Centrally manage payroll documents from HR and payroll accounting

Payroll documents are often scattered across multiple locations – making it difficult to maintain oversight and ensure security. DocuWare combines all relevant HR and payroll documents, creating transparency for efficient HR work and compliance with new legal requirements from 2027 onward.  

Contents

• The challenge: Sensitive, extensive, and scattered payroll documents
• DocuWare: Your central payroll document platform
• Automated import and secure management: How it works
• The benefits: Consistent data, faster access and easy deployment

The challenge: Sensitive, extensive, and scattered payroll documents

Payroll documents encompass much more than just the monthly payslip. They also cover bonuses, special payments, working time and overtime records, reports to external authorities, and individual compensation agreements. These documents contain sensitive information, are subject to strict data protection requirements, and must be complete and traceable at all times.

In practice, however, payroll documents are often created across multiple specialized applications. Plus, documents are sent via email, printed, or stored in various filing structures. As a result, HR teams spend significant time gathering information, reconciling data, and responding to inquiries from employees or external bodies. Administrative effort increases – as does the risk of inconsistencies or missing information. 

DocuWare: Your central platform for all payroll-related documents  

DocuWare brings together payroll-related documents from HR systems, payroll accounting, time tracking, as well as email and office applications, and archives them in an audit-proof manner. Information is logically linked so that documents are always centrally available, complete, and in the proper business context – regardless of where they originate.

Thanks to flexible integration options, DocuWare can be seamlessly integrated into existing HR infrastructure – from simple step-by-step connections and standard connectors to customized interfaces. This creates a company-wide, consistent and reliable data foundation for all payroll documents.

Automated import and secure management: How it works

Access rights can be controlled in detail via role-based profiles: while HR teams can view all relevant documents, employees only have access to their own personal records.

Payroll-related emails, including attachments, can also be systematically archived in DocuWare. The result is complete, seamless documentation – regardless of the channel through which the payroll documents were originally received.

The benefits: Consistent data, faster access and easy deployment

 With integrated document management, your HR department benefits in several ways:  

• Synchronized HR data instead of manual entry
  DocuWare automatically adopts master data from the HR system during filing, such as department, cost center, or hire date. Information no longer needs to be entered manually and remains consistent and up to date across systems through continuous data synchronization and status updates.
  
• Fast, targeted retrieval
  Payroll documents stored in DocuWare can be quickly filtered and accessed using familiar criteria such as name, employee number, time period, or document type – regardless of their source system.
• Direct access from HR- and payroll-systems
  Using integration features such as DocuWare Smart Connect, HR teams can open payroll documents directly from their familiar applications without switching systems.
• Automatic notifications and reminders
  DocuWare also supports HR teams with automated reminders and follow-ups – for example, for fixed-term compensation agreements, regular audits, or upcoming actions. This ensures that no tasks are overlooked and deadlines are reliably met.
• Compliance and audit readiness
  Complete, audit-proof payroll documentation is available at a moment’s notice, simplifying compliance and information requests.