Hospitality payroll software
Save time, reduce errors and stay compliant with PayCaptain’s hospitality payroll software for hotels, restaurants and leisure businesses. By automating complex tasks, variable hours, tronc, holiday pay and National Minimum Wage checks are handled with ease. With built-in controls, cloud-based access and fast processing, PayCaptain runs accurate, hassle-free payroll, even across multiple sites or seasonal staff.
Software that simplifies hospitality payroll
Hospitality payroll is complex. Staff hours and work patterns vary. Tips and service charges need to be split fairly and taxed correctly. Turnover can be high.
Handling these challenges easily and efficiently, PayCaptain:
Automatically calculates pay for variable hours, overtime and split shifts
Manages tronc schemes and tip allocations
Flags National Minimum Wage issues before payroll runs
Simplifies holiday pay for casual and irregular staff
Makes it easy to onboard or remove employees as teams change
With PayCaptain, automated payroll for hospitality isn’t a headache. It saves time, cuts risk and gives employers confidence that employees are paid correctly and on time.
Key benefits of payroll for the hospitality industry
Running payroll faster and reducing errors, PayCaptain makes life easier for finance, HR and ops teams. With payroll under control, teams can focus on running the business instead of fixing payroll mistakes.
Pays employees right on time, every time
Staff are paid correctly based on shift data automatically transferred from HR and rota systems
Takes the stress out of tronc and tips
Tronc schemes and service charges are calculated automatically, so payouts are fair and compliant
Manages pay schedules that work for the business
Pays staff daily, weekly or monthly, without extra setup or manual effort
Stays on top of payroll compliance
Built-in updates help businesses meet National Minimum Wage and holiday pay rules without lifting a finger
Cuts payroll queries from staff
Employees view payslips, track earnings and update their details directly in the mobile payroll app
Avoids duplicate data entry and eliminates the risk of errors
Connects smoothly with HRIS and Tronc systems to keep everything in sync
PayCaptain’s hospitality payroll software is built to take the stress out of complex pay. It simplifies processes, cuts down admin and keeps businesses compliant.
Financial wellbeing tools for hospitality industry employees
Reduce employees’ money stress with features for better budgeting and better money management.
Salary advances give employees quicker access to their wages. Whether it’s emergency cash or automatic weekly payments, advances smooth out income between shifts. It helps
Flexible payments let employees choose when to get bonuses or expenses. Helping match income to outgoings, employees avoid shortfalls which is especially helpful for casual or seasonal staff.
Payment splitting lets employees automatically divide wages across multiple accounts. It makes it easier for employees to budget and set aside money for rent, bills or savings. Payment splitting makes sure important payments never get missed.
Employees get easy access to payslips, pay history and key information through the PayCaptain payroll app. It’s simple to use and helps reduce confusion around pay.
In-app budgeting tools and payroll-linked savings encourage employees to build a financial buffer. Saving directly from wages takes the effort out of managing money, even when hours vary week to week.
The pension dashboard gives employees a full view of their pension savings, including contributions from multiple jobs. Employers can contribute to a second job pension pot, which is common in hospitality, giving staff a better handle on their future.
PayCaptain also includes signposting to debt management support. Quick access to trusted help can prevent problems from getting worse. For employees facing financial difficulty, this improves wellbeing and reduces the impact at work.
In a sector where income is unpredictable, these tools make a real difference to employee morale and financial wellbeing.
Compliant, accurate payroll software for the hospitality industry
Hospitality businesses can’t afford payroll mistakes. Errors with tronc or National Minimum Wage can lead to fines, audits or reputational damage.
PayCaptain helps employers get payroll right. First time, every time.
Built-in checks for National Minimum Wage
Flags issues automatically, even when tips or deductions are involved
Tronc support that meets HMRC guidance
Handles tronc allocations clearly and correctly, with full reporting
GDPR-compliant by design
All payroll data is securely stored, encrypted and access-controlled, meeting ISO27001 standards
Accurate holiday pay for variable hours
Uses the correct 52-week average method to stay compliant with UK law
Real-time legislation updates
Payroll rules change often. PayCaptain stays current so businesses don’t have to
Error prevention built in
Validates data and flags anomalies before payroll runs
With hospitality payroll compliance software that keeps pace with UK regulations, PayCaptain protects businesses from risk, and protects employees from payroll mistakes.
Affordable and scalable payroll software for the hospitality industry
Cut costs without cutting corners. By reducing admin, preventing errors and speeding up payroll, your finance and HR teams will free up time and resources.
Save money through automation
Cut down on manual calculations, data entry and back-and-forth payroll queries
Avoid costly compliance errors
Built-in checks help prevent underpayments, missed deadlines and HMRC penalties
Only pay for what’s needed
No unnecessary features. PayCaptain is tailored to hospitality, so every tool is relevant
Grows with the business
Handles everything from a small restaurant team to multi-site hotel or large chain operations
Easily scale staff up or down
Perfect for managing seasonal peaks, casual contracts and high staff turnover
Customer success stories
Very happy with the payroll service…
‘Very happy with the payroll service provided. Much better than our previous provider as they manage the payroll much more effectively which saves us a lot of time. Annabelle looks after us and responds quickly, which is very important for our hospitality business as our teams rely on quick responses.’
