What is a Payroll BPaaS Solution?
- SaaS (Software as a Service): Cloud-based software that lets you use applications without installing or maintaining hardware.
- BPO (Business Process Outsourcing): Outsourcing business processes to cut costs and improve efficiency.
Payroll BPaaS (Business Process as a Service) combines SaaS and BPO models into one solution, automating payroll to reduce costs, minimize risks, and ensure accuracy — all on a cloud-based platform.
Attendance Management Software
Payroll BPaaS Solution
saving 80% on Payroll Operations
Personal Income Tax
Management
- Compliance with tax regulations.
- Accurate PIT calculation and submission.
- Full-cycle support.
Payroll Management
- Flexible system customized to your needs.
- Automated processing and data verification.
- Custom reports on request.
Social Insurance
Management
- Seamless HR integration
- Fast registration & reporting
- Full government compliance
Additional Services
HR services that fit your business needs
terra HR System
A unified platform for business and HR operations, accessible via web or mobile, with tools for payroll, timekeeping, leave, insurance, and more.
Personal Income Tax Service
We help businesses accurately complete personal income tax finalization, offering optimal solutions from declaration to calculation.
Other HR Services
Support for businesses in completing other HR tasks, such as:
- Labor reports
- Salary payment
Why using
terra Payroll?
Payroll Accuracy & Legal Compliance
Strong portfolio of FDI clients across industries
Faster Payroll Processing
Compliance with Local Regulations
Access to HR & Payroll Systems
Integrated HR Management Platform
Optimized Payroll Solutions
Reduce risks, save time, and ensure legal compliance with terra’s comprehensive payroll solution.
Frequently Asked Questions
What is terra Payroll and how does it work?
terra Payroll combines SaaS (cloud-based software) and BPO (outsourced business processes) into one powerful solution. Automating payroll from time tracking to payslip generation, this cloud platform reduces costs, minimizes risks, and ensures accuracy. Tailored to your needs, terra makes payroll smoother, faster, and fully compliant.
Can terra Payroll be customized for our company’s policies?
Yes, terra Payroll is fully customizable to fit your company’s specific policies, including salary structures, overtime, allowances, taxes, and more. We tailor the system to meet your unique needs and ensure smooth payroll management.
Is the system compliant with local labor and tax regulations?
Yes, terra Payroll prioritizes compliance. The platform is regularly updated to reflect the latest changes in labor laws, tax rates, and insurance contributions in Vietnam. It automatically calculates taxes and deductions, reducing compliance risks and helping you avoid penalties.
How does terra ensure data security and privacy?
Data security is our top priority. terra Payroll is hosted on secure cloud infrastructure with encryption, role-based access control, regular audits, and compliance with GDPR and local laws. We also require clients to sign an NDA before starting, ensuring full confidentiality.
What types of reports can we generate?
terra provides a robust reporting suite that includes both standardized reports and custom-built dashboards upon request. These can include:
Payroll summary and breakdowns by department, location, or individual
Tax and social insurance declarations
Payslip reports with detailed salary components
Audit logs and change history for compliance tracking
Leave and attendance summaries
Custom reports aligned with internal KPIs or board-level analytics
All reports can be exported in formats like Excel, PDF, or CSV, and scheduled to run automatically at desired intervals.
How long does implementation take?
The typical implementation period ranges from 4 to 8 weeks, depending on the size and complexity of your organization. The process includes:
Requirement gathering & policy review
System configuration and data migration
Integration setup with existing tools
User training and testing
Go-live and post-launch support
terra’s dedicated onboarding team ensures that you are guided through each step with minimal disruption to your operations.
Do you offer ongoing support after implementation?
Yes, our commitment doesn’t end at go-live. terra offers ongoing customer support, including:
Dedicated Account Managers for enterprise clients
Live chat and helpdesk ticketing system
Regular system updates and patch releases
Knowledge base and training materials
Optional on-site support or quarterly business reviews
We aim to build long-term partnerships with our clients, and that means providing proactive support, not just reactive fixes.
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Payroll outsourcing services, combined with automated payroll software, optimize costs and streamline operations for businesses. These services handle 100% of payroll accounting tasks efficiently.
Introduction to Payroll Outsourcing Service
What makes payroll outsourcing services increasingly trusted by businesses? First, let’s explore the concept of payroll outsourcing with terra!
What is Payroll Outsourcing?
