A Step-by-Step Checklist for Transitioning to Aigence's Payroll System

Switching your payroll provider doesn’t have to be a headache or something you delay until the end of the tax year. With the right payroll software - and the right support - the process can be fast, accurate, and effortless. In fact, switching mid-year could means you could be reducing your workload and improving accuracy from your next pay run.

Aigence was built to make payroll changeovers as smooth as possible — with smart automations, intuitive workflows, and real-time syncing with HMRC payroll systems. Whether you’re coming from a bureau or older payroll software, you’ll find our platform handles the heavy lifting.

Why You Don’t Need to Wait for the End of the Tax Year

Historically, employers avoided switching payroll systems mid-year for fear of payroll errors or data loss. But today, with HMRC’s Real Time Information (RTI) infrastructure and tools like the Full Payment Submission (FPS) file, your new payroll provider can import your employee data — including historical payroll data — in minutes.

Modern payroll systems like Aigence are designed for mid-year transitions. We handle year-to-date values, employee tax codes, and pay history so you can move forward without backtracking.

Completing your Current Contract

If you currently use a Payroll Bureau or your payroll is provided by your bookkeeping firm, you will probably want to give notice to your current provider. First it is worth making sure you have all the information you need. The FPS file that your provider submits every month has most of what you need and is the easiest way to transfer, but you will also need details of your employees’ salaries, their date of birth.

Moving from In-House Payroll Software

If you have been using in-house payroll software, you will find it relatively simple to generate an FPS file current software and many have the option of exporting a spreadsheet containing staff details. The great thing is that you won't have to manually input all this information again now that you have the right software – any missing details will be seamlessly filled in by your employees, ensuring that everything stays current. Moving forward, you can say goodbye to the never-ending cycle of updating your payroll system and instead empower your employees to input their own information, leading to fewer mistakes and less time wasted on mundane tasks. This automated process will streamline your payroll operations and make your life much easier.

Understanding the Transition Process

Changing payroll software isn't about starting over — it's about transferring the key payroll data you already have and enriching it as needed. Here’s how a smooth transition looks with Aigence:

Step-by-Step Payroll Change Checklist

What to expect when switching to a new payroll provider

  1. Get your FPS file from your current payroll provider
    The FPS file holds everything we need - employee information, pay to date, tax paid, and more. You can usually export this from your current payroll system or request it from your payroll service provider. Most payroll companies are happy to provide this, but some may be resistant - do insist, your payroll records are your information after all. If you need help exporting it from your current payroll software, just reach out to the Aigence team and we will walk you through the process.
  2. No FPS? Here's what you'll need instead
    If you can't get your FPS, gather:
    • Gross pay to date
    • Tax paid to date
    • Salary details
    • Each employee’s tax code
    • Any additional deductions or benefits administration info
  3. Upload your payroll data to Aigence
    As soon as the FPS file you got from your previous provider is uploaded, Aigence begins the transition. We’ll create your payroll setup and highlight employees who need additional data.
  4. Enrich employee records
    If anything’s missing — such as bank details or start dates — you can update those directly. For sensitive employee data like account info, simply invite employees to input their own details through our secure employee self-service feature.
  5. Review and update payroll settings
    Use this opportunity to tweak any settings: pay dates, departments, allowances, or benefits. Our interface makes it easy to customise your setup without needing an HR systems expert.
  6. Preview your first payrun
    Your first payrun is ready for review. You can:
    • Add bonuses or commissions
    • Adjust for late starters
    • Check everything for accuracy
  7. Hit “Run” — your payroll is now live
    Once you're happy, process your payrun. No more spreadsheets, complicated options, or guesswork.
  8. Setup payments and notify your team
    Use our payment file to upload directly to your bank. Then invite your employees to Aigence — they’ll receive forecast payslips, digital records, and optional PDFs automatically.

What Employees Experience with Aigence

During the transition period, it's crucial that employee trust is maintained. Aigence was designed to support a smooth employee experience from day one. With self-service onboarding, forecast payslips, and a secure portal for downloading official documents, employees stay informed and empowered. Employees will also be able to book time-off through Aigence and you can manage the approvals in the way that works for you.

How Aigence Supports Employers Through the Change

We don’t just give you software — we support the full payroll systems transition. Whether you want hands-on support or prefer to work through our checklist yourself, we’re here for both. That includes:

Why Now Might Be the Right Time to Switch Payroll Providers or Payroll Systems

Waiting until your current contract ends or the tax year resets might seem logical, but it often delays better service. If your current payroll provider isn’t meeting your expectations — or if your payroll software feels outdated — there’s no reason to wait.

In fact, switching now could help you:

How to Know You’ve Found the Right Payroll Provider

Choosing a new provider is about more than ticking boxes. The right payroll provider should:

Aigence checks every box - and more.

Final Thoughts: A Change That Pays Off

Payroll is one of your most critical business functions, after all being paid on time it is essential for a happy workforce. It touches every employee and requires absolute accuracy. That’s why transitioning to a more intelligent, automated, and user-centric payroll platform is worth the effort.

Changing providers doesn’t have to mean chaos. With the right payroll software and a clear checklist, you’ll be set up — and running payroll — in a matter of hours, not weeks.

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