Payroll that is checked before it is filed, not after
Most payroll is reconciled after it is filed
The standard model is to calculate, file, and then find the errors during the next cycle or at year end. It works, in the sense that the numbers are eventually right. What it does not do is stop a wrong figure reaching a statutory return with your company name on it.
We work the other way round: the checks sit at the front of the process, before the month closes. A correction after filing costs you money and credibility. A check before the close costs us time, which is where that cost belongs.
The whole monthly cycle, in your name
Gross to net, every element
Salaries, hourly and shift patterns, night and hazard premiums, bonuses, overtime, indexation and average earnings under CMU Resolution 100, sick pay and every category of leave.
Social contributions and taxes
Unified social contribution (ЄСВ), personal income tax (ПДФО) and the military levy, calculated, reported and reconciled to the payment. Including the treatment of employees who join or leave mid-month, where most manual errors originate.
Every statutory return, on time
The unified return with all its annexes, including 4ДФ, filed monthly, plus 1ПВ statistics and electronic sick leave certificates (ЄРЛН), all under your company name rather than ours.
Bank files and payslips
Payment files in your bank’s format (ten banks connected directly), individual payslips in Ukrainian or English, and the reconciliation between what was calculated and what actually left the account.
A month you can hand to an inspector
Every document and every calculation retained for the duration of the engagement, so an inspection is answered from the record rather than from memory.
Deviation notices before the close
Anything that breaks a threshold or a rule is raised in writing, dated, before the payment run.
The exposure is not the correction, it is the finding
Ten minimum wages, thirty on repeat
UAH 86,470 for each unregistered person at the 2026 rate, and UAH 259,410 if the same violation recurs within two years. It attaches to admitting someone to work without a contract, to registering them part time while they work full time, and to paying wages without ЄСВ, before the back contributions and tax at 45% combined (Labour Code, Art. 265). See also contractor administration.
Fines plus interest, and a record
Individually smaller, but they establish a pattern. An inspector who finds one late return looks harder at everything else, and a history of them makes every subsequent conversation more difficult.
The employee becomes mobilisable
If the qualifying salary is missed in any single month of a reporting quarter, the reservation for that person can fall away. That is not a fine, it is losing the person. How reservation support works.
Questions we get about payroll specifically
Do we have to give up our accountant?
Usually not, and usually you should not. 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. Others 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.
Can you work with our existing finance system?
Yes. The usual arrangement is that your ERP stays the system of record for finance, we run the payroll calculation, and the results post back in the structure your group chart of accounts expects.
This is common where a group has standardised on SAP and then found that running Ukrainian payroll inside it is either not feasible or not worth what it costs to configure and maintain.
What if an inspection finds a penalty?
If the penalty comes from work we did, our contract makes it ours to pay. It has been a standard term for years, not a promotional offer.
Covered: penalties, arrears, interest and surcharges imposed on you where they arise from our calculation, our filing or our deadline. We also refund our fee for the affected period.
Not covered: wrong data you gave us, written advice from us that was not acted on, and how you choose to engage contractors, which is your decision rather than our work.
Contractor reclassification: if it results from our work, it is covered. If it results from how you chose to structure the engagement against our written advice, it is not.
Cap: the greater of twelve months of fees or EUR 25,000, in aggregate per contract year. The fee refund sits outside the cap.
We go through the clause with you at the first meeting, before any pricing conversation. If a provider says they cover everything with no conditions, ask to read their clause.
How long does it take to move across?
For a typical company the first correct month lands 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 once we have seen the data, not before.
Nothing breaks, because we do not switch you over. The first month runs in parallel: your existing system produces its result, we produce ours, and the two are reconciled line by line before anything is filed.
Moving off 1C or BAS at the same time? See 1C/BAS replacement.
Start with ten minutes on your own
Run the payroll risk self-check: fifteen questions, a risk level for each area and the three things to fix first. Nothing you enter leaves your browser. If you then want to talk, book thirty minutes and we explain how your first month with us would run.
