll inspection is ours to pay. That is a clause, not a statement of intent.
Built for international employers
German owned and managed, in Ukraine since 2008. Reporting in the format your group already uses.
Checked before the month closes
Validated on the way in, not corrected after an auditor or an inspector has found it.
Confidential by default
We name no client in anything that leaves our hands. If we named them to you, we would name you next.
What makes APEX AV different
What comes in
- HR orders and primary documents
- Your HR management system
- Your time-tracking system
- Changes you send us
Compliance firewall
Every document and order is checked against the rules. A wrong one stops here, with the reason.
APEX Cache
Our own software, on InterSystems technology from the USA. Our own developers update it.
- Payroll budgets
- Test runs before the real payroll
- Reports in several languages
What goes out
- Salary files for your banks’ client-bank systems
- Tax reports for M.E.Doc
- Postings for your accounting system
Every month, every document and every calculation is kept. The record is there when an auditor asks about costs from years ago, or when you need to defend a claim.
How your payroll data moves through APEX Cache.
Our own payroll software, built on InterSystems technology
APEX Cache runs on technology from InterSystems, a US company. It is ours, so when a law or a form changes, our developers update it quickly and at low cost. You never wait for a vendor.
Adjusted to the way you work
Reports in several languages, links to your HR and time-tracking systems, payroll budgets, and test runs before the real payroll. We add what you need.
Data goes where it needs to go
Salary files go to your banks’ client-bank systems. Tax reports go to M.E.Doc. Postings go to your accounting system. Nobody types the same numbers twice.
Your full history, kept safe
Every month’s data and documents stay in our archive. If there is a dispute, the record is there to defend you. If an auditor asks about costs years back, the answer is there too.
Mistakes are stopped before they cost you
Every primary document and HR order is checked against the rules before it reaches payroll. A wrong one does not go through. It comes back with the reason.
Employees, contractors and gig workers in one place
Employees, ФОП contractors, civil contracts (ЦПХ) and Diia City gig specialists sit in one system. Each group has its own workflow and its own reports, so nothing gets mixed up.
If an inspection finds a payroll penalty, we pay it
Indexation is the clearest case. Miss it and the State Labour Service treats it as a breach of the minimum state guarantees in pay: two minimum wages per employee, UAH 17,294 at the 2026 rate, charged per person rather than per incident. On a payroll of two hundred that is close to UAH 3.5 million, from one calculation rule nobody applied.
Most outsourcing contracts leave that with you and promise care instead. Ours does not. Where the penalty results from work we performed, the contract makes it ours to pay, on the terms set out here. It is the reason we check on the way in rather than reconcile afterwards.
- Covered
- Penalties, arrears, interest and surcharges imposed on you where they arise from our calculation, our filing or our deadline.
- Not covered
- Data you gave us that was wrong. Written advice from us that was not acted on. And how you choose to structure contractor engagement, which is your decision rather than our work.
- The fee as well
- We refund what you paid us for the affected period. That sits outside the cap.
- Capped at
- The greater of twelve months of fees or EUR 25,000, in aggregate per contract year.
Ask to read the clause at the first meeting, before any pricing conversation. It is the proof that matters.
The whole payroll function, or the part you cannot staff
Monthly payroll accounting
Gross to net, unified social contribution (ЄСВ), personal income tax (ПДФО) and the military levy, payslips, bank files, and every statutory report filed on time and in your name.
Personnel records and orders (кадрове діловодство)
Orders, the staffing schedule (штатний розпис), personnel files, leave and sick records, hiring and dismissal paperwork, kept in the state that an inspection expects to find.
Reservation from mobilisation (бронювання)
We track the qualifying salary threshold in every month of the reporting quarter, not just the average, and flag a break before it costs you the reservation.
Private entrepreneurs and civil contracts (ФОП, ЦПХ)
Contracts, payments and documentation handled so that a contractor relationship stays a contractor relationship when somebody looks at it closely.
Moving off 1C and BAS
If your payroll still sits on 1C or a BAS product, we take the data out, reconcile it against your filed reports, and run the first month in parallel.
Reporting your parent can read
Cost centre breakdowns, accruals and provisions in the layout your head office already uses, in English, on your closing calendar rather than ours.
How a month actually closes
You send what changed
New starters, leavers, absences, bonuses, hours. By email in whatever form suits you, or straight from your own system. We do not ask you to learn our software.
The engine checks it
Every entry is tested against the rules that apply this month: minimum wage, reservation thresholds, leave entitlement, average earnings, document completeness.
You approve the run
You receive the register, the cost breakdown and a short list of anything that needs a decision. Nothing is paid or filed until you have signed it off.
We file and stand behind it
Bank file, payslips, statutory reports. The month is archived with every document and every calculation retained, so an inspection can be answered from the record.
We will not show you another company’s name
You will meet providers who open with a client list. It is the easiest slide in the deck and it is worth asking what it costs the companies on it.
