Hire to pay
From offer approval to the first payslip, with verified bank details, salary approval and separate payment authorisation.
8 stages · 7 approvals
Roles and responsibilities
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Step 1Offer approval
Offer NumberCandidatePositionLegal Entity
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Step 2Above-band approval
Offer NumberCandidatePositionLegal Entity
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Step 4Bank and tax setup
Employee NumberFull NameDepartmentPosition
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Step 5Salary and onboarding
Revision NumberEmployeeEffective FromPay BasisHourly
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Step 6First payroll
Input NumberPay RunEmployeeComponent
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Step 7Payment
Payslip NumberPay RunPay DateDays Paid
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Step 8Review
Task NumberEmployeeTask NameOwner RolePayroll
Process steps
Follow the process from start to finish. Select a step to see who acts and what changes.
Approval required
Offer approval
HR Manager approves the offer against the position and its salary band. Recruiter prepares the terms, start date and probation. The offer cannot be sent until every required approval is recorded.
Approval required
Above-band approval
Finance Controller records the additional approval when the offer exceeds the band. For an offer within band this conditional step is recorded as not required. After approval, Recruiter sends the offer and records acceptance. Acceptance creates Employees in Onboarding status, the first EmployeeAssignments record, draft compensation and OnboardingTasks.
Approval required
Documents
HR Manager verifies the employee's signed contract, identity and bank proof. Rejected documents return with a reason. Employee uploads their documents and submits the tax declaration for the applicable year.
Approval required
Bank and tax setup
Payroll Officer verifies EmployeeTaxDetails and reviews BankAccountChangeRequests prepared by another person. The selected BankProof must belong to the same employee and match the proposed account. Approval sets Employees.VerifiedBankChange and BankVerificationStatus; a document elsewhere on the employee is insufficient.
Approval required
Salary and onboarding
HR Manager approves the draft compensation header and lines completed by Payroll Officer. Payroll Officer assigns the calendar; HR Manager confirms the assignment, leave policies and benefit choices. Line Manager and Admin complete their onboarding tasks. Blocking tasks must be complete before the employee enters payroll.
Approval required
First payroll
Finance Controller approves the first run after Payroll Officer checks Changes Since Last Run, days paid, components, withholding and net. Pay is pro-rated from the hire date under the configured calendar. The preparer cannot approve the run.
Approval required
Payment
A different authorised Finance Controller approves the batch after checking its released payslips and verified account snapshots. Bank confirmation is recorded per payment. A return leaves an unpaid obligation and requires a new bank-account approval before reissue.
Review
HR Manager reviews holds, payment confirmation, document verification, probation date and any required new-hire registration with Payroll Officer. Released payslips are available to the employee under self-service permissions; payment status reflects the bank's result.
Approvals and exception handling
7 approvals required in this process
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Offer approval
HR Manager signs · above-band approval waits
Offers, Positions -
Above-band approval
Finance Controller signs · documents waits
Offers, Candidates, Employees, EmployeeAssignments, CompensationRecords, OnboardingTasks -
Documents
HR Manager signs · bank and tax setup waits
EmployeeDocuments -
Bank and tax setup
Payroll Officer signs · salary and onboarding waits
EmployeeTaxDetails, BankAccountChangeRequests, Employees -
Salary and onboarding
HR Manager signs · first payroll waits
CompensationRecords, CompensationLines, LeaveBalances, BenefitEnrolments, OnboardingTasks -
First payroll
Finance Controller signs · payment waits
PayRuns, PayrollInputs, Payslips, PayslipLines -
Payment
Finance Controller signs · review waits
PaymentBatches, Payments, Payslips - Accepted terms create the initial records; imported joiners require the same documented checks.
- Bank verification applies to the exact proposed accountAnd the requester cannot approve their own change.
- A draft salary revision is not active until HR Manager approves it.
- A joiner without verified tax details orBlocking onboarding tasks is held for review before calculation.
- The payroll preparerRun approver and bank authoriser must be distinct people, even when two hold the Finance Controller role.
