Frequently Asked Questions
- Setup and Installation
- Pricing & Licensing
- Employee Setup & Data Management
- Payroll Processing & Calculations
- Payslips & Employee Documents
- Compliance & Statutory Reporting
- Pension Management
- Business Central Integration
- Financial Reporting & Ledger Entries
- Timesheet Management
- Employee Self-Service (QniConnect 365)
- Updates, Support & Training
QniPay is built for businesses of all sizes and industries.
Small businesses: Affordable payroll solution for UK-based companies.
Growing enterprises: Scalable for multi-company and multi-currency payroll.
Global expansion: Supports international payroll for medium and large UK businesses.
You can install the solution from Microsoft AppSource. To get started, install the free trial in your Dynamics 365 Business Central environment. For more information, please refer to our QniPay Setup Guide.
Not at all. We provide full support data migration and setup assistance for a smooth, disruption-free transition.
You can create and post a summary amount for each employee as an opening balance to import historical transactions for the current fiscal year.
QniPay can be used with on-premises versions of Dynamics NAV or Business Central through a cloud-hosted payroll process. Below is a breakdown of how it works:
Overview:
Extract data from on-premises NAV/BC: Includes Employee records, Dimensions, and Chart of Accounts.
Import and configure data in QniPay (hosted on Business Central SaaS).
Run payroll and post results in QniPay on Cloud.
Export payroll journals and import them back into Dynamics NAV/BC as General Journals.
Step-by-Step Setup:
STEP 1: Set Up Business Central Cloud
Configure Business Central SaaS in the cloud.
Dual-use rights are available with new CSP licenses.
If not, you will require at least one Business Central Essentials CSP license.
Install QniPay from Microsoft AppSource.
STEP 2: Set Up Core Data
Extract Chart of Accounts, Dimensions, and Employee data from your on-premises NAV/BC system.
Import this data into the Business Central SaaS environment.
Optional setup support available: 1-day service at £1,000.00.
STEP 3: Configure Payroll
Define Payroll Elements.
Set up Payroll Configuration.
Configure Employee details for payroll processing.
STEP 4: Execute Payroll
Create and set up a payroll batch.
Approve payroll.
Export payroll journals via the QniPay app.
Import payroll journals into Dynamics NAV On-Premises as General Journals.
Note: The QniPay app supports all NAV versions starting from March 2021. In the meantime, manual import can be supported by our team, if required.
Ongoing Monthly Process:
Review and update Employee data as needed.
Repeat Steps 3 and 4 for each payroll cycle.
Transparent pricing: £1.00 per employee/month (includes support; excludes one-time setup).
Billing is based on pay runs, with charges calculated according to the number of employees in each run.
The cost is just £1.00 per employee per month.
No, the pricing is flat and transparent, with contract options available for added reassurance.
Yes, it uses the standard Employee table. We’ve extended it to capture additional employee information in line with HMRC guidelines.
When enrolling a new employee, you’ll need to complete the relevant details on the Employee Card. Then, click ‘Verify HMRC Details’ to automatically populate the required information.
There is no limit to the number of employees you can register with QniPay. You can store the following information for each employee:
- General information
- Pictures and attachments
- Address details
- Employment information
- Personal information
- Payroll information
- Payment and banking details
- HMRC starter and payroll data
- Confidential records
- Absences
- Contact details
- Qualifications
- Reporting dimensions
- Miscellaneous information
- Pay elements
- Timesheet entries
- Car benefits
- Student loans
- Worker locations
You can also configure additional fields as needed.
Car allowance must be calculated manually. The calculated amount should be added under Employee Payroll Elements as shown below.
For Benefits in Kind, tax is calculated, but the car allowance amount is not included in the employee’s Net Pay. Since there is no cash transaction, you do not need to map it to G/L Accounts.
However, if you wish to offer it as a cash benefit, you will need to define such payroll element as earning and link it to corresponding G/L Accounts.
Pensions can be calculated automatically based on:
Basic Earnings
Qualifying Earnings
Total Earnings
Define Contribution Rates, and the system will calculate automatically.
Yes, salary sacrifice contributions can be configured in the Pension setup like other contributions. Additionally, you can specify whether the salary sacrifice is calculated as a percentage or a fixed amount.
Yes, the system can be configured to allow additional Pension contributions, and multiple pension schemes can also be set up.
Yes, QniPay can handle holiday pay calculations and leave adjustments for consultants. You can apply adjustments based on duration or individual entitlements eliminating the need for manual spreadsheets.
After payroll is processed, the journal posts automatically. Then:
Process BACS payments, submission FPS, EPS to HMRC, generate pension reports for pension providers, and other reports as appropriate.
Yes.
Add the earning in Pay Elements with type “Earning”.
Configure Pay Element Field Configuration.
Add the Pay Element and the Rate in the Employee Card.
Posted earnings show under “Payment” on payslip.
