Customer Success:
Menzies
Industry
Professional Services
Company Size
500+ employees
Products
Paycircle
How Menzies Scaled to 25,000 Payslips with Paycircle
The challenge
Menzies operates a payroll bureau service processing around 25,000 payslips across a diverse client portfolio. Sara Every, Payroll Senior Manager, joined the firm in 2010 and has more than 20 years of bureau experience. She had watched technology reshape payroll delivery over two decades and knew the existing setup was holding the team back.
Before Paycircle, the bureau relied on a high level of manual intervention to manage hundreds of client payrolls. Even small repetitive tasks compound at that volume. Emails, attachments and disconnected processes created friction at every stage of the payroll cycle, for the team and for clients.
We wanted a more modern and efficient way of working that would reduce administration, improve visibility across our client portfolio and make collaboration with clients easier.
What success looked like
Menzies needed a platform that could handle current volumes while supporting growth, without administration scaling at the same rate. The goal was to change how information moved between the bureau and its clients, remove unnecessary manual steps and give the team more time to deliver a high-quality service.
For Sara, technology should make payroll simpler for clients. They should not need to understand the complexity behind the scenes. They should be able to provide the information the bureau needs, review and approve their payroll, and access reports and documents without friction.
Moving to Paycircle
Migrating a large number of payrolls required close planning. The team used the transition as an opportunity to examine how they worked, rather than recreating existing processes on a new platform. There was a period of adjustment for both the team and clients, but as familiarity with Paycircle grew, the focus shifted from learning the system to using it to improve the service.
Rather than simply using software to calculate payroll, we’re looking at technology as part of the overall client experience.
The impact
The biggest change has been cumulative. Processing 25,000 payslips means efficiency gains are rarely dramatic on any single payroll. The value comes from removing small repetitive tasks across a large number of payrolls, every month. Three capabilities have driven the most change:
- Auto-run: static and smaller payrolls now run without manual processing, freeing the team to focus on exceptions and complex cases. Menzies now runs more than 200 client payrolls on Auto Run. Compared with its previous payroll software, the team estimates this has cut the time spent processing those clients by around two-thirds.
- Client portal access: clients upload data, review payrolls and collect reports within one area, removing the back-and-forth of email and attachments. Each payroll cycle used to involve multiple emails and file transfers per client, with data, approvals and reports passing back and forth. Clients now handle all of that in one secure place, and most email attachments have disappeared from the cycle.
- Flexible data import: greater flexibility to bring in client data has reduced manual entry and the risk of errors that come with it.
The client-facing functionality has been particularly valuable, allowing us to move away from processes that rely heavily on emails and attachments and towards a more controlled way of exchanging payroll information.
From a compliance perspective, managing payroll within a modern platform supports the controls that a professional bureau needs. Reducing manual intervention reduces the opportunities for human error. It gives the team more capacity to review payrolls and support clients rather than carry out administrative tasks.
The reduction in administration has also had a direct effect on the team. Removing repetitive manual tasks has cut overtime and eased pressure during busy payroll periods. The time saved goes into client relationships: the team spends more of it building and strengthening them and delivering a more proactive service.
Support and what’s next
The account management team have been a consistent presence, regularly in contact and looking for ways to help Menzies get more from the platform. The support team respond quickly and escalate software queries when needed, giving the bureau confidence that issues get resolved without delay.
As we continue to grow our client base, having technology that can scale with us is increasingly important. We’re excited to see how the product develops over the next 12 months.
Looking ahead, Menzies is exploring further integration with Access PeopleHR and Rota Ready to create greater efficiencies for clients. The platform’s ability to scale without adding administration is central to those plans.
Running a payroll bureau?
If you want to reduce administration and scale without adding complexity, Paycircle is built for exactly that. Request a demo to see how it works in practice.