Payroll accounting without month-end stress
We handle your monthly wage and salary accounting and the complete reporting process for small teams – with one fixed point of contact who knows your business.
The assignment
Payroll keeps running, even when everything else does too
With five, ten or twenty employees, payroll is no longer a side task: every month brings sick days, overtime, allowances and reporting deadlines that won't wait. We handle this process in full, report electronically to health insurers and the tax office, and have the reports ready before you even ask. You always reach the same person at the firm – no need to explain how your business records hours each time.
Scope of services
From payroll to certificates
We don't just calculate your wages and salaries – we also handle everything that follows from them, from contribution statements to certificates for the parental allowance office.
- Monthly wage and salary statements with payroll journal, posting document and payslip for each employee
- Registrations and deregistrations with health insurers, plus interruption, change and annual reports
- Contribution statements for all participating health insurers as well as accident insurance reports
- Wage tax filing with the tax office and reconciliation of payroll accounts at year-end
- Certificates for sick pay, parental allowance, the employment agency, authorities and banks
- Support during wage tax field audits and audits by the German pension insurance (Deutsche Rentenversicherung)
Monthly rhythm
Every month follows the same track
We agree with you on a fixed date each month by which hours and changes are sent to us – after that, everything runs through without further queries on your end.
- 1
Report hours and changes
You send us working hours, sick days and vacation days, new hires, departures and changes to pay or tax class – via upload, spreadsheet or form, however it's already recorded in your business.
- 2
Prepare and review payroll
We calculate the payroll, check allowances, flat rates, benefits in kind and wage garnishments, and get in touch with a specific question if something doesn't add up – rather than a list of errors.
- 3
Provide reports
You receive the payroll journal, posting document, payment list and payslips for your team – available digitally, so transfers can go out on time.
- 4
Submit reports
Contribution statements go to the health insurers, the wage tax filing to the tax office, registrations and deregistrations into the reporting system – all electronically and on time.
One point of contact who knows your team
Whoever calculates your payroll knows how hours are recorded in your business and which allowances come up regularly. We clarify questions in conversation – Monday to Thursday from 8:30 am to 5:00 pm, Fridays until 1:00 pm.
Get to know the firmDeadlines
The monthly rhythm of payroll
Payroll is deadline-driven work: contribution statements for health insurers and the wage tax filing with the tax office have fixed statutory deadlines that cannot be moved.
To keep things from getting tight, we follow the same process every month. This means you know early on when your timesheets need to reach us and when payments will leave your account.
- 1
By the 5th of the month: your submissions
You submit hours, allowances, sick notes, holiday, starters and leavers, as well as changes to tax class or health insurance. You don't need to report recurring fixed salaries again – we carry them forward.
- 2
Recording and queries
We record the variable data and clarify open points directly with you: implausible hours, missing certificates of incapacity for work, mini-jobbers close to the earnings threshold, or wage garnishments.
- 3
Trial run and approval
You receive a preview of gross wages and employer costs. We only finalise the payroll after your approval. Corrections at this stage don't require a second run.
- 4
Submissions to health funds and tax office
Contribution statements go to the health insurance funds on time, and the payroll tax return to the tax office. Contribution and tax payments are set in advance for you, with date and amount.
- 5
Documents for the company and employees
The payroll journal, posting document for financial accounting and payment list go to you, while the payslips go to your employees – on paper or in a digital employee mailbox.
- 6
Year-end changeover
Payroll tax certificates, social security notifications, the wage report for the trade association and the new contribution rates are processed at the start of the year.
In practice
Common special cases in business
Most questions in payroll accounting aren't about the normal monthly wage, but about exceptions. We deal with these cases regularly for self-employed individuals, trade businesses and small companies – here's how we approach them.
Mini-job and earnings threshold
For short-term or marginally employed staff, we continuously check whether the monthly earnings threshold is being met. Overtime in summer can otherwise make a job subject to social security contributions. We get in touch before the threshold is exceeded and work through the alternatives with you.
Illness and continued pay
We track the six-week period for continued pay per employee, then prepare the documents for sickness benefit and, if you participate in the allocation scheme, apply for reimbursement of your costs from the health insurance fund.
Construction payroll and allowances
We calculate night, Sunday and public holiday allowances, per diems, travel costs and mileage allowance according to your pay scale or employment contracts, and treat tax-free portions separately from taxable pay.
Starters and leavers
Social security registration, retrieval of electronic payroll tax details, personnel master record and, on leaving, deregistration, holiday pay settlement and the certificate of employment for the employment agency – all in a single process.
Company cars and benefits in kind
Private use of a company car, fuel cards, company bikes or benefit vouchers affect payroll tax and contributions. We work through the options and record the non-cash benefit correctly.
Pension insurance audits
For company audits, we provide the evaluations, answer auditors' questions and support you with any additional claims. The data is stored in our payroll system in an audit-proof manner.
Framework
Working together and effort
The fee for payroll accounting is based on the Tax Advisor Remuneration Ordinance and depends on how much work each payroll run involves.
In the initial consultation, we take a look at your business and give you a comprehensible estimate before you decide. These points have the greatest influence on the amount of work involved.
What determines the amount of work
- Number of employees to be paid and how often they change
- Fixed salaries or hourly wages that vary monthly
- Collective agreement coverage, construction payroll, allowances and per diems
- Benefits in kind, company pension schemes, wage garnishments
- Form of your data submission: file from time tracking or paper slips
- Additional work such as certificates, audit support, annual reports
What you provide
- Employment contracts and any amendments, once at the start
- Tax ID number and social security number for each employee
- Health insurance membership certificate
- Monthly hours, holiday, sick days, special payments
- Company number of the trade association (Berufsgenossenschaft)
- One contact person at your company for queries
Ready for payroll accounting without any pitfalls?
We'll clarify your documents and processes in a personal conversation.