PayFit

What Is PayFit?

PayFit is a comprehensive system that combines payroll processing, people management, and employee administration in one platform. It helps businesses cover the employee lifecycle beyond payroll by including contracts, onboarding, leave and absence, expenses, performance reviews, and HR reporting. Additionally, employers can connect these activities to payroll data. For example, approved leave and employee information updates can connect to related processes instead of being maintained separately.

It also offers managed services that allow businesses to retain visibility over payroll while its service team handles much of the underlying administration. This makes it relevant to organizations looking to centralize payroll and wider HR processes without maintaining separate systems for each function.

What Is PayFit Best For?

The software is best known for its short, mobile-friendly engagement surveys built directly into the performance management module. These surveys let HR teams check in with employees regularly through brief, anonymous questionnaires designed to actually get filled out, rather than sitting unanswered in an inbox. This makes the feature particularly useful for growing businesses that want to catch disengagement early. Because the surveys sit inside the same platform as reviews, managers can easily access results and gain a fuller picture of team morale.

How Much Does PayFit Cost?

PayFit cost is estimated to range between £6 and £11/employee/month (on top of a £29–£119/month base fee depending on tier), according to industry benchmarks for similar UK-focused cloud payroll and HR software. Its plans can be customized to meet the unique requirements of different organizations.

In addition to the base subscription costs, organizations should account for the following potential expenses:

• Implementation And Onboarding Setup: £0–£2,000 ($0–$2,694) for SMBs (largely self-serve with guided video onboarding included); £2,000–£10,000 ($2,694–$13,470) for mid-market deployments requiring dedicated onboarding support or multi-entity setup
• Payroll And Employee Data Migration: £500–£3,000 ($674–$4,041), based on the volume of historic payslip records, number of legacy pay periods, and complexity of transferring existing HMRC payroll schemes
• Admin And Payroll Officer Training: £0–£1,500 ($0–$2,021), core training is bundled into the subscription via videos and live onboarding sessions; dedicated 1:1 training for larger admin teams is priced separately
• Accounting And HRIS/API Integrations: £0–£2,000 ($0–$2,694), depending on integration scope — native syncs with Xero, QuickBooks, NetSuite, and Sage are included at no extra cost, while custom API work for bespoke finance/HR stacks adds to this range
• Add-On Modules (Expense Management, Faster Payments, Legal Platform): £1–£3($1.35–$4.04)/employee/month/module, layered on top of the base per-employee rate

Disclaimer: Pricing references are based on publicly available third-party information and industry benchmarks. Actual costs may vary.

PayFit Integrations

PayFit supports integration with multiple systems and platforms, such as:

• Slack software
• Xero accounting solution
• QuickBooks
• Sage HR
• NetSuite

How Does PayFit Work?

Here's how you can get started with the software:

• Use your credentials to log in to the platform and access the main dashboard
• Configure employee records, payroll details, policies, and other relevant HR information
• Import existing employee data as part of the onboarding process
• Manage monthly payroll changes such as bonuses, overtime, deductions, leave, and new starters
• Review payroll calculations, payslips, reports, and variance information before approval
• Approve the completed payroll run after checking the relevant changes and information
• Submit payroll information through the supported HMRC and pension processes
• Manage ongoing HR activities such as leave, expenses, performance reviews, and employee records

Who Is PayFit For?

PayFit caters to businesses across various industries and sectors, such as:

• Technology
• Insurance
• Financial services
• Recruitment
• E-commerce
• Education

PayFit Use Cases

Based on our analysis of customer feedback and PayFit features, we have identified key scenarios where the software is a good fit for growing businesses:

Finance Teams Managing Payroll Reporting And Reconciliation

PayFit helps finance teams reduce manual work when processing payroll data, preparing reports, and reconciling payroll with accounting systems. Teams can use pre-built or custom reports to analyze salary breakdowns, pension contributions, and payroll variances. Payroll journals also sync with accounting platforms such as Xero and QuickBooks, making this use case particularly relevant for finance teams that need payroll data for forecasting, reconciliation, and financial reporting.

Payroll Teams Separating Overtime And Variable Earnings From Regular Pay

Organizations with employees who regularly receive overtime, commissions, bonuses, or other variable payments need payroll records that make these amounts easy to verify. PayFit allows payroll variables such as overtime and commissions to be added up to payday, with changes reflected on payslips. This gives employees and HR teams clearer visibility into how variable earnings contribute to each pay period.

Distributed Teams Planning Staff Availability Across Shared Calendars

Teams with employees working across different locations can use PayFit when managers need visibility into upcoming absences before approving additional leave. Its shared calendar enables admins to monitor when employees are away, while employees can check their remaining allowance and submit requests from desktop or mobile devices. This gives managers a centralized view for coordinating overlapping leave and planning team availability without maintaining separate spreadsheets or calendars. Reviewers appreciate its centralization of information that can be easily accessed.

Managers Running Recurring One-To-Ones And Annual Employee Reviews

Organizations that want managers to handle routine performance conversations within the same employee-management environment can use PayFit beyond payroll administration. The platform includes tools for one-to-one meetings, performance reviews, 360-degree feedback, and objectives, with these activities connected to employee records. This is particularly relevant for HR teams that want managers to conduct recurring reviews and employee check-ins without maintaining separate processes for each activity.

Is PayFit Right For You?

Payfit is worth considering for UK businesses that want to bring payroll and day-to-day HR administration into one system. It handles payroll processing, RTI submissions, statutory pay, pensions, expenses, leave, and employee records. PayFit also provides CIPP-qualified payroll specialists who prepare and check pay runs, while businesses retain visibility and final approval. Its customer base includes renowned organizations, such as UniDAYS, Marshmallow, Diffblue, and International School of London.

PayFit is ISO 27001 certified and helps businesses cover more than 150 security controls across all its products and services. Its data practices are structured around GDPR compliance, including a dedicated Data Protection Officer and a documented register of processing activities. The software also holds HMRC recognition for handling employee payments securely.

Its current product direction also includes PayFit Copilot, which serves as an AI-powered, personal HR agent, accessible to all users. Additionally, the software enables teams to run webinars and events covering payroll, finance, and HR topics.

From an industry standpoint, UK employers must continue to manage PAYE and RTI reporting, workplace pension duties, statutory payments, and payroll record-keeping requirements during the 2026/27 tax year. Payfit states that it automatically applies HMRC legislative updates and handles RTI submissions, including FPS and EPS. This makes its compliance model relevant to growing businesses that want payroll processes to stay aligned with changing UK requirements.

Need help assessing PayFit against your requirements? Call us at (661) 384-7070 today.