Hire to pay
Use effective employee data and approved time to prepare payroll, review its totals and reconcile actual payment.
8 stages · 5 approvals
Roles and responsibilities
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Step 3Leave
Request NumberEmployeeLeave TypeStart Date
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Step 4Time
Timesheet NumberPeriod StartPeriod EndRegular Hours
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Step 5Calculate
Run NumberEntityPay DateFrequencyBi Weekly
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Step 6Approve
Run NumberEntityPay DateFrequencyBi Weekly
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Step 7Post and release
Journal Entry NumberEntityPeriodDate
Process steps
Follow the process from start to finish. Select a step to see who acts and what changes.
Position
HR Manager maintains the entity, department, cost centre and effective position assignment. Headcount reporting uses the employed as-of population against approved capacity. A filled-count field alone does not constitute hiring approval.
Approval required
Hire and maintain
HR Manager maintains employment. HR Manager or Payroll Administrator proposes sensitive changes; a different person in the other role approves old/new values and effective evidence. Admin controls roles and limits. Employee pay, bank and ID remain restricted to HR, payroll and self.
Approval required
Leave
The assigned manager acting through Employee authority, Plant Manager for assigned plant scope, or HR Manager under valid delegation reviews the request independently of its submitter. Working schedules, holidays, single-day half leave and year splits determine the days. Approved-to-Taken transfers reserved usage without charging availability again.
Approval required
Time
The assigned Employee manager, Plant Manager or authorized HR Manager delegate approves source hours and their cost-centre or work-order allocation. Daily limits, overlap, operation ownership and unpaid-leave conflicts are checked. A correction links to the original version rather than adding the same hours again.
Calculate
Payroll Administrator selects the eligible entity/calendar population and effective component elections, compensation, approved hours and leave. Jurisdiction calculations retain configured or external-service evidence. Statements distinguish earnings, employee deductions, employer taxes and other contributions, with explicit currencies and source allocations. Missing required inputs remain exceptions.
Approval required
Approve
Controller, independent of the preparer, reviews the frozen run, totals, changes and reconciliation evidence. Retro and correction runs reference original statements and contain only the approved differences. Recalculation after a material input change requires renewed review.
Approval required
Post and release
The approved live run posts components with its cost-centre/work-order split and reconciles absorbed labour. Controller releases instructions using approved totals and protected beneficiary evidence. Parallel runs and opening history create no journals, bank instructions, leave/time consumption or live YTD effects.
Reconcile payment
Finance Clerk reconciles masked totals from authenticated bank outcomes. Authoritative pre-settlement rejection releases reservations without cash reversal; uncertainty retains them. The original request identity survives retry; generating a file does not prove payment.
Approvals and exception handling
5 approvals required in this process
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Hire and maintain
HR Manager or Payroll Administrator signs for sensitive changes · leave waits
Employees, MasterChanges, CompensationHistory -
Leave
Employee or Plant Manager or HR Manager signs · time waits
LeaveRequests, LeaveEntries, WorkCalendarDays, LeaveBalances -
Time
Employee or Plant Manager or HR Manager signs · calculate waits
Timesheets, TimesheetLines, WorkOrders -
Approve
Controller signs · post and release waits
PayrollRuns, Approvals -
Post and release
Controller signs for bank release · reconcile payment waits
PayrollAllocations, JournalEntries, PaymentInstructions - A person cannot approve their own time or leaveDelegation records the actual actor and principal within an effective scope.
- One half-day on one working date remains a half-dayReservations and taken balances transfer without double deduction.
- Sensitive changes require the other HR/payroll roleA different reviewer; broad access cannot bypass masking.
- Cost allocation follows approved source workA position default cannot erase a multi-job or multi-cost-centre split.
- YTD includes effective live resultsLinked corrections; parallel comparisons and migration baselines cannot inflate it.
- Unknown payment outcomes remain unresolved until evidence establishes settlement or safe retry.
When the process needs attention
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late
Calculate
Missing required inputs remain exceptions.
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reject
Reconcile payment
Authoritative pre-settlement rejection releases reservations without cash reversal; uncertainty retains them.
Records and postings
| Stage | Records | Effect |
|---|---|---|
| 1 Position | PositionsDepartmentsCostCenters | Record effective employment structure |
| 2 Hire and maintain | EmployeesMasterChangesCompensationHistory | Apply reviewed changes |
| 3 Leave | LeaveRequestsLeaveEntriesWorkCalendarDaysLeaveBalances | Approve correctly reserved absence |
| 4 Time | TimesheetsTimesheetLinesWorkOrders | Approve the source hours and allocations |
| 5 Calculate | PayrollRunsPayStatementsPayStatementLinesEmployeePayComponents | Prepare the reproducible pay calculation |
| 6 Approve | PayrollRunsApprovals | Authorize the exact run |
| 7 Post and release | PayrollAllocationsJournalEntriesPaymentInstructions | Post live pay and authorize bank instructions |
| 8 Reconcile payment | IntegrationEventsBankStatementLinesPaymentInstructions | Reconcile protected bank totals |
Process reports
All reportsPayroll and Headcount
Posted operational gross, employee deductions/tax, statutory employer tax, other employer contributions and net by entity/component/period, including signed correction deltas and excluding Parallel; headcount uses effective employment/position occupancy as of date, and leave uses dated ledger entries; HR/payroll see scoped details, Controller sees approved aggregates, employees only their own results.
Trial Balance
Posted immutable JournalEntryLines by entity and eligible posting period with opening, debit, credit and closing; reversal entries contribute once on their posting dates, and source/version/rounding reconcile to controls.
Balance Sheet
Posted functional assets, liabilities and equity at the as-of cutoff, and reporting-currency results from the chosen locked ConsolidationRun with effective method, NCI, translation reserve and separately visible elimination workings.
Run by an agent
Agent support
An assistant cannot turn its user's authority into an unattended human approval. Purchase approval, quote or order decisions, payroll approval, payment release and period close remain with the accountable people described by the process. Service access cannot bypass credit limits, document revisions, independence rules or payroll privacy. Uncertain bank responses require reconciliation before a retry can create another instruction.
# Example after configuration
$ curl -fsSL https://www.erp.ai/skill.md | paste into your agent
› hire to pay · position on Positions, Departments, CostCenters
✓ HR Manager maintains the entity, department, cost centre and effective position assignment.
› hire to pay · hire and maintain on Employees, MasterChanges, CompensationHistory
⏸ approval for sensitive changes · waiting for the hr manager or payroll administrator
# 6 more stages after approval: leave, time, calculate, approve, post and release, reconcile payment
Other processes
4 moreOrder-to-cash
Carry an accepted offer through credit approval, fulfillment and invoice settlement without losing its commercial terms.
8 stages · 3 approvals
Procure to pay
Authorize the purchase, match accepted quantities and release a payment instruction with the right independent reviewer.
10 stages · 6 approvals
Plan to produce
Convert remaining demand into a released production plan, accepted output and a reconciled work-order cost.
8 stages · 3 approvals
Record to report
Reconcile each entity, authorize its close and preserve the source evidence behind the consolidated reporting pack.
8 stages · 4 approvals