Payroll outsourcing services are an optimal solution that relieves businesses from the burden of payroll management, enabling them to focus on core activities. By delegating payroll tasks to outsourced payroll services, companies receive comprehensive support, including accurate payroll calculations, personal income tax (PIT) finalization, social insurance management, and regular updates on legal regulations. This approach not only saves time but also minimizes errors during payroll processing.
Key Features of Payroll Outsourcing Service
- Payroll Calculation: Ensures accurate and timely application of wage, bonus, and allowance policies.
- Insurance Management:Handles the registration, adjustment, and storage of social, health, and unemployment insurance.
- PIT Finalization: Completes all procedures for individual income tax declarations and payments for employees and businesses.
- Regulation Updates: Keeps businesses informed of new labor laws and adjusts payroll processes accordingly.
Comparison: In-house Payroll vs. Outsourced Payroll Services
| Criteria | In-house Payroll | Outsourced Payroll Services |
| Accuracy | Depends on internal staff skills and experience. | High accuracy thanks to the expertise of professionals. |
| Flexibility | Limited flexibility due to internal processes. | Highly flexible, adapting to changing demands. |
| Cost | Lower initial costs but potential hidden expenses. | Transparent, often higher but with no hidden costs. |
| Time Efficiency | Time-intensive with manual processing and legal updates. | Saves time through automation and swift handling. |
| Legal compliance | Risk of non-compliance with new regulations. | Ensures compliance through regular updates. |
Why More Businesses Are Turning to Payroll Outsourcing Services
Businesses are increasingly shifting from in-house payroll management to payroll outsourcing for several reasons:
- Cost Savings: Outsourcing helps businesses significantly reduce fixed costs by eliminating the need for infrastructure, software, or equipment investments for internal payroll departments.
- Focus on Core Operations: By dedicating all resources to core business activities, companies improve competitiveness and overall operational efficiency.
- Flexibility and Adaptability: Outsourced payroll services allow businesses to easily adjust service scales to meet demand without additional investment in personnel or infrastructure. This is especially beneficial during fluctuating business conditions.
Payroll Services
Payroll plays a crucial role in a company’s operations, directly impacting employee satisfaction and compliance with legal regulations.
What is Payroll?
Payroll refers to the process of calculating, recording, and managing employee wages and salaries within a company. In large and specialized companies, such as construction, real estate, and logistics, payroll accounting is not just a matter of simple calculations but also requires a deep understanding of labor laws and industry-specific compensation policies.
Payroll plays a significant role in managing company costs
It goes beyond merely calculating and distributing wages; it is involved in multiple areas, including:
- Planning labor costs: Estimating costs based on employee numbers, salaries, and benefits, and comparing with actual expenses for adjustments when necessary.
- Cost control: Ensuring accurate disbursements, detecting errors, and suggesting cost-saving measures.
- Providing decision-making information: Offering detailed reports and analysis to assist management in evaluating efficiency and making informed decisions.
- Ensuring legal compliance: Keeping up-to-date with labor regulations and taxes to avoid legal risks for the company.
- Supporting other departments: Providing information to the HR department for policy development and assisting the finance department in preparing financial reports.
Outsourced Payroll Services for Companies
Outsourcing payroll services not only helps companies optimize management processes but also offers numerous practical benefits. Here are some of the key advantages of outsourcing payroll:
- Time and cost savings: This service reduces the workload of HR departments, allowing them to focus on other important tasks. Businesses save on recruiting and training in-house payroll staff, reducing operating costs.
- Increased accuracy:Using professional payroll software ensures precision in calculating salaries, allowances, and other deductions, minimizing errors in the process.
- Reduced legal risks: Service providers stay updated with the latest labor and tax regulations, ensuring businesses remain compliant and reducing the likelihood of legal issues.
Typical Payroll Process
The payroll process is a critical component of human resource management in any company. To ensure accuracy and transparency in employee compensation, this process generally includes the following seven steps:
Step 1: Gather Payroll Information
Start by collecting all relevant information, including attendance records. For specialized positions, such as sales staff, salaries may be based on production results or KPIs, so the base salary must be determined accurately.
Step 2: Verification and Confirmation
Compare and verify data from multiple sources, such as attendance and sales records, to ensure accuracy. If discrepancies are found, the manager should intervene immediately to maintain the integrity of the process.
Step 3: Prepare Payroll Calculation
The HR or administrative department prepares the payroll using data on work hours, completed tasks, and KPIs to determine the wages, taxes, and social security contributions.
