A monthly workflow
Pick the day it runs, before your cut-off. New workflows save drafts. Sending automatically asks you to confirm first.
Set up recurring document collectionUse case
Payroll inputs, without the email trail.
Timesheets, overtime, expenses and starter and leaver details from every payroll client, before each pay run. A monthly request lists what you need, and reminders chase it.
Last updated · Facts checked
How it works
A typical pay month in GarnerDocs.
Set up the workflow once. After that, every month's inputs arrive in one place.
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1
Once
Set up a monthly workflow.
Choose your payroll template, a day before your cut-off and Current month, so October's request asks for October's changes. It creates one request per client, as drafts to check or sent.
Set up recurring document collection -
2
Before each pay run
Clients get the month's list.
Each client gets an email with a private link listing this month's inputs. They upload from a phone or computer, with no account.
Copy or share the client link -
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Before your cut-off
Reminders chase what's missing.
Each reminder lists only what's outstanding, and they stop once everything is in.
How automatic reminders work -
4
As files arrive
Approve, then run payroll.
Approve each file, or ask for a replacement when a timesheet is for the wrong month. Approving the last one completes the request.
Review and approve uploads
Choose your payroll template, a day before your cut-off and Current month, so October's request asks for October's changes. It creates one request per client, as drafts to check or sent.
for Calder Joinery · Due 20 Oct
Private upload link · what Calder Joinery seesNo account needed
N
Northstar Accounting
Documents requested for
Due 20 Oct
Upload a few, leave some missing, then see what the reminders do.
Default schedule
Features
What keeps each pay run on time.
Templates for each kind of change
Keep one for the monthly inputs, one for new starters and one for leavers. Tailor one client's request without changing the template.
Create a templateNotes for "nothing this month"
No leavers, no overtime? Your client says so in a note from their upload page, and you remove that document so reminders stop asking for it.
Read and reply to client notesSay what each document means
Add a description under each document, so your client knows a starter checklist will do when there's no P45.
Add, remove or rename requested documentsA pay month, start to finish
Once, set up a monthly workflow with your payroll template, a day a week or so before your cut-off and the reporting period Current month. Each request is titled for the month it pays, like "Payroll inputs October 2026".
On that day, each client gets the month's list, and reminders chase what's missing.
As files arrive, approve each one. When the last is approved, download the files as a ZIP and run payroll as you do today.
New starters
A new starter doesn't wait for the monthly list. Create a one-off request from a New starter template as soon as your client tells you.
Tax
- P45 from their last job, or a starter checklist
Right to work
- Copies of the right to work documents your client checked
Employment
- Signed employment contract
- Bank details form
What GarnerDocs doesn't do
GarnerDocs collects the files. It doesn't run payroll, work out pay or tax, or connect to your payroll software or HMRC.
It doesn't check anyone's right to work either. The employer does that before the person starts, by checking the original documents with them present or online with a share code, and keeps copies. GarnerDocs only collects those copies. See check a job applicant's right to work and the PAYE starter checklist on GOV.UK (checked on 19 October 2026). This page isn't legal or tax advice.
Questions
A month has no starters or leavers. Will reminders keep asking?
Only until you remove that document from that month's request. The template stays as it is for next month.
My clients have different cut-off days. Does that work?
Yes, with one monthly workflow for each cut-off. Pick the day it runs and its clients under Specific clients. A client never gets two requests from one workflow for the same month.
Is it safe to collect bank details and ID this way?
Clients upload through a private link to private, encrypted storage, and only your signed-in team can download the files. They're deleted after the retention period you choose, from 30 days to a year after the request is completed.
Related
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Use case
Monthly bookkeeping
Bank statements, receipts and invoices from every bookkeeping client, every month. GarnerDocs sends each client this month's list on the 1st and chases what's missing, so you can get on with the books.
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Use case
Recurring collection with Workflows
Monthly, quarterly or annual requests for every client, from your templates. A workflow creates each one at 08:00 on the day you choose, then sends it or saves a draft for you to check.
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Workflows
Set up recurring document collection
Monthly, quarterly or annual requests from a template, sent or saved as drafts.
Spend less time chasing. More time doing the work that matters.
Make document collection the easiest part of working with your clients.
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