Yes.
Add the deduction in Pay Elements with type “Deduction”.
Set up in payroll batch.
Appears under “Deductions” on payslip.
There are no limitations. Add benefits and deductions as needed.
There are no limitations on deductions shown on payslips.
Yes, Draft Payslip can be generated and sent for verification for not only to employee but also to any assigned emails like HR email. Both draft and final payslip can be sent to any one designated email ID.
Payslips are e-mailed automatically which are password-protected.
QniPay is automatically connected to QniConnect 365, which employees can log into using their email ID.
To unlock the full potential of QniConnect 365, please contact our sales team.
Yes. It’s an HMRC-recognised solution that supports P11D submissions, including benefit cash equivalents.
Submit directly via HMRC’s secure gateway no manual work needed.
Once the FPS is submitted to HMRC, QniPay registers with the HMRC site. Users can access HMRC updates via the HMRC updates action tab found in the search bar. By clicking Apply Latest Data, the updates will be applied directly to the employee card.
Yes, employees with zero net pay can be excluded from the FPS submission by turning “ON” the Exclude Zero Net Pay toggle in the Payroll setup.
Yes, the P32 report is automatically generated by the system from the Released EPS submission page.
The system automatically identifies the last pay period and marks the For Year node value as Yes on either the FPS or EPS, indicating the final submission at Data Item No. 109.
Yes.
Pension elements can be mapped to either a Vendor or G/L Account, depending on how you manage your Pension Provider.
Data can be extracted from the General Ledger, Vendor Ledger, or both. Use the Payroll Detail Ledger for individual employee contributions.
For Pension Provider report, data export field setup can be configured as per Pension Provider template, and such report can be extracted from posted payroll batch with export pension tab.
Refer to Payroll Processing section.
Refer to Payroll Processing section.
Refer to Payroll Processing section.
Yes, absolutely. You can post payroll data to Business Central per employee, by department, or by dimension, depending on your reporting preferences.
At the Pay element, assign the Account No. and Deduction No. according to the chart of accounts for each pay element integrated with Business Central. As a result, whenever a payroll batch is posted, the General Ledger will also be updated based on the account number configuration.
If the user doesn’t want to post G/L entries, they can simply enable (ON) the Skip posting to G/L toggle, which will prevent any General Ledger entries from being posted.
Once you create and post a payroll batch, the system generates:
Payroll Ledger Entries
Employee Ledger Entries
General Ledger Entries
You can view these via “Find Entries” in the Posted Payroll Batch screen.
Enable “Post to G/L” for direct ledger posting.
Yes. The solution automatically creates payment journals, removing the need for manual input. Use “Generate Employee Payment” in the posted payroll batch.
Yes, you can choose between summary or detailed entries. If you enable detail posting, you can track each element per employee in the general ledger.
For employee-wise tracking, set the Posting Method to Employee-wise. Use Posted Payroll Batch No. and Line Number to trace G/L entries.
Use standard roles and permissions. Also, configure whether payroll is posted in summary or detail.
Each payroll element is mapped to the appropriate G/L expense and payable accounts.
Each pay run generates a payroll journal that debits expenses and credits liabilities like PAYE, NIC, pensions, student loans, etc.
- Employee Payslip (both Draft and Final Payslip)
- HMRC forms like, P45, P60
- Payroll Statistics & Ledger Entries
- Payroll Ledger and Detailed Ledger Entries
- Employee Payroll Statistics
- BACS Report
- Pension Report
- Pre and Post Payroll Summary
- Comparison Period Report
- Cheque Payment Report
- Vendor Remittance Advice Report
Yes. First define work sites. Then enter timesheets per employee and worksite.
(QniPay has both fixed and flexible rate timesheet configuration)
Payroll elements are mapped to each worksite. Employees can be assigned to multiple worksites, and both normal and overtime hours are recorded in timesheets. Pay rules for each hour type are defined within the payroll batch, ensuring accurate payroll processing.
Refer to Payslips section.
QniPay includes QniConnect 365 an employee self-service portal that provides access to Payslips, P60s, and other related documents along with employee details.
To unlock the full potential of QniConnect 365, please contact our sales team.
We will notify all QniPay users via email whenever there are updates from HMRC or new feature releases affecting the system. The email will include a link to a step-by-step guide with pictorial instructions to help users understand and implement the changes.
Additionally, a follow-up reminder email will be sent within a week to ensure no update is missed.
System enhancements and new feature additions are released quarterly. However, any changes from HMRC such as updates to rules, thresholds, or payroll legislation are implemented as soon as possible. Users are promptly notified via email, accompanied by step-by-step guides to assist with the updates.
Yes, we offer an interactive simulation of QniPay, including:
Video walkthroughs
Configuration guidance
App navigation
Yes, we offer 24/7 technical helpdesk support.
We also provide:
Training documentation (.pdf/.docx)