GP payroll guide – best payroll systems for doctors surgeries in the UK

Last checked and updated on 22 April 2022

If you’re looking for a comprehensive guide to the best GP payroll systems for doctors surgeries in the UK, then this is the article for you.

We’ve gathered together some of the most popular and reputable payroll software and services providers, so that you can compare and find the perfect solution for your business.

Payroll can be a complex and time-consuming process, so it’s important to choose a system that is reliable and easy to use. The providers in our guide offer a range of features, from simple online payroll software to more sophisticated systems with HR management tools.

So, whether you’re just starting out and need a basic system, or you’re looking for a more comprehensive solution, we’ve got you covered.

What does a GP practice need from a payroll solution?

When choosing a payroll solution for your GP surgery, there are a few key things to consider:

  • Ease of use: The system should be easy to use, so that you can get up and running quickly and without any fuss.
  • Reliability: Payroll is a critical part of your business, so it’s important to choose a system that is reliable and has a good reputation.
  • Features: The provider should offer a range of features to suit your needs, from simple online payroll to more sophisticated HR management tools.
  • Customer support: In case you run into any problems, it’s important to choose a provider with good customer support.
Do doctors have complex payroll requirements?
The short answer is no. While doctors may have some specific needs when it comes to payroll (for example, they may need to track overtime or on-call hours), the same is true for any business with employees.

The key thing to remember is that payroll is a complex process, so it’s important to choose a system that is easy to use and has a good reputation.

Running payroll for different GP practice roles

The type of staff roles that a GP practice employs will depend on the size and nature of the business. However, some of the most common types of roles include:

  • GP: A general practitioner who is responsible for the overall care of patients.
  • Receptionist: The first point of contact for patients, responsible for booking appointments and answering queries.
  • Nurse: A healthcare professional who is responsible for the care of patients.
  • Pharmacist: A healthcare professional who dispenses medication and offers advice on the use of medicines.

How to get started with GP payroll

If you’re ready to get started with GP payroll, the first step is to choose a system that meets your needs. Once you’ve done that, you can sign up for an account and start using the system. most providers offer free trials, so you can try out the system before you commit to it.

5 steps to get up and running with GP payroll

How to run payroll for a GP practice

  1. Choose a payroll solution

    The first step is to choose a payroll solution that meets your needs. There are a variety of solutions on the market, so take some time to compare them before you make a decision.

  2. Sign up for an account

    Once you’ve chosen a system, you can sign up for an account. Most providers offer free trials, so you can try out the system before you commit to it.

  3. Set up your account

    Once you’ve signed up for an account, you’ll need to set it up. This usually involves inputting your company information and employee details.

  4. Process your first payroll

    Once your account is set up, you’re ready to process your first payroll. This involves calculating employees’ salaries and tax deductions, and then issuing payments. See our separate guide to setting up payroll for the first time.

  5. Stay compliant

    Payroll is a complex area, so it’s important to stay up-to-date with the latest legislation. This will help you avoid any penalties or fines.

Running payroll for locum doctors

If you’re a locum GP, there are a few things to consider when it comes to payroll. First, you need to make sure that you’re using a system that is compliant with HMRC guidelines. Second, you need to ensure that you’re paid on time and in full. Third, you need to make sure that you have a system in place to track your hours and expenses.

Are locum doctors classed as contractors for tax purposes?

Yes, locum doctors are classed as contractors for tax purposes. This means that they are responsible for paying their own taxes and National Insurance contributions. In some circumstances, locum doctors may benefit from using an umbrella payroll company, but we recommend that you speak to a specialist advisor to get proper advice.

Managing payroll for a GP practice with more than one site

If you have a GP practice with more than one site, then you’ll need to choose a payroll system that can handle multiple locations. Many payroll services providers will offer this.

The systems in our guide all offer this capability, so you can easily manage payroll for your multiple sites from one centralised system.

Best payroll software and services for GP practices

With these things in mind, let’s take a look at some of the best payroll systems for doctors surgeries in the UK.

Here are our top five picks for the best payroll software for doctors surgeries in the UK:

1. Sage Payroll

Sage Payroll is one of the most popular providers of payroll software in the UK, and it’s easy to see why. It offers a range of features, including online payroll, payslips, and automated tax calculations. It’s also easy to use, so you can get up and running quickly and easily.

