Collect monthly changes
Payroll-relevant changes are captured for the correct month and made visible in one shared status.
- Joiners, leavers and master-data changes
- Variable and fixed compensation
- Absences and payroll-relevant notes
Payroll · Product workflow
LivePayroll workflow software for HR and payroll teams in Germany
Northwind HCM brings payroll-relevant employee data, fixed compensation, absences, documents and monthly changes into one clear software workflow. Client approval and internal payroll processing remain traceable and separate.
Payroll readiness
Know what is complete and what is missing before payroll starts
Complete the records
Documents and evidence stay connected to employees and monthly processes so missing information becomes visible earlier.
- Payroll documents at the right record
- Transparent follow-up of open items
- Self-service for defined employee input
Control approvals
Defined statuses and separate responsibilities create a controlled handover from HR to payroll processing.
- Client approval separate from internal finalisation
- Versioned preparation and review steps
- Coordinated exports and handovers
Define the payroll interface
Before connecting systems, agree which records are transferred, which system owns each field and how employees are matched. The receiving payroll process must be able to use the data.
- Employee identifiers and field mapping
- Effective dates and the relevant payroll month
- File format, transfer method and responsible teams
Plan WFM and absence inputs
When workforce management or time recording supplies payroll inputs, first define the approved data needed by payroll. The implementation must be assessed for the systems involved.
- Absence periods and approved time values
- Pay codes, units and correction handling
- Cut-off dates and approval responsibilities
Check the handover before rollout
Agree sample cases with the receiving payroll team and compare transferred data with the source. The supported scope depends on the target system and agreed configuration.
- Joiners, leavers and changed employee data
- Missing fields and rejected records
- Corrections after the monthly cut-off
HR to payroll
A clear product workflow for each payroll month
For example, a new starter may need an employee record, compensation details and supporting documents before the first payroll run. Keeping these inputs in the same monthly context helps the teams resolve missing items before approval. Payroll outsourcing and consulting are available separately on northwind-hr.com.
- One monthly status for clients and payroll teams
- Clear separation of input and finalisation
- Payroll-relevant information from core HR
- Earlier visibility of missing documents and data
- Traceable changes and approvals
- Defined handovers to existing payroll systems
Monthly workflow
From payroll input to an approved data foundation
- 01
Prepare
HR provides monthly changes, absences, compensation data and required documents in the defined period.
- 02
Review and approve
Open items are resolved and the complete prepared version is approved by the responsible client role.
- 03
Process and hand over
The payroll team completes its internal work and provides the agreed results or exports.
A shared data foundation
Payroll workflows start with core HR and documents
Frequently asked questions about the payroll workflow
Is this a payroll outsourcing service?
No. This page describes Northwind HCM software functionality and workflows. Payroll services and outsourcing are offered separately on northwind-hr.com.
Which information feeds the payroll workflow?
Depending on the process, this includes employee and contract data, fixed and variable compensation, absences, documents, joiners, leavers and other monthly changes.
Are client approval and internal finalisation separate?
Yes. The workflow represents client approval and subsequent internal payroll processing as separate responsibilities.
Can Northwind connect with existing payroll processes?
Northwind prepares defined handovers and coordinated exports. The exact integration scope is agreed for the existing system landscape.
Does Northwind provide a ready-made connector for every payroll provider?
The integration scope is agreed for the existing system landscape. A provider name alone does not establish compatibility: the required records, format, transfer method and responsibilities must be checked for the intended process.
What should we check when connecting WFM to German payroll?
Start with employee identifiers, approved time and absence data, pay codes, units, effective dates and monthly cut-offs. Agree who validates the inputs and how rejected records and later corrections are handled. Then assess the transfer options supported by both systems.
What information should we bring to an integration discussion?
Bring the names of the HR, time-recording and payroll systems, an anonymised sample file or field specification, the required data direction, payroll calendar and responsible contacts. These details help define a realistic handover scope.
See how Northwind fits your HR and payroll processes.
We walk you through the relevant modules and the path to a structured implementation.