Payroll
Digital payroll accountingfor every situation.
Payroll for startups, scale-ups and SMEs. We also master the complex cases others wave off, from employee equity all the way to cross-border setups. Fully digital and built to scale with your growth.
Digital collaboration
Payroll accounting without the paperwork
Your payroll accounting runs online from start to finish: we find the right way to communicate for your case and the right interface to the tools you already use. Your data flows straight from your HR tools, and finished payslips are ready digitally whenever you need them.
DATEV Unternehmen OnlineCommunication
Employee data
Payslips
- DATEV Unternehmen Online
What you get
One point of contact, proactive and reliable from the start
With us, your payroll doesn't land in a queue. You have a dedicated contact who knows your company and thinks ahead before anything goes wrong.
A direct line
Email, WhatsApp or a quick call: you reach the person who actually runs your payroll. No ticket, no hotline, no changing responsibilities.
Proactive, not reactive
We flag the pitfalls before they get expensive, instead of just processing whatever you send us.
Right from the start
Set up cleanly once, your payroll scales with you, from your first hire to a full scale-up. You never have to think about payroll accounting again.
Startups & scale-ups
Payroll that keeps your pace
Equity programmes, incentives, international teams: in young companies, payroll is rarely standard. Good thing that's exactly our daily business.
Employee equity
Equity granted to employees is payroll-relevant and belongs cleanly in the payroll record
Whether VSOPs or real shares under §19a: the moment employees get equity, it becomes a payroll matter. Taxation is deferred, the wage tax ruling (Anrufungsauskunft) at the tax office is mandatory, and everything has to be documented in the payroll record. We take care of it before an audit does.
- VSOPs from grant to payout
- §19a: real shares, taxed on a deferred basis
- Wage tax ruling from the tax office
§37b non-cash benefits
Incentives matter, but they have to be booked right
Gifts, incentive trips, prize draws for the team: almost anything the employer gives is taxable pay. Many only learn this when the back-tax bill arrives. We account for it correctly from day one. And if your previous advisor let it slide, we clean it up properly.
- Gifts & incentives taxed correctly under § 37b EStG
- Creative ideas too: reinvested bonuses, prize draws
- We fix what previous advisors left behind
Cross-border cases
Wherever your team sits.
Your core team is in Germany, the working student is here on a residence permit, the developer lives and works abroad: we clarify up front who is allowed to work where, how social security applies, whether and how wage tax is withheld, and how to run payroll correctly for people abroad.
- Living and employed abroad: cleanly handled
- EU or non-EU, every case looked at individually
What clients say
„With Vantoya, we've found a reliable partner who not only manages our accounting efficiently and digitally. What we particularly value is their proactive communication – they think along with us, respond quickly, and truly help us move forward.“
Niklas Janka, Founder
Ready for payroll that just runs?
Tell us briefly how things look on your side. We'll get back to you with the next steps.
SMEs & scale-ups
Even with 300+ employees: sleep easy on payday
The bigger the team, the more special cases, and the more it matters that payroll runs cleanly. That's exactly our specialty.
Scaling
From your first payslip to 300+
Your payroll grows with you: more employees, more locations, more complex pay with bonuses, pension exemptions and special cases. The bigger and more specialised, the more it's our thing.
- Grows with you, no system switch
- Complex compensation models mapped cleanly
- Same care, whether 1 or 300+ employees
Phantom pay
Phantom pay & premiums under control
In industries with weekend and night premiums: during holiday and sick leave, the average of the last few months counts. Base pay rises even though no one is working. Miss that and you quickly breach mini-job thresholds or pay up at the audit. We get it right from the outset.
- Average pay during holiday & sick leave handled correctly
- Mini-job thresholds kept in view
- Premiums recorded cleanly in the payroll record
Special cases
From company cars to short-time work: every case covered
The more employees, the more piles up in payroll: company cars and other benefits in kind, occupational pensions, incentives, severance, short-time work, restructuring. Whatever the month brings, we account for it correctly, report it right and keep it off your plate.
- Benefits in kind & occupational pensions accounted for cleanly
- Short-time work including applications to the labour office
- Restructuring down to the last payslip
These companies trust us
„I can probably read a payslip faster than a WhatsApp message. I love digging into tricky topics, and there are plenty of those with startups, scale-ups and SMEs.“
Payroll, Vantoya
Payroll off your list, head clear again?
Hand us your payroll. We do it on time, correctly and without any back-and-forth.
