Direct Deposit

Payroll payment execution is where small mistakes become big problems: wrong bank details, missed approvals, or late payments. Our Direct Deposit service ensures salaries are paid accurately, on time, and with a controlled approval flow.

We prepare payment lists and bank files, enforce change controls for bank details, and ensure confirmations are archived. The goal is predictable, low-risk payroll payments - especially important for international teams and multi-entity environments.

The workflow is designed to reduce operational risk while keeping payment execution efficient for your finance team.

What’s included

✔️ Payroll payment list preparation (net pay amounts by employee)

✔️ Bank file creation (format adapted to your bank requirements where possible)

✔️ Approval workflow for payment execution (who reviews and who authorizes)

✔️ Change controls for bank details (verification steps and change log)

✔️ Payment confirmation collection and period-based archiving

✔️ Exception handling: returned payments, last-minute changes, urgent corrections

✔️ Segregation of duties guidance (review vs execution) for stronger internal controls

✔️ Audit-ready trail: approvals, bank files, confirmations, and change records

✔️ Optional: multi-bank / multi-entity payment coordination and reporting

What we need from you

✔️ Final approved payroll results (net pay per employee)

✔️ Employee bank details (and change history if available)

✔️ Your bank’s required payment file format or upload method

✔️ Approval roles: reviewer and final authorizer(s)

✔️ Payment date and cut-offs (when bank file must be ready)

✔️ Any special cases: terminations, off-cycle payments, cross-border payments

How it works

1. Generate payment list from the approved payroll results.

2. Review and validate: check totals, exceptions, and bank detail integrity.

3. Prepare the bank file: build the upload-ready file according to the bank requirements.

4. Approval and execution: obtain sign-off and execute payment through your banking channel.

5. Confirm and archive: collect confirmations and store the period package for traceability.

Typical timeline

Standard monthly cycle: same day or 1 business day after payroll approval (depends on bank cut-offs).

First-time setup: 2–5 business days to confirm format, approvals, and change-control rules.

Urgent corrections: 1–2 business days depending on bank processing time.

Common pitfalls we prevent

✔️ Uncontrolled bank detail changes leading to misdirected payments and fraud risk

✔️ No clear approval flow - payments executed without proper review

✔️ Bank file format errors causing payment rejection or delays

✔️ Late preparation missing bank cut-off times

✔️ No confirmation archive, making reconciliation and audits slower

✔️ Returned payments not tracked, leaving employees unpaid without visibility

FAQs

Find answers to common questions!

Do you execute the payments?

We prepare the payment lists and bank files and manage the approval flow. Payment execution typically remains with your authorized banking users for control and compliance reasons.

How do you control bank detail changes?

We implement a change log and verification steps (documentation and approval) before new bank details are used.

Can you support multiple banks or entities?