From your first Ukrainian hire to the monthly close
Payroll errors are not made in payroll
They are made upstream. An order typed from a decision nobody wrote down. A timesheet that does not match the shift pattern. A salary change agreed in a meeting and never sent on. Payroll is simply the place where all of it finally surfaces, usually with a filing deadline attached.
That has a consequence people rarely price in. If you outsource payroll alone, you are paying a provider to find your own HR department’s mistakes and then wait while your HR department fixes them. The catching works. The waiting is where the month goes.
HR administration and payroll on one chain
Orders originate in the same process that consumes them, so nothing is handed over and nothing arrives wrong. There is no correction loop because there is no handover to correct. This is how our smaller clients run, and it is why their months close without drama.
Payroll only, with your HR staying in-house
Entirely workable, and sometimes the only option. But be clear about what it is: we check what arrives, raise what is wrong, and wait for your team to resolve it. If your HR records are clean it costs nothing. If they are not, you will see it in the deviation notices.
Becoming an employer in Ukraine
Setting the company up as an employer
We work alongside whoever is handling the incorporation and take responsibility for the employment side of it: registrations, the documents an employer must hold before the first hire, the decisions that are cheap now and expensive to unpick later. Contract drafting and legal opinions come from a qualified lawyer we bring in with you, not from us.
Sole proprietor (ФОП) management
If you are working with Ukrainian contractors before you have a company here, we administer the sole proprietor (ФОП) relationship end to end: reviewing the costs, calculating the invoice so the net reaches what was agreed after bank charges and tax, invoicing in English and Ukrainian, keeping the contract and annexes current, and dealing with the bank when financial monitoring asks questions rather than after the account is frozen.
The documents an inspection expects to already exist
A one-off engagement that puts the employment foundation in place, so that everything afterwards is maintenance rather than reconstruction. It is the same set of documents an inspector asks for first, and the same set that is very hard to produce retrospectively with credible dates on it.
- Employment contract templates fit for Ukrainian law
- The staffing schedule (штатний розпис)
- Internal labour regulations
- Job descriptions and grading structure
- Personnel file structure and retention rules
- Order templates for the full employment lifecycle
- Leave policy and entitlement rules
- Timekeeping and shift documentation
- Employee data handling, for the parent’s requirements as well as Ukraine’s
- Military registration obligations from day one
The function, month after month
Monthly payroll accounting
Gross to net, unified social contribution (ЄСВ), personal income tax (ПДФО) and the military levy, indexation and average earnings under Resolution 100, payslips, bank files, and every statutory return filed on time and in your name.
Personnel records and orders (кадрове діловодство)
Hiring, transfers, dismissals, leave and sick records, the staffing schedule (штатний розпис) and the orders behind each of them, kept in the state an inspection expects to find rather than assembled afterwards.
Reservation from mobilisation (бронювання)
The qualifying salary tested in every month of the reporting quarter rather than on the quarterly average, plus quota limits, Reserv ID status and expiry dates. The threshold has been UAH 25,941 since 1 September 2026, and we tell you who falls below it before the month closes.
Sole proprietors (ФОП) and civil contracts (ЦПХ)
Contracts, payments and documentation handled so a contractor relationship still looks like one when somebody examines it closely. Held in the same register as your employees, because that is the only way the pattern an inspector would notice is visible to you first.
Gig contracts and Diia City payroll
The Diia City regime has its own tax treatment, its own contract form and its own reporting, and it sits alongside ordinary employment rather than replacing it. We run both in one system so the comparison between them is a calculation rather than an argument.
Reporting your parent can read
Cost centre breakdowns, accruals and provisions in the layout your head office already uses, in English or German, consolidated across every legal entity, and delivered on your group closing calendar rather than ours.
Nothing switches over until you have seen it agree
Taking payroll out of your migration project
If your accounting still sits on 1C or a BAS product you have a replacement project ahead of you whatever you decide about us. Payroll is the hardest part of it and the only part carrying statutory exposure. We take that piece out of the project entirely, which shortens it and frees the people who know your data to work on the rest.
Taking over from your current bureau
We extract what exists, reconcile it against what was actually filed, and tell you what we found before anything moves. If the previous provider left problems behind, you will hear about them from us in writing rather than from an inspector.
One month, calculated twice
Your existing system produces its result and 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. For a typical company the first correct month lands six to eight weeks after we get the data.
In more detail
Payroll that is checked before it is filed
The full monthly cycle, the statutory returns, and what the exposure actually is when it goes wrong.
Reservation, calculated rather than tracked
The salary floor has been UAH 25,941 since 1 September 2026. Who falls below it, and what happens if they do.
Contractor arrangements that survive examination
Why reclassification happens gradually, what it costs per person, and how one register makes the drift visible.
Move payroll first
Why APEX Cache fills the gaps in 1C and BAS, and how leaving payroll out makes your replacement project faster and cheaper.
We do not quote from a price list, and there is a reason
What this costs depends on things we have not seen yet: how many entities you carry, how many contractors sit alongside the employees, how clean the personnel files are, and whether we are running the whole function or half of it. After the call you get a fixed monthly figure rather than a range.
Contractor management is the exception. There the work is the same for every sole proprietor (ФОП) on the account, so the fee is published per head on the contractor management page.
