Table of contents

1. Introduction

2. Employer 

3. Contact details

4. Logo

5. Pension dates

6. Opening balances

1. Introduction

Navigation: Employer > Details 

The best place to start in Payroll is to complete your Employer details. This menu has multiple tabs which are all explained below

2. Employer 

Navigation: Employer Details > Employer

The below describes what each field on the menu does.

The 'Employer name' will have been defined by the organisation name used during registration.

The 'HMRC office name', 'PAYE reference' and 'Accounts office reference' can be found in your HMRC’s Online Services portal or on paperwork received from HMRC. It is important to fill in the 'PAYE reference' and 'Accounts office reference', as this will allow you to submit Full Payment Submissions and Employer Payment Summaries to HMRC.

This PAYE scheme is eligible to claim employment allowance, based on the current tax year' is the Employment Allowance checkbox. Tick this box (and send an Employer Payment Summary to HMRC after the setup process- as explained in section 2.1 this guide) if you are entitled to claim employment allowance.

Employment Allowance

The 'Payroll payment method' you choose will appear on employee payslips.

Enter a 'BACs payment sort code' only if you use your own BACS Service User Number. This is sent to HMRC in Real Time Information submissions. 

Real Time Information: generating the cross reference

Select a contact in the 'Payroll HMRC contact' drop-down if you use our Accounting module. It is important to select the relevant HMRC contact so that when importing payroll into accounts, the bills will be allocated to the correct supplier.

Likewise, you will have to select the relevant 'Pension Entity' set up in Accounting in the drop-down provided so that when importing payroll into accounts, the bills will be allocated to the correct supplier.

3. Contact details

Navigation: Employer > Details > Contact details

Click on the 'Address' link on the left hand side to be able to fill in the company’s address. The company address is used on Full Payment Submissions to HMRC.

You can also add in the email address used 

4. Logo

Navigation: Employer > Details > Logo

Add in a logo which will then appear on your payslips. The image type of files accepted are png, jpg, gif and jpeg.

5. Pension dates

Navigation: Employer > Details > Pension

Here you can add in some key dates for your workplace pension.

Your automatic enrolment duties start when you employ your first member of staff. Once you know the duties start date, you will need to update the 'Duties start date' in Clear Books Payroll to reflect this.

Duties start date

Eligible jobholders can opt out or cease membership of a qualified pension scheme. As an employer you have a duty to put these eligible jobholders back into a pension scheme on a periodic basis - approximately every 3 years after your duties start date. This date is known as the cyclical re-enrolment date and you can enter this here.


You can choose to delay assessing the workforce for up to three months for some or all of your staff. You must write to your staff to tell them what you are doing and how automatic enrolment applies to them. Enter the date here if you would like to a postponement date for all of your staff.


Make sure to hit the Save button after any changes.

6. Opening balances

Navigation: Employer > Details > Opening balances

If you are starting Clear Books mid way through a tax year and have already claimed Statutory payments, CIS deductions or employment allowance, select the 'Yes' option on this page. 

Next select the last processed pay for any frequencies that you ran on the previous system.

Finally add in the amounts that you have already claimed. These figures will be taken into account on any future Employer Payment Summaries (EPS) that you submit to HMRC.