Lucy Carpenter
New to PayCaptain a few years ago
‘We’ve achieved an integrated, one-stop payroll solution and we’ve eliminated the manual checking of date from one system to another. Our employees have a seamless experience from starting work, finishing work to getting paid. Since we implemented PayCaptain, it’s become one of the key benefits that we offer to our employees. I would recommend the PayCaptain solution to anybody in the hospitality sector.’
Frank Bandura
Whether the business runs a single venue or a group of restaurants, PayCaptain delivers reliable, automated payroll for hospitality that grows with your business.
Get a payroll quote for your hospitality business:
Frequently Asked Questions
What are the most common payroll challenges faced by restaurants and hotels in the UK?
Restaurants and hotels in the UK face lots of payroll challenges that general payroll systems often can’t handle. Managing varying hours, overtime and shift patterns makes calculating pay more challenging. Adding tronc schemes, tips and service charges into the mix makes accurate, compliant payments harder to manage.
High staff turnover is another issue. With lots of starters and leavers, efficient onboarding and offboarding is needed to avoid mistakes and delays. Hospitality businesses need to stay compliant with National Minimum Wage, working time regulations and holiday pay rules, especially for casual or zero-hours workers. Without proper integration between payroll, HR and rota systems, data has to be entered manually. This increases admin and the risk of mistakes.
How can payroll software help streamline tip and tronc management in my hospitality business?
PayCaptain helps hospitality businesses manage tips and tronc with less effort and more accuracy. It automates the calculation and distribution of tips based on set rules, removing the need for manual spreadsheets or guesswork. Tronc allocations are handled clearly and fairly, using real shift data to ensure everyone gets their share.
Hospitality payroll software also keeps accurate records for tax reporting, so tronc payments are processed correctly under HMRC rules. This reduces the risk of underpayment or non-compliance. With everything joined up – by integrating time and attendance, HRIS and tronc systems - the admin burden drops. HR and payroll teams can focus on other work.
What compliance features should hospitality businesses look for in payroll software?
Businesses should choose payroll management software for hospitality. It’s built to handle the sector’s compliance needs. That includes automatic checks for National Minimum Wage, especially where variable hours, deductions or tips are involved. For teams with changing rotas and hours, accurate holiday pay calculations using the 52-week average are also essential to stay compliant.
Payroll solutions for the hospitality industry should support tronc management in line with HMRC guidance. It should be HMRC-recognised payroll software and should automatically submit Real Time Information (RTI) to HMRC each pay run. It should handle auto-enrolment for pensions - even when staff frequently join or leave. With these features in place, hospitality businesses can meet their legal obligations without adding to their admin load.
Can payroll software integrate with EPOS (Electronic Point of Sale) systems commonly used in hospitality?
PayCaptain’s hospitality payroll software integrates with tronc systems which receive tip information from EPOS. PayCaptain automatically updates employees’ payslips and adjusts tax when the tip data is received. This reduces manual entry, cuts errors and speeds up the payroll process. It’s especially useful for restaurants, bars and hotels where staff hours, tips and pay vary from week to week.
How does payroll software handle variable working hours in the hospitality sector?
PayCaptain is built to handle variable working hours for the hospitality industry. It pulls data from time and attendance systems or integrated rota software. It can then calculate pay based on actual hours worked. Pay includes overtime, split shifts and part-time schedules. Hours are clearly displayed on employees’ online payslips.
PayCaptain is AI-powered payroll software with advanced automation built in. This means payroll teams don’t have to do manual calculations or chase down missing hours. Checking is automated and this helps businesses stay compliant. Pay is processed accurately and on time. For staff, it builds trust. For employers, it cuts down on admin and reduces risk.
What support options should hospitality businesses expect from a payroll software provider?
Businesses should expect responsive, knowledgeable support from their hospitality payroll software provider. PayCaptain delivers expert employee support by phone, email, WhatsApp and Chatbot. This is backed by an expert team that understands the payroll needs of restaurants, hotels and leisure businesses.
Our payroll professionals have years of experience with tronc schemes, variable hours and the fast-paced nature of hospitality. Fast response times and clear service level agreements make sure payroll issues are resolved quickly to keep operations running smoothly.
Is payroll software available for different types and sizes of hospitality businesses?
Yes, payroll software like PayCaptain is designed to scale with the needs of hospitality businesses of all sizes. Whether it’s a growing restaurant group or a large hotel chain, the our hospitality payroll software can adapt to different payroll structures and team sizes.
PayCaptain handles everything from a team of casual staff to complex multi-site operations with varied contracts and tronc arrangements. It’s flexible enough for daily or weekly pay runs and can easily manage seasonal changes or high staff turnover. It’s a reliable choice for leisure, hotel or restaurant payroll software.
How can payroll help retain employees in the hospitality industry?
Efficient payroll processes play a key role in employee retention in hospitality. When staff are paid accurately and on time, trust builds quickly. This is especially important in a sector where irregular hours and shift changes are the norm. Clear, easy to understand payslips help staff understand their earnings. Hours worked, tips, overtime and holiday pay must be clearly broken down and explained, to reduce payroll queries and confusion.
PayCaptain goes a step further by offering salary advances, giving employees the option to take a portion of their wages before payday. This can ease financial pressure and improve job satisfaction. In an industry with high turnover, small improvements in payroll make a big difference to retention.
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