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Run every payroll with a checklist that catches mistakes
Get a pay-run checklist plus a side-by-side check of this period against last, so new starters, leavers and odd changes stand out.
When to use it
Every pay run
Step by step
Write your pay-run checklist once
Ask your AI assistant to turn how you run payroll into a checklist, then save it in Google Sheets or your notes.
Prompt to copyI run payroll for [number] staff, paid [weekly / monthly], using [payroll software]. Here's roughly how I do it: [describe your steps, deadlines and who approves]. Turn this into a numbered pay-run checklist with columns: Step | When | Who | Done (tick). Include checks for new starters, leavers, pay changes, overtime, sick and holiday pay, pension, and getting approval before payment. Mark which steps need a second person to check. Don't calculate tax or give advice on rules; just organise my process.Prepare a summary without names
Export this period's and last period's payroll summary, then replace employee names with staff numbers before using it with an AI tool.
Compare the two periods
Paste both summaries with this prompt: 'Compare these two payroll periods by staff number. List anyone new, anyone missing, and anyone whose gross pay, hours or deductions changed by more than [10]%. Show it as a table with old value, new value and difference.'
Check, approve and pay
Look into every change on the list against your records, then have your approver sign off before you submit. Tax and deduction figures must come from your payroll software, not the AI.
Set a reminder
Add a recurring event in Google Calendar a few days before each pay date that links to your checklist.
What you get
Changes vs last month: #014 new starter, gross £2,150. #009 missing, check leaver date. #021 overtime up from 4 to 19 hours, gross +£310. #033 pension deduction £0 this month, last month £62.40, worth checking.
Tips
- Payroll data is highly sensitive. Remove names, addresses, National Insurance numbers and bank details before pasting, and only use an AI tool your organisation allows for this.
- Ask the AI to add any steps it thinks are missing to your checklist, then decide which ones apply.