Starting point in the staffing back office
Back-office processes in staff leasing are usually spread across several specialised systems: a CRM for client data, templates for quotes, a time-tracking solution, payroll software, an accounts-receivable module in the accounting system, and separate reports for margin and reporting. Every data handover between these systems is a potential point of error, every change requires manual follow-up, and the actual profitability of an assignment often only becomes visible at year-end.
payrollnow is designed as a staffing platform in which quotes, contracts, assignments, time tracking, payroll engine, accounting, bank reconciliation, dunning and profitability analysis all run in a single data model. Every figure is traceable back to its source. Every change — illness, a new period, contract end — automatically triggers the associated follow-up tasks. Back-office effort therefore scales far more slowly than the operational business.
The end-to-end workflow: 12 steps, one tool
From the first price calculation for a new client to the salary statement at year-end — everything in one platform, in one data model. The steps marked in grey are handled fully automatically by the payroll engine as soon as time is recorded.
What also runs outside the timeline, because it is event-driven: changes via self-service (address, bank, marital status directly from the employee), an offboarding message including a note on continued accident insurance (Abredeversicherung) and pension fund, and automatic salary-statement aggregation at year-end — in multi-assignment situations, one salary statement per employee aggregated across all assignments.
What sets payrollnow apart
The platform is built consistently around events: you report an occurrence, the system creates the necessary tasks, checks plausibility and guides you through every follow-up step. Five core points that concretely change day-to-day operations:
Event-based task control.
You report an occurrence, the system creates the necessary follow-up tasks: new employee → onboarding task. Period due → billing task. Payment open → dunning task.
From salary calculator to digital quote in one flow.
The salary calculator serves as the basis of the quote: gross, net and employer costs incl. GAV-PV are calculated and transferred into a digital quote with one click. The client confirms online via e-sign, and the system automatically creates the contract and onboarding tasks.
Profitability per assignment — with proportional cost allocation.
The margin is visible in the dashboard at any time: per contract, per employee, per client. In multi-assignment situations, personnel costs are allocated proportionally to the revenue share.
QR-bill, CAMT.053 bank reconciliation and three-stage dunning.
The complete accounts-receivable cycle in one platform — generate an invoice, send it, reconcile incoming payments and, if necessary, dun. Without manual interfaces between systems.
You record the time — the engine handles the monthly run.
Apart from time recording, the monthly run is largely automated: social insurance, withholding tax for all 26 cantons, GAV-PV surcharges, pay slip, payment file, EMA notifications and salary statements at year-end.
Employee app with self-service for changes.
Address, bank details, marital status, sick notes — employees maintain their own information directly in the app. Every change flows into the payroll engine without an intermediate step.
All functions in detail — organised by back-office area
The complete scope, so you can judge whether your current stack can hold up against it. None of this is an add-on — everything is part of the core platform from CHF 25 per employee/month.
The complete workflow in a 30-minute live demo.
We show the platform using concrete use cases: quote, time tracking, invoicing run, bank reconciliation and profitability cockpit — on a real system, with your processes.
Who benefits from switching
Growing staffing agencies
If your back-office effort currently grows linearly with your headcount, end-to-end automation noticeably relieves your payroll and receivables processes — from the first assignment into the three- and four-digit range.
ScalingEstablished agencies with a heterogeneous stack
If you work with several systems and calculate the margin via intermediate spreadsheets, payrollnow consolidates sales, payroll, receivables and reporting onto a shared data basis. Live profitability per assignment is included in the base scope.
ConsolidationNew staffing agencies with a fresh AVG licence
You are starting out in staff leasing and want to work with an end-to-end integrated platform from day one. Setup in 24 hours, payroll engine and compliance foundations already preconfigured.
GreenfieldThe platform is designed for the full spectrum from small to large staffing operations. For individual requirements — such as enterprise integrations or specific process adjustments — we discuss these directly as part of the demo.
Pricing: transparent, per employee and month
The pricing model is volume-based and designed without module surcharges. All the functions described in this article are part of the base scope, including cloud hosting in Switzerland, support and a Swissdec-compliant payroll engine.
The self-service platform is described from CHF 12 per employee/month on the platform page — for operations with in-house payroll expertise. Payroll outsourcing with our expert team is available at CHF 25 per employee/month. Switching between the models is possible at any time without data migration — login, history and configuration are retained.
Frequently asked questions from day-to-day staffing
We already work with an existing solution — is it worth switching?
That depends on your current pain point. If margin, the receivables cycle or quote processes currently run across separate systems or spreadsheets, consolidation pays off quickly. In the demo we show which of your current processes would concretely be replaced or integrated.
What happens to our historical data from the previous system?
We migrate wage history, employee master data, open invoices and ongoing contracts. Existing systems can remain in read access for the audit history. If needed, we accompany a backtest with a parallel run over several months, so that the new calculation is validated before the productive cut-over.
Are we GAV-PV compliant?
Yes. The payroll engine knows the GAV staff-leasing surcharges, minimum wages per assignment sector, equal-pay rules and automatic weekly-wage calculation. We update the tariffs automatically when the GAV changes — you don't have to configure anything.
What about withholding tax and cross-border workers?
Cantonal tariffs incl. special cases (weekly residents, cross-border workers DE/FR/IT/AT, single-parent households) are in the engine. You enter residence + marital status, and we calculate the correct tariff. DTA special rules (double-taxation agreements) are checked.
How does integration with our accounting work?
We offer bidirectional connections to the common Swiss accounting systems. Wage postings, receivables and incoming payments are synchronised without manual file transfer. Systems that are not supported as standard are connected during onboarding via open API interfaces.
Can we brand the employee app as well?
The employee app runs under the payrollnow brand. For enterprise setups (100+ employees) we support your own colour schemes and logos. Ask about it in the demo and we'll show you what's possible.
Where do the servers run, and what about data protection?
Servers in Zurich, FADP-compliant, no data transfer to the USA. Row-level security separates the data per client at the database level. Regular security audits, a documented incident-response process.
How quickly can we go live?
Standard setup within 24 hours of signing the contract. When migrating from an existing system, expect 1–3 weeks for data transfer, parallel run and cut-over. We accompany every step personally.
In 30 minutes, check whether payrollnow fits your processes.
We show you the platform using concrete use cases: create a quote, record time, generate an invoice, analyse the margin. Afterwards you have a solid basis for the further decision.