Recruitment agency payroll: How to avoid common payroll mistakes 

For National Payroll Week, the QUBA payroll team shares practical advice to help recruitment agencies keep payroll running smoothly. 

Payroll might happen behind the scenes, but getting recruitment agency payroll right is a big part of keeping your temp and contract desk moving. 

Timesheets need to be submitted. Hours and rates need to be right. Approvals need to happen on time. And, ultimately, workers need to be paid correctly and when they expect to be. 

For National Payroll Week, we’re handing things over to the people who know payroll best: the QUBA payroll team. 

From common payroll mistakes to timesheet deadlines and the checks worth making before payroll runs, they’re sharing some practical advice to help recruitment agencies keep things running smoothly. 

Meet the QUBA recruitment payroll team 

You might know their names from your inbox, but do you know the people behind your payroll? 

Our payroll team works with recruitment agencies throughout the week, processing payroll, answering questions and helping sort out any issues that come up along the way. 

Because while technology and good processes are important, sometimes you just need to be able to speak to someone who knows what they’re talking about. 

Meet the team

At QUBA, our agencies have access to real people who understand recruitment payroll and are there to help when they need them. 

It doesn’t always take a big mistake to cause a big payroll headache. 

Incorrect hours, the wrong rate or a detail that’s been missed can all create problems once payroll has been processed. 

And sometimes, the information can look right at first glance. 

We asked Faye, Alice and Katie from our payroll team about the common payroll mistakes they see, what agencies can do to help prevent them and the simple check that can make a big difference. 

One of their biggest pieces of advice? 

Check your pre-payroll report. 

Your pre-payroll report gives you an opportunity to review what’s due to be processed before the payroll run. 

Check the hours. Check the rates. Check the worker details. And if something doesn’t look right, raise it. 

Those few minutes could save a lot more time further down the line.

Why payroll and timesheet deadlines matter

A smooth payroll week starts well before payday. 

For recruitment agencies, getting timesheets submitted and approved on time is an important part of making sure workers can be paid correctly and on time. 

There are several steps happening behind the scenes between a worker submitting their timesheet and receiving their pay, which is why knowing your deadlines matters. 

Keep the key dates to hand with our 2026 Payroll Deadlines guide.

The key takeaway is simple: get the right information in at the right time.

It gives the payroll team the best opportunity to complete the necessary checks, resolve any queries and keep your payroll week running smoothly.

Recruitment payroll is about much more than pressing a button on payday. 

Throughout a typical week, agencies might need help with candidate pay queries, timesheet amendments, payslips, payments or simply understanding what’s happening with a particular worker. 

That’s why communication matters. 

A good recruitment payroll partner should give you confidence that there are experienced people behind the process who you can turn to when you need help. 

So, what do agencies actually come to the QUBA payroll team for?

Good payroll support isn’t just about getting to payday. It’s about having people there to help when something doesn’t look right or you need an answer.

How healthy is your payroll process? 

National Payroll Week is a good opportunity to look at how your own payroll processes are working. 

A few questions can quickly highlight areas worth taking a closer look at: 

• Are timesheets being submitted and approved on time? 

• Is your team checking the pre-payroll report before payroll runs? 

• Are hours, rates and worker details being checked? 

• Are payroll queries being picked up quickly? 

• Are invoices being raised correctly and on time? 

• Does your team have the visibility it needs? 

• Do you know who to contact when something doesn’t look right? 

If you’re not completely confident in the answers, it might be time for a payroll health check.

Free Recruitment Agency Payroll Health Check 

We’ve created the QUBA Payroll Health Check to help recruitment agencies take a closer look at the processes behind their weekly payroll. 

From timesheets and approvals to payroll and invoicing, it gives you a simple set of checkpoints to work through and identify where your processes are working well and where there could be room for improvement. 

How does your payroll process measure up? 

We couldn’t celebrate National Payroll Week without asking the team at least one question that had absolutely nothing to do with timesheets, reports or deadlines. 

If payroll had a mascot, what would it be? 

The answer? A duck. 

And, actually, their reasoning makes a surprising amount of sense… 

Calm on the surface. Working hard underneath to keep everything moving. 

Sounds about right to us. 

So, this National Payroll Week, we’re celebrating Faye, Alice, Katie and the rest of the QUBA payroll team, as well as all the payroll professionals working behind the scenes to keep people paid week after week. 

Payroll, funding and back-office support for recruitment agencies 

Payroll is just one part of running a successful temp or contract desk. 

There’s funding to think about, timesheets to manage, invoices to raise, clients to chase and plenty happening behind the scenes before you can focus on growing your agency. 

That’s why QUBA brings funding, payroll, technology and support together. 

We take care of more of what’s happening behind the scenes, giving recruitment agencies more time to focus on what they do best. 

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