Payroll and HR administration outsourcing in Ukraine
Payroll in Ukraine, handled correctly.
We run payroll, HR documentation and statutory reporting for employers operating in Ukraine. Our own software, our own developers, and a written record you can put in front of an inspector.
A first conversation takes about an hour. No obligation, and nothing switches over until you decide.
Illustrative view of a month close. Not client data.
years running Ukrainian payroll
employees administered every month
failed inspections across the full history
What you can rely on
We carry the consequence
If a payroll inspection results in a penalty, we pay it. That is a clause in our contract, not a statement of intent.
Built for international employers
German owned, German managed, operating in Ukraine since 2008. Reporting in English or Ukrainian, in the format your group finance team already uses.
Checked before the month closes
Thresholds and documents are validated on the way in, not corrected after an auditor or an inspector has found them.
Confidential by default
We do not name our clients in any document that leaves our hands. If we named them to you, we would name you to the next company we met.
The whole payroll function, or the part you cannot staff
Monthly payroll accounting
Gross to net, ЄСВ, ПДФО and the military levy, payslips, bank files, and every statutory report filed on time and in your name.
Кадрове діловодство
Orders, штатний розпис, personnel files, leave and sick records, hiring and dismissal paperwork, kept in the state that an inspection expects to find.
Бронювання support
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.
ФОП and ЦПХ administration
Contracts, payments and documentation handled so that a contractor relationship stays a contractor relationship when somebody looks at it closely.
Moving off restricted software
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.
Every provider says they are accurate. One of them pays when they are not.
If an inspection finds a payroll penalty, we pay it
Concealed employment currently costs ten minimum wages per person, around UAH 86,470 at the 2026 rate, before the back taxes and the surcharge on top. Most outsourcing contracts leave that entirely with you and promise care instead.
Ours does not. Where a penalty results from work we performed, the contract makes it ours to pay. It has been in our terms for years. It is the reason we check on the way in rather than reconcile afterwards, and it is the shortest honest answer to why our process looks the way it does.
The engine refuses what the law refuses
Statutory limits are built into the calculation rather than left to a checklist. An entry that breaks one does not quietly pass through and surface a quarter later. It stops and it gets a name.
You hear about a threshold before you cross it
Reservation salaries, leave balances, contract expiries, permit dates and average earnings are monitored continuously. You are told while there is still a month left to act, which is the only point at which the information is worth anything.
Employees, ЦПХ and ФОП in the same view
Most companies keep these in three separate places, which is exactly how a contractor quietly starts looking like an employee. We hold them as one record, so the pattern that an inspector would notice is visible to you first.
Built by us in 2010, and still ours
APEX Cache was written by our own developers on InterSystems Caché. It carries no lineage from any product now on the restricted register, and when the law changes we change the engine ourselves rather than wait for a vendor release.
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 register of restricted software is real. It was created by Cabinet of Ministers Resolution 1335 of 22 October 2025, and the State Service for Special Communications published the first list 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 register, failed its first reading on 30 June 2026, roughly thirty votes short. So today the register 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.
Request an assessment
APEX AV LLC
A German-owned Ukrainian company, operating in Ukraine since 2008 and running payroll on software we built ourselves in 2010. UkrPayroll is our payroll and HR administration service, not a separate firm, so the entity you contract with is the entity that does the work.
The register of restricted software is real and was published on 6 January 2026. The law that would have attached penalties to it, draft law 13505, failed its first reading on 30 June 2026.
We give you both halves of that, every time. Anyone selling you a migration on fear alone is leaving one of them out.