NameChangeEff.£ J. CarterPay rise01/1042,000 R. OkaforStarter01/09#REF!
Payroll management software for bureaus, accountancy firms and payroll teams
Payroll management software for everything your payroll software doesn't do.
The payroll management software that manages the operation, not the calculation. Replacing spreadsheets, inbox chaos and last-minute panic with clear workflows, structured client input and real-time visibility.
Trusted by payroll teams across the UK 
and more
and more Scroll, and watch the stack collapse into one
The whole collapse, beat by beat.
- 1 · 09:02 · The desk
Six tabs before your first coffee.
The Zoho pipeline, the Asana list, the Monday board, the OneDrive folders, and the inbox that glues them together. Six logins. Six subscriptions. One payday.
RE: FW: FW: March starters URGENT, leaver, please action today just checking in… (3) changes v7 attached, is this the latest?NameChange Eff.£ J. CarterPay rise 01/1042,000 R. OkaforStarter 01/09#REF!To do Chase Acme changes Sep BACS runDoing Import to payrollDone Aug reports P45, P. Singhdid the March starters go in? which sheet is the latest? v7(2) I think??Payroll 2026 FINAL versions Old, DO NOT USE Payslips BACS MiscSend payslips Chase HMRC ref Update BACS contacts - 2 · The spreadsheet
changes_FINAL_v7(2).xlsx retires today.
Clients submit changes through a portal branded as yours, every field validated on entry, nothing re-keyed. The version-seven spreadsheet becomes a queue that empties itself.
Keep scrolling, the stack lands here, hub by hub.Changes, pending 0 re-keyed✓Pay rise, J. Carter · £42,000 · from 1 OctValidated✓New starter, R. Okafor · from 1 SepValidated✓Leaver, P. Singh · last day 30 SepValidatedSubmitted overnight through the portal, on forms you designed, every field checked on entry. Nothing typed twice.
- 3 · The project board
A board that actually knows payroll.
Stages, tasks, owners and due dates for every pay run, designed once, repeated for the year, weekends and bank holidays skipped. Not a generic kanban wearing a payroll costume.
Keep scrolling, the stack lands here, hub by hub.Schedules, Acme Ltd · SeptemberCollect changes
Cut-off · Mon 21 SepOwner · customerProcess & review
Due · Tue 22 SepOwner · youBACS & send
Due · Thu 24 SepOwner · youSet the dates once, repeat the pattern for the year:OctNovDecJanFebMar… - 4 · The inbox
The chasing happens without you.
Reminder emails compose and send themselves before every deadline, and client conversations move to secure threads per payroll. Your inbox stops being the operating system.
Keep scrolling, the stack lands here, hub by hub.Automated emails · Message Hubpayroll@acmeltd.co.ukReminder, changes cut-off Tue 22 SepYour September pay run is waiting on 2 tasks. Complete them in your portal before Tuesday.✓Sent automatically · 07:00, nobody wrote thisReminders before the deadline, confirmations after, and client chat moves to secure threads per payroll.
- 5 · The tickets
Queries get statuses, not scrollback.
Every payroll query lands in Query Hub with a status, an SLA and an owner. Clients see your replies; your internal notes stay internal.
Keep scrolling, the stack lands here, hub by hub.Query Hub SLA · 4h leftWhy is J. Carter’s net pay different this month?With clientStudent loan plan for the new starter?Open · SamP45 needed for P. SinghResolvedStatuses, SLAs and assignment. Clients see your replies; your internal notes stay internal.
- 6 · The task app
Team tasks, next to the work.
Internal jobs that aren’t tied to a pay run, assigned, dated and done in Task Hub, not in a separate subscription nobody checks.
Keep scrolling, the stack lands here, hub by hub.Task Hub, internal✓Chase HMRC reference for the new client→ Priya · done✓Update the BACS contact list→ you · Fri✓Quarterly bureau review pack→ Sam · 30 SepTeam jobs that aren’t tied to a pay run, assigned and dated next to the work, not in a separate subscription.
- 7 · The cloud drive
Filed and remembered.
File Hub keeps documents per payroll, with folders you can hide from the customer. And the Payroll Handbook takes every quirk of every payroll out of people’s heads.
Keep scrolling, the stack lands here, hub by hub.File Hub · Payroll HandbookPayslips 2026ReportsBACS evidenceHidden from customerStarters & leaversPayroll Handbook, Acme LtdPays 25th · director on annual NI · net-pay pension quirk. Every quirk of every payroll, out of people’s heads.
- 8 · What the old stack never did
A BACS gate. Your old stack never even tried.
Reconcile → Sign off → Submit, an approval stage that can’t be skipped and can’t be fudged. Batch-approve in one click, and the evidence writes itself.
