A guide to employee onboarding software for the UK
Onboarding software uses tools and automations to lighten the admin of setting up new employees. When growing your team can bring complexities, it lets you focus on people, not paperwork. Xero gives you an accounting foundation before you connect third-party HR apps for an all-in-one system.
Onboarding software helps with compliance
The more people you hire, the faster you become entangled in admin. Here’s how onboarding software keeps life simple.
Easier compliance
Check a candidate’s right to work, follow GDPR rules, and simplify important jobs like pension enrolment.
A smooth, time-saving system
Streamline your onboarding workflows to save hours and minimise any mistakes.
A good experience for new hires
Welcome people with an easy onboarding process and an employee portal where they can do things like request holidays.
Onboarding software works for you
Forget the rigid systems. Good onboarding software gives you a set of tools and processes that suit your business. Organise jobs how they work best, from your finance director automating pension enrolments to your employees entering their personal details.
- Your financial data from apps syncs with your Xero organisation to create a single set of accounting records
- Your HR data – like signed contracts and right-to-work records – is stored in the connected apps
- Apps like Onfolk handle onboarding, time off, and more – and sends journals to Xero for your payroll
Why UK businesses need onboarding software
Onboarding software helps you follow the rules. For example, it can support your compliance with GDPR and make it easier to check an employee’s right to work in the UK. The software can also power your growing business – giving you a slick digital process and online collaboration for remote workers.
- Assess, enrol, and manage your team’s pension contributions with Xero Payroll
- Automatically generate paperwork including P45 and P60 forms
- 90% of UK customers agree Xero helps them stay compliant
- Apps like HR Partner help with onboarding and info collection, document sharing, and recruitment tracking
What to look for in onboarding software
Must-have features include automated workflows and task management, compliance tracking and digital audit trails, an employee self-service portal like Xero Me, and integrated tax and payroll setup (with RTI submissions to HMRC). Nice-to-haves include mobile access and reporting dashboards.
Xero Me: your employee self-service portal
Want to empower your employees? Whether they’re new hires or experienced team members, they can use the Xero Me app to access their personal details and timesheets. That’s more control for them and less admin for you!
- Employees can use the Xero Me app on their mobile or tablet
- They can fill in and submit timesheets, request holidays, update payroll details, and more
- Their timesheet and other data flows straight into your Xero records
Plans for growing businesses
Ignite
for the first 6 months
Then £18 per month
An easy financial foundation - track cash flow with the essentials.
- Send quotes and 20 invoices†
- Accept online invoice payments^
- MTD for Income Tax ready
- Reconcile transactions
- Smart document capture
- View real-time reports
- Enter 10 bills
- Submit VAT returns to HMRC
- Automate subcontractor CIS calculations and reports
- Make online bill and payroll payments (domestic) for £0.20 per payment††
- Payroll for £1.50 per person
- 30 day cash flow forecast
- Visualise performance with basic graphs
- Company accounts and tax (optional £120 excl. Vat billed annually)
Grow
for the first 6 months
Then £39 per month
Go beyond the basics - automate tasks and access performance dashboards.
- Send invoices and quotes
- Accept online invoice payments^
- MTD for Income Tax ready
- Reconcile transactions
- Smart document capture
- View real-time reports
- Automate bill entry and track bills
- Submit VAT returns to HMRC
- Automate subcontractor CIS calculations and reports
- Make online bill and payroll payments (domestic) for up to 5 payments
- Payroll for 1 person
- 60 day cash flow forecast
- Visualise performance with graphs
- Customise performance dashboards
- Claim expenses and mileage for 1 user
- Company accounts and tax (optional £120 excl. Vat billed annually)
Comprehensive
for the first 6 months
Then £55 per month
Optimise profitability - tailor your insights for greater control.
- Send invoices and quotes
- Accept online invoice payments^
- MTD for Income Tax ready
- Reconcile transactions
- Smart document capture
- View real-time reports
- Automate bill entry and track bills
- Submit VAT returns to HMRC
- Automate subcontractor CIS calculations and reports
- Make online bill and payroll payments (domestic) for up to 10 payments
- Payroll for 5 people
- 90 day cash flow forecast
- Visualise performance with graphs
- Customise performance dashboards
- Claim expenses and mileage for 5 users
- Use multiple currencies
- Tailored financial health scorecards
- Make online bill payments (International) - Optional add-on
- Company accounts and tax (optional £120 excl. Vat billed annually)
- Budget with smart suggestions
Ultimate
for the first 6 months
Then £70 per month
Future proof your scaling business - with advanced tools and analytics.
- Send invoices and quotes
- Accept online invoice payments^
- MTD for Income Tax ready
- Reconcile transactions
- Smart document capture
- View real-time reports
- Automate bill entry and track bills
- Submit VAT returns to HMRC
- Automate subcontractor CIS calculations and reports
- Make online bill and payroll payments (domestic) for up to 15 payments
- Payroll for 10 people
- 180 day cash flow forecast
- Visualise performance with graphs
- Customise performance dashboards
- Claim expenses and mileage for 10 users
- Use multiple currencies
- Tailored financial health scorecards
- Make online bill payments (International) - Optional add-on
- Track time and costs for projects for 10 users
- Analyse KPIs and ratios
- Benchmark against the industry
- Company accounts and tax (optional £120 excl. Vat billed annually)
- Budget with smart suggestions
Not VAT registered? See plans for simpler business needs.View plans
How to choose the right onboarding software
There’s no rush – after finding the best software, you’ll save plenty of time and stress later on!
