Workflow

What you do with each client, from the kickoff call to the routine every pay run.

Every pay run or close, for every client

  • Review exceptions and reconciliations
  • Confirm approvals
  • Track open items with owners and dates
  • Note the next deadlines, and capture decisions and follow-ups

The client journey

Three phases. The first two happen once; the third keeps going.

PART 1 OF 3

Kick off

Get owners, access and the baseline in place.

AGENDA
  • Confirm sponsor, approvers, entities and systems
  • Agree permissions and the payroll and close calendar
  • Pick the first process in scope
AGENDA
  • Map hire, change and departure, and payroll-to-GL
  • Review exceptions
  • Assign cleanup, integration, policy, testing and sign-off owners
PART 2 OF 3

Follow up

Prove it works in the first 90 days.

AGENDA
  • Confirm approvals and GL output
  • Check corrections, access and spend changes
  • Capture open items with owners and dates
AGENDA
  • Compare with the baseline
  • Check reporting and approvals
  • Keep, adjust or expand the scope
PART 3 OF 3

Keep the conversation going

Ongoing reviews and moments to raise.

AGENDA
  • Headcount and cost trends
  • Policy exceptions
  • New entities, locations and specialist decisions
AGENDA
  • Service scope and ownership
  • Access and partner terms
  • Renewal
AGENDA
  • An acquisition or new geography
  • A new payroll group or system change
  • Leadership turnover or a material control exception

Emails for this stage

Subject: Workforce advisory kickoff: owners and first steps Hi [Client first name], We're ready to start with [process in scope]. At kickoff we'll confirm the owners and approvals, review the payroll and close calendar, and agree on data and access. Please bring [client roles] and [specific records]. We'll leave with an issue list and a date for the first review. [Your name]
Subject: First payroll and close review: [period] Hi [Client first name], For [period], [approved process] ran as planned. We found [exception], assigned [owner], and agreed on [next action and date]. We'll review [open item] before the next [pay run or close]. [Your name]
Subject: Workforce and spend review for [quarter] Hi [Client first name], Ahead of our review, we'll bring headcount and payroll changes, spend exceptions, and open decisions from this quarter. Please tell us about planned hires, new locations, or policy changes so we can include them. Can [client sponsor and process owners] join on [day]? [Your name]
Playbooks are educational and not tax or legal advice.