2. Xero Payroll

Xero Payroll is a cloud-based system that makes it easy to manage your payroll from anywhere.

3. BrightPay Payroll Software

BrightPay is one of the leading providers of online payroll software in the UK. It’s simple to use and offers a range of features, including automatic tax calculations, payslips, and reports in PDF format.

4. QuickBooks Payroll

QuickBooks is a popular accounting software provider, and their payroll solution is one of the most comprehensive on the market. It offers a range of features, including online payroll, direct deposit, and time tracking.

5. FreeAgent Payroll

FreeAgent is an online accounting software provider that offers a simple and easy to use payroll solution. It’s perfect for small businesses and sole traders, and offers a range of features, including automatic tax calculations and payslips.

Choosing the right payroll solution for your specific GP surgery needs

The best payroll system for your GP surgery will depend on your specific needs and requirements. However, all of the systems in our guide offer a simple and easy to use solution with a range of features to suit your needs.

So, why not try out a few and see which one is the best fit for your surgery? Most of these options will offer you a free trial.

What about outsourcing GP payroll?

If you don’t have the time or resources to manage payroll internally, then you may want to consider outsourcing your GP payroll. This is where a specialist provider will handle all of your payroll needs, from calculating salaries to issuing payments.

Outsourcing can be a great option for busy surgeries that don’t have the time or resources to manage payroll internally. However, it’s important to choose a reputable and reliable provider.

Average cost of GP payroll solutions

Simple online payroll systems can start at around £5 per month, while more comprehensive HR management tools can cost upwards of £30 per month.

The cost of a GP payroll system will vary depending on the provider and the features you need. However, most providers offer a range of pricing options to suit different budgets.

So, whether you’re looking for a simple online payroll solution or a more comprehensive system with HR management tools, there’s an option to suit every budget.

Hidden costs

Some payroll providers will charge extra for things like phone support or additional features. Make sure you know what all the costs are before you commit to a particular provider.

Final words

So, there you have it – our top picks for the best payroll systems for doctors surgeries in the UK. All of these providers offer a range of features, so you can find the perfect solution for your business.

Payroll is an essential part of running a GP surgery, but it can be time-consuming and complex. That’s why it’s important to choose a system that is compliant with HMRC guidelines and easy to use.

Frequently asked questions

How often do GP payrolls need to be processed?

GP payrolls need to be processed at least once a month, but we recommend doing it on a fortnightly basis. This will help you stay on top of your finances and ensure that you’re always compliant with the latest legislation.

What is the deadline for processing GP payroll?

The deadline for processing GP payroll is the last day of the tax month. This means that if you’re processing payroll for the month of January, the deadline would be 31st January.

What are the consequences of not processing GP payroll on time?

If you don’t process GP payroll on time, you could face a number of consequences, including penalties and fines from HMRC. In severe cases, you could also be prosecuted.

What software do I need to process GP payroll?

You will need to use specialist GP payroll software in order to process payroll for a GP surgery. There are a number of different systems on the market, so take some time to compare them before you make a decision.

Can I outsource GP payroll?

Yes, you can outsource GP payroll to a specialist provider. This can be a good option if you don’t have the time or resources to process payroll yourself.

What information do I need to process GP payroll?

In order to process GP payroll, you will need to have the following information:

• The name and address of the GP surgery
• The names and addresses of all employees
• The start date and end date of the payroll period
• The hours worked by each employee during the payroll period
• The pay rate for each employee
• Any deductions that need to be made from employees’ pay
• The bank details of each employee

How do I calculate GP payroll?

To calculate GP payroll, you will need to use specialist software. This software will calculate employees’ salaries and deductions, and then issue payments.

What are the payment methods for GP payroll?

The most common payment method for GP payroll is direct deposit. This is where employees’ salaries are transferred directly into their bank accounts.

What is the best payroll system for GP surgeries?

There is no one-size-fits-all answer to this question, as the best payroll system for a GP surgery will depends on its specific needs and requirements.

Important – The information provided in our articles is intended to be for general purpose use only, and not advice for you or your business. We strive to publish accurate information, but encourage you to fact-check and seek expert guidance. We recommend that you always speak to a qualified professional to get advice about how to operate your business under your specific requirements and circumstances.