1. Decide your needs
Growing your team? What are your industry-specific needs?
2. Compare features
Check available apps, easy of use, and that the software meets UK compliance rules.
3. Consider setup and support
Is setup easy? Look for a 24/7 support team.
4. Know the total cost
Look for hidden costs, like per-user charges.
Why choose Xero for your onboarding
When expanding your team comes with anxieties, Xero gives you confidence in your financial admin. Easily set up employees for payroll and auto enrol them in pension schemes. Let them access the Xero Me app so they can control their timesheets and info. And keep your records in one organised system!
- Breeze through pay days with automated tax calculations, P45 and P60 generation, and RTI submissions to HMRC
- Invite new hires to use the Xero Me app on their phone or tablet
- Add unlimited Xero users at no extra cost
- Choose from over 1000 apps – including for HR and onboarding – to customise the software to your needs
FAQs on employee onboarding software, UK
New-hire onboarding software speeds up the process of hiring staff with digital tools and automations. For example, you can check an employee’s right to work in the UK and more easily comply with GDPR rules.
Xero accounting software does this by connecting with specialist HR and employee onboarding apps. All the data syncs between apps and Xero, so your financial records stay up to date.
New-hire onboarding software speeds up the process of hiring staff with digital tools and automations. For example, you can check an employee’s right to work in the UK and more easily comply with GDPR rules.
Xero accounting software does this by connecting with specialist HR and employee onboarding apps. All the data syncs between apps and Xero, so your financial records stay up to date.
Typically, employee onboarding platforms cost £3–8 per employee every month for businesses of 1–50 people. There may be hidden costs, too.
Xero has a clear pricing structure with no hidden costs – and you can add unlimited users for free. You pay extra for the third-party apps.
Typically, employee onboarding platforms cost £3–8 per employee every month for businesses of 1–50 people. There may be hidden costs, too.
Xero has a clear pricing structure with no hidden costs – and you can add unlimited users for free. You pay extra for the third-party apps.
Most likely. All UK businesses must comply with HMRC tax requirements and, as Making Tax Digital rolls out, this will mean using suitable software. More generally, even small businesses can benefit from onboarding software that replaces manual work with smooth digital systems.
Xero is HMRC-recognised and intuitively designed – 80% of small businesses say Xero Payroll is easier than what they used before.
Most likely. All UK businesses must comply with HMRC tax requirements and, as Making Tax Digital rolls out, this will mean using suitable software. More generally, even small businesses can benefit from onboarding software that replaces manual work with smooth digital systems.
Xero is HMRC-recognised and intuitively designed – 80% of small businesses say Xero Payroll is easier than what they used before.
Your onboarding software should help you comply with:
1. Right to Work checks
2. GDPR
3. Pension auto enrolment
4. Payroll and tax reporting
Xero connects with third-party apps that help you with this list. Your data then syncs across the apps and software.
Your onboarding software should help you comply with:
1. Right to Work checks
2. GDPR
3. Pension auto enrolment
4. Payroll and tax reporting
Xero connects with third-party apps that help you with this list. Your data then syncs across the apps and software.
An HRIS (human resources information system) is software that focuses on core HR tasks like onboarding and payroll.
Onboarding software can manage a wider range of tasks, including HR, payroll, and financial admin like tax reporting.
An HRIS (human resources information system) is software that focuses on core HR tasks like onboarding and payroll.
Onboarding software can manage a wider range of tasks, including HR, payroll, and financial admin like tax reporting.
It depends on the size and complexity of your business but Xero gives you support to get started, including a 1:1 conversation with a Xero Coach on things like connecting HR apps and running payroll, for instance. Customer confidence increases by 45% after an onboarding call.
It depends on the size and complexity of your business but Xero gives you support to get started, including a 1:1 conversation with a Xero Coach on things like connecting HR apps and running payroll, for instance. Customer confidence increases by 45% after an onboarding call.
It depends on the features you need for your small business. For example:
- Deel is useful if you have an international team and want help with onboarding
- Onfolk is another option that brings together HR and payroll
It depends on the features you need for your small business. For example:
- Deel is useful if you have an international team and want help with onboarding
- Onfolk is another option that brings together HR and payroll
Handy business guides from Xero
Thinking of growing your team? Here are some helpful resources.
How to set up your payroll
Stay on top of your payroll duties and follow HMRC rules.
How to hire employees
Things to keep in mind when you’re growing your team.
Employee retention strategy
Keep your top talent and build a stronger team.
Manage your finances easily with Xero
Xero offers powerful tools to manage your business finances and stay on top of your numbers. Explore Xero’s features to learn more.
