Payroll Solutions: How a Staffing Company Relieves Internal Processes and Stabilizes Payroll
Payroll Solutions: How a Staffing Company Relieves Internal Processes and Stabilizes Payroll
Payroll solutions are no longer just a temporary fix for many staffing companies—they’ve become a strategic lever for improving efficiency. Especially when several hundred employees need to be processed each month, collective bargaining agreements apply, and operational specifics must be taken into account.
A major German staffing provider faced exactly this challenge—and chose to partner with FPA.
„Thanks to FPA, we were finally able to focus on recruiting and employee support again—without drowning in payroll every month.“
– Project Manager at the Client –
The Initial Situation: Internal Payroll at Its Limit
The Initial Situation: Internal Payroll at Its Limit
Payroll in Germany had previously been managed in-house. Five HR professionals were responsible for the monthly payroll of up to 400 production employees—spread across changing locations and shift models.
The complexity was high: In addition to the general collective agreement for temporary employment (TV Zeitarbeit), several industry-specific collective wage agreements (TV BZ) applied, which differentiated compensation based on the sector. On top of that, there were operational special agreements—such as shift bonuses, break regulations, or weekend surcharges. These had to be precisely documented and reflected in the payroll.
The result: high manual effort, a high error rate, recurring queries, and a noticeable strain on the HR department.
The goal was clear: Payroll solutions should not only reduce workload but also ensure long-term quality and legal compliance of the payroll process. The expectations for FPA as an external payroll outsourcing services provider were clearly defined:
- Reliable preparation and timely delivery of all payroll statements—even with high deployment dynamics and complex shift models
- Compliance with all collective bargaining and operational regulations
- Use of the existing payroll system (no system change)
Relief for the internal HR department - Handling of operational communication with employees and authorities
Complex Requirements, Solid Execution: How FPA Implemented Payroll Solutions
Complex Requirements, Solid Execution: How FPA Implemented Payroll Solutions
After a brief transition phase, FPA took over the entire payroll process. Our team worked independently of any specific system and relied on the client’s existing payroll infrastructure. This was a key factor in ensuring a smooth transition. A complete system change was not an option for the client, as the effort, risk, and training requirements would have been too high. Instead, the existing payroll solution continued to be used. FPA worked directly within the client’s system. The transfer of sensitive employee data was encrypted and conducted via a secure interface protocol. The payroll logic was documented, tested, and gradually transferred to live operations in close collaboration with the client.
The scope of services under the payroll solutions included:
- Ongoing payroll processing
- Maintenance of payroll accounts
- Preparation and transmission of reports to social security institutions and tax authorities
- Payment management (including salary payments and social security contributions)
- Communication with employees regarding payroll-related questions
Particular attention was paid to the correct implementation of collective agreement regulations. The combination of the general collective agreement for temporary work (TV Zeitarbeit) and various sector-specific collective agreements (TV BZ) left little room for standard processes. Our team worked closely with the client’s HR managers to accurately document operational special agreements and integrate them into payroll without errors.
However, a functioning payroll process doesn’t end with the monthly close. That’s why FPA also took over operational communication with employees. Questions about gross amounts, bonuses, or deductions are answered directly—quickly, accurately, and clearly. Another step toward higher employee satisfaction was the introduction of “DATEV Arbeitnehmer Online”. This gave all employees digital access to their payslips, income tax certificates, and social security statements—a noticeable improvement in communication quality and a clear contribution to increased efficiency.
Noticeable Relief and Stable Processes: What Specifically Improved
Noticeable Relief and Stable Processes: What Specifically Improved
The impact of payroll solutions became evident as early as the first payroll month: the internal HR department experienced significant relief. Inquiries decreased, payroll was processed accurately and on time. FPA handled the monthly processing for up to 400 employees—reliably, with scalability, and consistently high quality.
The benefits of an external partner with an experienced team and clearly defined processes were especially noticeable in months with heavy staffing or short-term changes. Internal planning reliability increased, as even short-notice personnel changes were handled without compromising quality. The HR department was able to focus on operational and strategic tasks instead of constantly reacting to payroll issues.
Another success factor: continuous communication. FPA team members were directly accessible, responded quickly and with a solution-oriented approach, and kept the client consistently informed about the status of payroll processing. This built trust and significantly reduced operational friction.
Data protection was a key decision criterion—accordingly, expectations for compliance and data security were high. With our established security standards and documented processes, we were able to fully address the client’s data privacy concerns.
Financial Value: Why Payroll Solutions Make Economic Sense
Financial Value: Why Payroll Solutions Make Economic Sense
In addition to organizational relief, the financial benefits for our client were also noticeable. Internal resources could be used more effectively—especially for recruiting, employee retention, and strategic HR management. At the same time, the risk of payroll errors, dunning notices, or back payments was significantly reduced.
The client also benefits today from:
- Predictable costs through a transparent pricing model
- Scalability in case of fluctuating payroll volumes
- Access to expertise and specialized know-how in labor law and staffing services
- Reliable compliance with legal deadlines and reporting obligations
Payroll outsourcing also eliminates the need for regular training, system maintenance, and staff coverage during sick leave or vacation. This reduces budgets over the long term and significantly lowers internal fixed costs. For medium-sized staffing providers with high payroll volumes, collective bargaining obligations, and varying deployment conditions, payroll solutions are not only efficient—but often economically indispensable.
Conclusion: Payroll Solutions with FPA – Precise, Scalable, Secure
Conclusion: Payroll Solutions with FPA – Precise, Scalable, Secure
Payroll solutions are an effective tool for staffing companies to relieve specialists, reduce risks, and maintain stable processes over the long term. This project demonstrates how external support not only frees up capacity but also improves quality and reliability.
For our client, working with FPA means: less effort, fewer queries, fewer errors – and more time for core business, with payroll they can rely on.
If you also want to secure and professionalize your payroll process: FPA will take care of it. With experience, precision, and a clear understanding of the staffing industry’s requirements. Contact us.
