Finance and insurance / Managed BPO
White-label payroll processing for accounting firms and payroll bureaus
Actigy BPO prepares pay runs under your accounting firm’s or payroll bureau’s instructions. We check approved inputs, work in your payroll system and return a register and exception log to your reviewer. Your firm keeps its client relationships, approves each pay run and controls filing and payment authority.
Agree the scope, access and reviewer before a paid pilot.
- Employer file
- Separate workspace and employer identifier
- Pay cycle
- Run ID, period and instruction version
- Late change
- Hold until employer and period are confirmed
- Release
- Firm or employer approver signs off
A worked example of the record and decision flow. Not a client case or promised result.
The work. The handoff. Your decision.
A defined workflow in your systems
For payroll bureaus and accounting practices that already have employer clients, a payroll platform and a named reviewer, but need recurring processing capacity or cover during peak pay periods.
You provide
Approved employer instructions in your existing payroll platform.
Actigy BPO prepares
Run preparation, change log and employer-specific control sheet.
You retain
Client contact, payroll approval, filings and payment release.
Decision owner: Your payroll firm and employer approver. Confirm this role and the escalation contact in the written scope.
Service detail / 01
Which part of your client portfolio should move first?
Choose one employer group with a common payroll platform, pay frequency and approval calendar. List the instruction cutoff, draft-register deadline, independent review window and the bureau contact who can resolve exceptions. Confirm permitted processing locations and client contact rules for that group.
- Your firm authorizes the employer files, platform roles and instructions the processing team may use.
- Actigy checks changed starters, leavers, hours and pay elements against the approved inputs and records anything missing.
- Your reviewer receives the draft register, change summary, unresolved items and the proposed handoff time for approval.
Service detail / 02
How do separate employer files stay separate?
Each employer has its own run ID, period, instruction version, reviewer and access permissions. The processing team uses the approved employer workspace and identifies the employer on every control sheet. If a change arrives without a reliable employer or period reference, the analyst holds it for clarification instead of applying it to a similar file.
Worked example
What if an employer sends a change after cutoff?
Suppose the bureau approves a draft register and then receives revised overtime hours. The analyst records when the change arrived, which employer and period it affects and which draft version the reviewer approved. The bureau decides whether to reopen that run, use an off-cycle run or carry the change forward under its approved procedure. If a run is reopened, the reviewer receives the revised register and the identified differences before release.
Service detail / 04
How do we test one pay cycle?
Run the same approved inputs through a parallel preparation cycle. Agree how to compare gross pay, deductions, net pay, employer costs and ledger postings. Record each difference, who must explain it and the version the bureau accepts. Compare turnaround from complete inputs and hours of bureau rework. A parallel run does not authorize live filing, funding or payment.
Service detail / 05
What determines the fee and staffing plan?
Provide employer count, pay frequencies, typical and peak employees per run, cutoffs, systems, working hours and exception volumes. Distinguish fixed run preparation from off-cycle changes and bureau review. Actigy proposes capacity and coverage for the approved scope. Your firm sets the fees it charges its clients.
Service detail / 06
How does coverage move into a live payroll cycle—and end cleanly?
Before the first live cycle, the firm accepts the parallel-run differences, approves access and confirms the named reviewer for each employer. Keep a record of unresolved changes, cutoff exceptions and who will make the next decision. When the coverage period ends, return that open-run register to your firm and remove access under your agreed process. A successful handover means the next processor can identify what is finished, what is waiting and what must not be released.
Before the first live queue
Bring the inputs that shape your scope
The proposal should identify what can be assigned, who can decide, and how you will accept the work. Start with one representative queue; agree any expansion after reviewing the pilot.
Define the workload
Employers, jurisdictions, frequencies and upcoming cutoffs.
Agree the controls
Platform permissions, brand/contact rules and named employer approvers.
Review the right measures
Parallel-run differences, late changes and client-approved run readiness.
Before you decide
Buyer questions
Clarify the work, access and approval boundaries before assigning a team.
Can the service run behind our brand without contacting our clients?
Yes. The bureau can retain all employer contact and provide one internal contact for questions. Confirm permitted communication and escalation in the written scope. Any direct contact requires your authorization.
Is this white-label payroll software?
It is a managed processing service for firms that already use a payroll system. Agree platform permissions, the client files in scope and who reviews work. Buying or licensing a new software platform is a separate decision.
Who is responsible for tax rules, statutory filings and payment?
Your bureau, employer and qualified local advisers establish the applicable rules and who may act. Actigy prepares the agreed work under those instructions. The service does not appoint Actigy as employer of record, tax adviser, filing agent or bank approver.
What can we send to request an estimate?
Use aggregate employer and headcount bands, pay cycles, jurisdictions, platform, cutoff times and reviewer coverage. Keep names, pay records, tax IDs and bank details out of the inquiry. Arrange a secure sample only after permissions are agreed.
Do you provide white-label payroll software?
This service provides processing capacity inside the payroll platform and employer workspaces your firm approves. It is not a payroll-software license or an employer-of-record service. Your firm retains its brand, client relationship and approval procedure; any platform access, filing permissions and payment-release responsibilities must be agreed separately.
Request a bureau payroll capacity estimate
Share the number of employer clients, pay runs per month, system and earliest cutoff. Identify the bureau reviewer and whether your team owns all client contact. Use aggregate counts only.
Your inquiry
White-label payroll processing for accounting firms
Describe the workload and the decision owner. Keep confidential records out of the form; agree a suitable channel for any later sample.
- Review the fitWe review the workflow and the inputs you provide.
- Define the scopeDiscuss access, coverage, review and the proposed fee.
- Agree a paid pilotApprove the written scope before work begins.