Step 4: Submit Payroll for Approval
Once the payroll calculation is complete, it is sent to the chief accountant and management for review. If there are disagreements, both departments collaborate to resolve the issues.
Step 5: Distribute Payslips
Once approved, payslips are delivered to employees via email or an internal system to ensure confidentiality.
Step 6: Process Payments
The finance department will allocate funds and process employee payments according to the established timeline.
Step 7: Record Keeping
Finally, all payroll data and documents are stored securely for future reference and reporting.
Challenges in Payroll Management
Several challenges can hinder payroll management, such as:
Difficulty in payroll management:
Frequent changes in personnel, such as hiring, training new employees, and role transitions, increase the workload for payroll accountants and make overtime calculations more complex.
Legal compliance challenges:
Labor laws, social security regulations, and personal income tax laws are frequently amended, requiring businesses to stay updated to ensure compliance in salary calculations and payments. Regulations on minimum wages, salary coefficients, and insurance policies change periodically, necessitating timely adjustments to payroll systems.
Pressure from large volumes of data:
With a large number of employees, managing personal information and work history becomes complex, increasing the chances of errors. Payroll and deductions require high accuracy, and mistakes can lead to serious legal issues, such as tax penalties. Complex scenarios, such as sick leave, vacation days, or overtime, also need to be handled accurately to ensure employees’ rights are protected.
Data security challenges:
Using basic software like Excel for payroll management without stringent security measures can lead to data leaks. This could result in unwanted incidents that affect company security and reputation.
Benefits of Using terra’s Payroll Services
terra offers a comprehensive suite of HR management solutions, including:
- terra HR System: A complete human resource management system.
- terra Payroll: Outsourced payroll services.
- terra Academy: A knowledge-sharing and free training platform.
By using terra Payroll services, clients can benefit from:
- Experienced professionals: terra has a team of experts who are highly knowledgeable about payroll processes and issues related to social security and taxes, ensuring all tasks are handled professionally. They also have experience working with tax authorities and social security agencies in various regions.
- Automated payroll processes: Advanced software and automation tools are used in payroll processing, optimizing workflows, enhancing accuracy, and reducing errors.
- 24/7 customer support: terra provides dedicated and timely consultation services to help clients with any payroll-related inquiries, ensuring you receive the necessary support.
- Affordable costs: terra offers flexible service packages suited to businesses of all sizes, helping clients select a service that meets their specific needs while keeping operational costs low without compromising on service quality.
- Comprehensive HR management: In addition to terra Payroll services, clients receive terra HR System which integrates HR data management with payroll processes, streamlining operations.
Commitments of terra Payroll Services
When using terra Payroll, we commit to:
- Completing the entire payroll process, from salary calculation and tax deductions to timely employee payments.
- Saving time and effort for businesses by managing payroll processes and handling complex procedures.
- Ensuring accuracy and full compliance with legal regulations, helping companies avoid risks related to payroll and taxation.
- Providing consultation and addressing all inquiries so HR personnel can focus on other essential business activities.
Frequently Asked Questions (FAQ)
What does the payroll service include?
Payroll services cover income calculation, deductions, taxes, and allowances as per legal requirements; preparation and submission of tax reports (PIT, Social Insurance, and Health Insurance); and HR file management (employment contracts, attendance records, payroll documentation). Additional value-added services, such as salary policy consultation and labor issue resolution, can also be provided.
How long does the payroll process take?
The duration of a payroll cycle depends on the size and complexity of the business. For mid-sized enterprises, payroll is typically calculated at the end of the month, with payroll sheets finalized by the beginning of the following month.
How can I start using the service?
To get started, simply contact terra for a consultation. After signing a contract and providing necessary data such as employee information and attendance records, Terra will handle payroll calculations and payments on behalf of your business.
Is data confidentiality guaranteed?
Upon signing a contract, Terra guarantees confidentiality through a Non-Disclosure Agreement (NDA). All company information and data are securely protected and used solely for the agreed-upon purposes.
Other services offered by terra
In addition to HR management solutions, terra provides three year-end service packages:
- Labor Reporting Service: terra offers two flexible options: (1) conducting labor reporting on behalf of businesses and (2) offering labor reporting courses to guide businesses in completing the process independently.
- Personal Income Tax Finalization Service: terra prepares and submits monthly (or quarterly) PIT reports and completes the finalization of PIT on behalf of businesses.
- Consulting Service (terra Consultant): terra reviews payroll, provides legal consultation related to salaries, social insurance, and PIT regulations.
