The problem
Taking over a payroll means chasing the old provider's reports, year-to-date figures, P45s, PAYE references and pension scheme details, usually over a dozen emails. If you take on 4 new clients a month and collecting everything takes 2 hours each, that's 8 hours a month, with the first pay date getting closer.
What the AI does
Content Snare lets you build a takeover request listing every document and answer you need. The client gets a link to a simple portal and uploads files against each item, and automatic email reminders chase anything missing. You approve each item or send it back with a note. One template covers every takeover, so nothing gets forgotten.
A worked example
A payroll bureau in Lincoln takes on about 4 new clients a month. Each gets a Content Snare takeover request on the Basic plan, and a payroll manager checks every item before setting the client up in the payroll software.
Before
2 hours of emails and calls to collect each of 4 takeovers: 8 hours a month
After
About 45 minutes to send, review and approve each: 3 hours a month
What it's worth
About $200£150€179A$288C$282 a month in staff time, against $35£26€31A$50C$49 to $43£32€38A$61C$60 for Content Snare. That is 75 minutes saved on each of 4 takeovers, 300 minutes or 5 hours, at an assumed $40£30€36A$58C$56 an hour. Basic is $35 (about $35£26€31A$50C$49) a month billed annually or $42 (about $43£32€38A$61C$60) monthly, for 2 users and 20 active requests.
How to set it up
- Write your takeover checklist: previous payroll reports, year-to-date figures, P45s, PAYE and Accounts Office references, pension scheme details and pay dates.
- Build it as a Content Snare template, with an upload area for each document.
- Record the first pay date and RTI dates in your payroll system and diary first, with a colleague checking them.
- Send the request when the client signs up and check the reminder settings before it goes.
- Approve each item only after checking it, and keep the approved files in the client's payroll records.
What goes wrong
- Employee data in the uploads is personal data, and you act as a processor for the client. Content Snare states ISO 27001 certification but its page doesn't say where data is stored; ask, and update your data processing agreement.
- Reminders chase uploads, not accuracy. Year-to-date figures still need reconciling to the previous provider's reports.
- Pay dates don't wait for missing documents. Phone the client if something is still missing a week before the first run.
- Prices are in US dollars, so the sterling cost moves with the exchange rate.