We hold salary data, personnel files and contract terms for our clients. A firm that treats one client’s identity as a marketing asset will treat yours the same way. So we do not name clients, we do not confirm or deny whether a company is one, and that rule does not have an exception for a promising prospect.
It is a fair question all the same, and here is what we put in place of a name.
- A run on your own numbersSend us one recent month. We process it in parallel and show you what our engine produces beside what you produced, line by line.
- A written finding, before you commitWe review your current payroll and personnel records and give you the exposure we found in writing, whether or not you go on to appoint us.
- The clause itselfRead the penalty provision in our standard contract at the first meeting. It is the proof that matters, and it does not depend on trusting a testimonial.
- A reference, if a client consents in writingSome clients will speak to a prospect. We ask them first, in writing, every time. We never volunteer them.
The questions we are actually asked
Our payroll runs on 1C. Is that now illegal?
Two facts belong together here, and you should be careful of anyone who gives you only one of them.
The List of software and network equipment banned from use is real. It was created by Cabinet of Ministers Resolution 1335 of 22 October 2025, and the State Service for Special Communications published its first version on 6 January 2026. The 1C line, the BAS products and UA-Бюджет are on it.
The enforcement law is not in place. Draft law 13505, which would have attached sanctions to the list, failed its first reading on 30 June 2026, roughly thirty votes short. So today the list carries reputational and procurement consequences rather than a direct fine.
What that means in practice: you are not committing an offence this month, and you are also relying on a parliamentary result going the same way twice. Most companies that have moved did so because a bank, an auditor, a Prozorro tender or a foreign parent asked the question, not because an inspector did.
What happens to our payroll accountant?
Usually they stay and stop doing payroll. In most companies the payroll person is also the only one who understands the personnel records, the union agreement and the local exceptions, and that knowledge is worth more than the keystrokes.
Some clients keep them as the internal owner of the relationship with us. Some move them to controlling or HR work that was never getting done. We do not require a redundancy and we will not advise you on one.
What exactly does the penalty guarantee cover?
Where a penalty arises from work we performed, the contract makes it ours to pay. It has been a standard term for years rather than a promotional offer.
It is not unlimited and no honest provider would claim otherwise. The scope, the conditions and what sits outside it are written into the contract, and we go through that clause with you at the first meeting rather than at signature. If a provider tells you they cover everything with no conditions at all, ask to read the clause.
How long does a migration take, and what breaks?
For a typical company the first correct month runs about six to eight weeks after we get access to the data. Larger or messier estates take longer, and we tell you which one you are after the review rather than before it.
Nothing breaks, because we do not switch you over. We run the first month in parallel: your existing system produces its result, we produce ours, and the two are reconciled line by line before anything is filed. You approve the switch after you have seen them agree, not before.
We use SAP. Can you work with it?
Yes, and it is a common situation. A group standardises on SAP, then finds that running Ukrainian payroll inside it is either not feasible or not worth what it costs to configure and maintain.
The usual arrangement is that SAP stays the system of record for finance and HR, we run the payroll calculation, and the results post back in the structure your group chart of accounts expects. Your head office sees SAP. Nobody has to explain a Ukrainian exception to it.
Who can see our salary data?
A named team, and no one else. Access is per client rather than per company, so our staff working on another client cannot open your records.
We also hold a recruitment capability, which we do not market and which is kept structurally separate. Recruitment staff have no access to payroll or HR administration data, the systems share no connection in either direction, and our contract commits us not to approach or place your employees during the engagement or for twelve months after it ends. You can ask for that in writing, and you should ask any provider who does both the same question.
What does it cost?
A monthly fee based on headcount and on how much of the function you hand over, with the migration quoted separately and fixed before it starts.
We will not put a price on this page, because the number depends on things we have not seen yet: how many contractors you carry, how many sites, how clean the personnel files are, and whether we are running payroll alone or the HR administration with it. After the review you get a fixed monthly figure, not a range.
Where does the work actually happen?
In Ukraine, by our own staff, on software we wrote and maintain. Nothing is subcontracted to another payroll bureau, and the company behind this service is APEX AV LLC, a German-owned Ukrainian entity operating here since 2008.
That matters for a reason beyond preference: when the rules change, we change the engine ourselves. We are not waiting for a vendor in another country to decide that a Ukrainian legislative amendment justifies a release.
Find out what your payroll is currently exposed to
- 01A short call to understand your headcount, your sites and what you run today.
- 02We review a sample of your payroll and personnel records under a signed NDA.
- 03You receive a written finding: what is exposed, what it would cost if found, what to fix first.
- 04If you want us to run it, you get a fixed monthly figure. If not, the finding is yours to keep.
Your data is reviewed by a named team under NDA and returned or deleted at your request. We do not name you as a client, before or after you become one.
Times shown in your own timezone. A meeting link arrives by email as soon as you book.