- A returned payment is linked to its replacement; both attempts remain visible without counting the amount twice.
When the process needs attention
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reject
Documents
Rejected documents return with a reason.
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hold
Review
HR Manager reviews holds, payment confirmation, document verification, probation date and any required new-hire registration with Payroll Officer.
Records and postings
| Stage | Records | Effect |
|---|---|---|
| 1 Offer approval | OffersPositions | HR approval recorded |
| 2 Above-band approval | OffersCandidatesEmployeesEmployeeAssignmentsCompensationRecordsOnboardingTasks | additional approval where required; accepted offer creates onboarding |
| 3 Documents | EmployeeDocuments | supporting documents verified |
| 4 Bank and tax setup | EmployeeTaxDetailsBankAccountChangeRequestsEmployees | exact bank proof and tax declaration approved |
| 5 Salary and onboarding | CompensationRecordsCompensationLinesLeaveBalancesBenefitEnrolmentsOnboardingTasks | compensation approved; blocking tasks completed |
| 6 First payroll | PayRunsPayrollInputsPayslipsPayslipLines | first run approved |
| 7 Payment | PaymentBatchesPaymentsPayslips | payment authorised and confirmed or returned |
| 8 Review | EmployeesOnboardingTasksStatutoryFilings | outstanding matters assigned |
Process reports
All reportsPayroll Register
Every payslip in a run with days paid, gross, each deduction, employer contributions and net; the document the approver signs off.
Changes Since Last Run
Joiners, leavers, compensation revisions, assignment changes, bank and tax-detail changes and new garnishments in the period, with who approved each.
Benefits Enrolment
Enrolment by plan and coverage level with employee premiums and employer contributions per period.
Payroll Summary by Component
Totals per component by entity and run, employee and employer sides, the sheet the register is reconciled to before the run is submitted.
Payroll Variance
This run against the previous run per employee, flagging changes in gross or net above the entity's threshold with the input or revision that caused them.
Statutory Liability Summary
Withholding, social insurance and pension amounts by entity, jurisdiction and period, with what has been filed, paid and is still owed.
Headcount and Attrition
Headcount by entity, department and employment type from the assignments effective in the month, with joiners and leavers and the reasons for leaving.
Leave Liability
Accrued unused leave per employee valued at the current daily rate, for the balance sheet accrual.
Payment Reconciliation
Net pay per payslip against confirmed payments counted once, linking returned and reissued attempts and listing the remaining released and held obligations.
Run by an agent
Agent support
The configured workflows must prevent agents from approving offers or bank-account changes, approving payroll, authorising payments, posting journals, approving year-end statements or locking periods. The assigned person records each decision. Rehearsal must verify identity, masking, the audit record and refusal of unauthorised actions before an agent may write.
# Example after configuration
$ curl -fsSL https://www.erp.ai/skill.md | paste into your agent
› hire to pay · offer approval on Offers, Positions
⏸ approval · waiting for the hr manager
# 7 more stages after approval: above-band approval, documents, bank and tax setup, salary and onboarding, first payroll, payment, review
Other processes
5 morePay run
Inputs, calculation, payroll approval, payment authorisation and posting, with held amounts reconciled separately.
8 stages · 3 approvals
Leave request to payroll
How a leave request becomes a balance movement, an attendance status and, where the leave is unpaid, a loss-of-pay day in the run, with the manager's gate in the middle.
6 stages · 1 approval
Roster to pay
For hourly and shift staff: publish the roster, capture the punches, correct the gaps, approve the timesheet, lock at cutoff and pay hours, overtime and shift premiums.
6 stages · 2 approvals
Exit to final settlement
Notice, documented terminal amounts, clearance, final payroll approval and separate payment authorisation before closure.
7 stages · 5 approvals
Year-end close and filing
Reconciling the year's runs to the returns filed, correcting what is wrong, producing the year-end statement and employee tax certificates, filing, resetting the year-to-date counters and locking the tax year.
6 stages · 2 approvals