£412,806 approved in one click · S. Hughes · 14:32, evidenced for goodKeep scrolling, the stack lands here, hub by hub.Approvals, the BACS gate4Reconcile12Sign off3Submit12 payrolls selected · £412,806.14Approve 12 selected✓£412,806.14 · approved by S. Hughes · 14:32, written down for good - 9 · What the old stack never did
Month-end writes itself.
The work was captured against your rates as it happened. Smart match assigns it to the period, exports go straight to Xero, Sage 50 or QuickBooks, and the period locks.
Keep scrolling, the stack lands here, hub by hub.Billing, month end Smart matched · SepAcme Ltd · Sep pay run · £248.00Bright Foods · Sep pay run · £186.00→ Xero→ Sage 50→ QuickBooksPeriod lockedCaptured against your rates as the work happened. Your old stack never even tried.
- 10 · The other side
Clients get a portal, not a cc.
White-labelled under your brand: validated change forms, live pay run status, tasks to accept, or reject with a reason. They stop emailing and hoping.
Acme Payroll · September pay run✓ New change, validated on entry, effective date captured SubmittedTask, review September reports Accept Reject, with a reason✓Accepted · 16:04, a portal, not a cc
PAYROLL OPERATIONS DESERVE
THEIR OWN PLATFORM.
- 11 · One platform
One place to look. One version of the truth. One payroll operation.
Everything around payroll (changes, schedules, emails, queries, tasks, files, approvals, billing) in one Changepen. Built for payroll operations, not adapted from practice management, project management or a spreadsheet. Your payroll software keeps calculating. This runs everything around it.
Keep scrolling, the stack lands here, hub by hub.On Track, payday morning, one glance12pay runs on track0waiting in an inbox1place to lookChanges, schedules, emails, queries, tasks, files, approvals, billing, one home, one live picture, nothing riding on memory.
Who it’s for
If payroll is a serious service line in your company, Changepen fits.
Changepen is built for:
✓Accountancy firms running payroll at scale
✓Bureau payroll teams managing multiple clients
✓Any payroll team wanting more structure
If you’re looking for generic practice management, this isn’t it.
If you want control of payroll operations, it is.
“Changepen has transformed the way we work. It’s streamlined our bureau processes, reduced manual workload, and made it much easier to stay on top of complex payroll deadlines. Our team is more efficient, less stressed, and able to focus far more on client care.”
Martyn CheneyCheney Payroll Services
FAQ
Common questions
What is Changepen?
Changepen is a payroll management platform for payroll bureaus, accountancy firms and payroll teams. It replaces the stack of tools teams juggle around payroll (inbox, spreadsheets, project boards, task apps, cloud drives and chat) with one platform for changes, schedules, emails, queries, tasks, files, BACS approvals and billing.
Are you payroll software?
No. Changepen is a payroll management platform, not payroll software. It runs the operation around payroll (workflows, client portals, queries, approvals and billing) while your existing payroll software keeps doing the calculations, compliance and submissions.
Does Changepen replace my payroll software?
No. Changepen works alongside your existing payroll software (Sage, BrightPay, IRIS, Moneysoft, Xero and others). Your payroll engine handles calculations, compliance and submissions; Changepen handles the operational layer around it: client instructions, workflows, team coordination, visibility and billing.
Do I need to use your client portals?
No, client portals are completely optional. They are there for firms serving external clients; if you don’t need them, you don’t use them. Everything else in Changepen (workflows, schedules, queries, tasks, files, approvals and billing) works perfectly well without them.
Does Changepen work for in-house payroll teams?
Yes. Changepen isn’t only for payroll bureaus. In-house payroll teams use it to run their payroll operation (structured workflows, schedules, queries, tasks, files, approvals and billing) with no client portals required. The portals are optional, there for teams that want departments or clients to submit changes through them.
Who is Changepen for?
Changepen is built for accountancy firms running payroll at scale, bureau payroll teams managing multiple clients, and firms that want to grow payroll without growing chaos. If payroll is a serious service line, Changepen fits.
How does Changepen reduce inbox chaos on payday?
Clients submit changes through a portal branded as yours, with every field validated on entry, so nothing is re-keyed. Reminder and confirmation emails send themselves, queries get statuses and SLAs, and every payroll’s status is visible in one place, so the inbox stops being the operating system.
Does Changepen give an audit trail for BACS approvals?
Yes. Changepen adds a BACS approval gate (Reconcile, Sign off, Submit) that can’t be skipped or fudged. Batch approvals are captured with the value, who approved them and when, so every approval is evidenced for good.
changepen
Better payroll management.
The payroll management platform that keeps your payroll software and runs your day around it.