Hours, surcharges, absences, commissions and payouts arise spread across the month in teamspace. At the close they are ready, checked and released, as one data set for the payroll office. The actual payroll run is handled by the tax advisor or the payroll system; teamspace prepares the data for it.
For payroll preparation, teamspace provides the data the tax advisor needs for payroll: fixed and variable salary, overtime payouts, commissions and more. It arises day to day in the digital employee record and time tracking and is ready, checked, at month-end, instead of being gathered from lists on the cut-off date.
Month-end close
How payroll preparation runs
teamspace brings a month's payroll-relevant data together, checks it and releases it. What is released goes as an export to the tax advisor. The payroll run itself happens there, not in teamspace.
Working hours
167:30 h
Surcharges
night +25 %
Absences
8 days
Payouts
overtime · commission
one data set, no retyping
teamspace runs no payroll of its own.
teamspace collects, checks and releases. The payroll run itself happens at the tax advisor.
Scope
Three things so that the month-end close does not become a gathering operation across three mailboxes and four spreadsheets.
Hours, surcharges and absences arise while working, not at month-end. Whoever records the time already has the payroll data.
Overtime payout, commission and per-diem gather per employee in the employee billing.
One checked data set goes as an export to the payroll office. Income tax and social-security contributions stay with the tax advisor.
Employee billing
Besides the fixed salary, variable amounts arise every month. Otherwise they spread across travel-expense receipts, overtime accounts and commission arrangements. teamspace brings them together per employee in the employee billing.
The line items run the same path: check, approve, release for payout. Only then do they go into the data set for the payroll office. The employee billing is part of HR+ in the office edition.
Commission and bonus
Whoever shares revenue with staff otherwise recalculates the commission individually at month-end. In teamspace the rule is stored once per employee, after which the system calculates along.
Overtime can be paid out the same way, monthly or on the employee's request. Whether it is paid out or taken as time off is decided by the overtime account.
“We mostly work with the budget column.”
What comes together
The payroll-relevant data arises over the month at various places. At the close it is ready as one checked state, not as a stack of individual sources.
Monthly run
instead of collecting hours, surcharges and absences separately
Data types
hours, surcharges, absences, payouts, commissions
Data set
checked and locked before it goes to the payroll office
Employee billing
payouts and commissions from the office edition
Contract data
Pay components and hourly rates are not fixed values but the result of periods. In teamspace they live on a timeline, with validity from a date.
So it stays traceable which value applied in which month. That is the basis on which the payroll data is right before it leaves the house.
First call
In 30 minutes we discuss your surcharges, payouts and the handover to the payroll office on an example month. At the end you see which data teamspace collects and how it is released.
Cut-off
Payroll data must not shift unnoticed after the handover. Before the export, teamspace closes the month, instead of trusting a spreadsheet everyone can still change.
So a closed state leaves the house. If someone asks later, it is visible who changed what and when, instead of a spreadsheet without a history.
Handover
This clarification belongs in the conversation early, because it avoids misunderstandings. teamspace prepares the payroll data and hands it over, but runs no payroll itself.
Two separate routes, then: the payroll data to the payroll office, the financial accounting to DATEV. Both prepared from one system, each run where it belongs.
Scope
Use cases
Payroll preparation accesses the same data as the rest of the HR function. Six functions whose data the handover to the payroll office hangs on.
Attendance, surcharges and the hours account, the basis for the payroll data.
Learn moreThree calculation rules, payout with your own rates or time off in lieu.
Learn moreRequests, remaining leave and absences that go along into the payroll run.
Learn moreSick report with certificate, certified days fill the time account.
Learn moreContract data, hourly rates and pay components time-versioned.
Learn moreContract times and skills from HR feed into resource planning.
Learn more
Part of the HR software
Employee record, working time, leave, sickness and overtime sit in the same system as payroll preparation. From the recorded time come the hours, from the overtime account the payouts, from the contract data the versioned rate. At month-end they are ready as one data set. How the whole module connects is shown on the overview page.
To the HR softwareWhat payroll preparation is
Payroll preparation is the assembly of all payroll-relevant data of a month before payroll runs. It includes working hours, surcharges, absences, overtime payouts, commissions and per-diems. teamspace collects this data where it arises, checks it and releases it. From the released state comes a data set that can be reused in the accounting or payroll system.
The actual run, that is income-tax filing and social-security contributions, stays with the tax advisor or in the external payroll system. That is the honest boundary: teamspace prepares, the run happens elsewhere. The personnel data sits in two geo-redundant, ISO 27001 certified data centres in Frankfurt am Main, exclusively within the EU and GDPR compliant with a data processing agreement. We have developed teamspace since 1999 in Darmstadt, without outside capital. The contracting party is 5 POINT AG, a German public company under German law.
Related modules
Anyone using payroll preparation almost always touches time, the project and the invoice too. Here are the shortest routes there.
Attendance and project time on the same employee. From the entries, the hours account and the overtime account calculate.
Skills and contract times from HR flow into capacity planning. The versioned hourly rate calculates the internal cost in every phase.
From approved project times comes the fee invoice, with the hourly rate valid on the booking day from the HR timeline.
Payroll preparation is the bridge between time tracking, HR and payroll. Whoever records attendance in one tool, calculates overtime by hand, maintains surcharges in Excel and sends absences to accounting by mail spends a day or two at month-end gathering it together. teamspace lets this data arise where the work happens and brings it together in one run at the close.
From a month’s released data comes:
All values are ready, checked and released, as one data set for the payroll office, in a standard format for reuse.
teamspace hands the prepared payroll data over as a data export to the payroll office or the tax advisor. The actual payroll run happens there: income-tax filing and social-security contributions belong in the external payroll system, not in teamspace. A DATEV payroll interface like LODAS does not exist. Separate from that, the DATEV-certified interface to DATEV Unternehmen online carries the financial accounting, that is invoices and receipts.
Recorded times can be written once weekly or monthly; afterwards the periods are locked, and only finance administration still changes anything. Every correction carries editor and timestamp with the old and new value. If a contract value changes retroactively, teamspace recalculates the affected months. So a traceable state goes into payroll preparation.
Wondering whether teamspace can take over payroll preparation in your organisation? In the call we walk through your surcharges, your payouts and the handover to the payroll office on an example month.
We walk through your surcharges, payouts and the handover to the payroll office on an example month. A short call shows whether teamspace fits your payroll preparation.
