Payroll
Stop rekeying timesheets. See what changed before pay goes out.
From approved time and employee changes to a reviewed payroll run.
An illustrative workflow, shaped around your systems, records and approvals.
A typical manual workflow
Your team prepares,
checks and produces.
Gather the changes
Chase timesheets, leave approvals and starter or leaver details.
Enter them into payroll
Rekey approved hours and employee changes.
Compare the pay runs
Work out whether changes in pay match overtime, leave and other approved changes.
Resolve queries and release
Ask managers about differences and approve the final run.
With Octopi systems
Bring approved changes into the pay run.
- Imports approved hours, leave, starters, leavers and pay changes from connected records.
- Uses your payroll system to calculate pay, then compares the draft with the previous run and approved changes.
- Highlights items such as duplicate hours, an unexpected overtime increase or a pay change without approval.
Resolve unexplained changes. Authorise pay.
Your payroll owner checks the issues with managers, resolves pay queries and signs off the run before release.
Inside the system
The tools, instructions
and checks behind it.
01Collect approved inputsRules + data
Import approved hours, leave, starters, leavers and pay changes; flag missing approvals and duplicate input records.
Time and attendance system · Payroll import · Input validation
- Input
- Approved time, leave and authorised employee changes.
- Output
- A validated payroll input set and missing-input queue.
- Checks and human role
- Check authorisation and duplicate input records. Restrict employee-data access and flag missing approvals.
02Calculate and comparePayroll system + rules
Calculate the draft in the payroll system and compare movements with approved overtime, leave and employee changes.
Payroll calculation engine · Variance checks
- Input
- Validated payroll inputs and approved payroll configuration.
- Output
- Calculated draft payroll and flagged movements.
- Checks and human role
- Use the payroll system for pay calculations. Exceptions go to payroll specialists.
03Explain flagged movementsAI assistance
Explain which pay movements match approved changes and list unexplained differences for the payroll reviewer.
Claude or ChatGPT · Payroll variance review instructions · Reusable instructions: Payroll variance review
- Input
- Minimised payroll variance data and approved change references.
- Output
- A draft explanation of unusual movements and missing evidence.
- Checks and human role
- Share only authorised data. AI does not determine pay entitlements or approve the run.
Example instructions
Compare supplied payroll movements with approved overtime, leave, starters, leavers and pay changes. For each material movement, identify the supporting change record or state that it is unexplained. Flag duplicate input records and missing approvals. Use the payroll system outputs; do not recalculate pay, infer entitlements or invent employee information. Return questions for the payroll reviewer.
04Approve and releaseHuman approval + system
Resolve queries with managers, approve the run and release it through the payroll system.
Payroll reviewer · Authorised release controls
- Input
- Draft payroll, exception briefing and resolution evidence.
- Output
- An approved payroll run and associated reporting.
- Checks and human role
- Human approval remains required for release and unresolved payroll issues.
Illustrative workflows after setup. Your existing automation, systems and processes determine the work removed. People provide context, resolve exceptions and retain agreed approvals.
What could change for your business?
Spend less on finance.
Get more from it.
Tell us what is taking too much time, costing too much or leaving you without the information you need. Let's explore what the right systems could change.