From practice
When three firms give up and we find the solution
An employee with several jobs had paid far too much in social security contributions over the year. He was owed a sizeable refund. The problem: the previous advisor had already deleted the payroll data, and without it the refund goes nowhere.
Previous advisor
Deletes the payroll data from the data centre at the switch
Firm 2
Gives it a try: “can't be done”
Firm 3
Gives it a try: “can't be done”
Vantoya
Data reconstructed, multiple employment re-worked, refund secured
„Out of three firms, I was the only one who really pulled it off.“
Risks
The risks we keep on our radar for you at all times
Most founders aren't afraid of payroll topics because they don't even know the risks. That's exactly where we look, before it gets expensive.
- Bogus self-employment
- Hired a freelancer who should really be an employee? That can get expensive. We spot the risk early and steer against it.
- Status determination procedure
- Are you, as a managing director, subject to social security? With a 50/50 or 60/40 stake, that's not a given. We help get it clarified.
- §37b back payments
- Unaccounted gifts and incentives add up, until an audit finds them. We account for them before they turn into a back-tax bill.
- Multiple employment
- Several jobs at once? We add up the contributions across all employers correctly, including monthly health insurance reports.
- Pension insurance audit
- For managing directors and shareholders, social security liability needs to be clarified. We flag it accordingly.
- Refund contributions
- We reclaim social security contributions paid in error, even when the case is complicated.
Specialised, not a bit of everything for everyone
We work for three client groups and know their topics in detail: from the first funding round to business succession.
Services
Payroll accounting: all services at a glance
From the monthly run to the special case: we take on your complete payroll accounting, so your head is free for your business.
Month after month
On time and correct every month: we produce all payslips, submit the filings to health insurers and the tax office, and provide the finished reports digitally, for you and your employees.
When employees are off, we handle the rest: sick notes are processed, continued pay accounted for correctly, and the reimbursements from the pooled scheme claimed back from the health insurer.
Whether for the labour office, health insurer or parental allowance office: we create and submit employment and earnings certificates as soon as employees or authorities need them, without you having to lift a finger.
All payroll records are archived digitally and audit-proof, ready anytime an audit comes up or someone needs an old payslip.
Compensation & benefits
More net from gross, cleanly and legally. We show you which tax-free and flat-rate taxed components fit your team, and apply them correctly in the payroll run.
Salary conversion mapped correctly: we run your occupational pension (bAV) contracts through payroll properly, including employer top-ups and filings.
From setup to ongoing transfers: we map capital-forming benefits fully in the payroll run.
We account for virtual and real equity correctly and document it in the payroll record, so everything is cleanly evidenced at exercise or exit.
When it counts
When the auditor arrives, we're at your side: we prepare the documents, support the audit and clear up questions directly. You don't have to dive in yourself.
Clean handling down to the final payslip: exit filings, certificates and the correct treatment of severance, all from one source.
We calculate short-time allowance correctly and account for it cleanly.
Wrong or late filings cost real money. We keep deadlines and reports under control, so penalties never arise in the first place.
Frequently asked questions about payroll accounting
The most important points in brief. If your question isn't here, just drop us a line.
With digital payroll accounting (also called electronic payroll accounting), the entire payroll process runs online: your data flows from your HR tools via interfaces, filings to the tax office and health insurers are submitted electronically, and all payslips are available digitally for you and your team at any time. Paper documents, scans and email attachments disappear.
Yes. In Germany, payslips may be provided electronically; text form is sufficient. What matters is that your employees can access their payslips and that all records are archived audit-proof. That's exactly how we work: fully digital and audit-ready.
Payroll accounting covers the monthly payroll run, filings to health insurers and the tax office, employment and earnings certificates, and audit-proof archiving. On top come special topics such as benefits in kind, occupational pensions, employee equity and short-time work.
In principle yes, with the right software and a lot of care. In practice it gets risky fast: filing deadlines, new rules every year and special cases such as phantom pay, §37b or employee equity easily lead to back payments at the next audit. That's why most companies hand over their payroll accounting.
Most legal changes come with the turn of the year. Through up-to-date specialist databases and year-end seminars, we're always current. You don't have to worry about a thing.
We take over the master data and pick up open items, even mid-year. Even when data is missing at your previous advisor, we usually find a way.
Mainly startups, scale-ups and SMEs: from a single payslip to over 300 employees.
Fast and straightforward, by email, WhatsApp or phone. You'll always get a reply within 24 hours: for simple matters it's usually sorted right then, for more complex topics you at least know we're on it and getting it clarified. Reachability and a willingness to help are what our clients value most.
Contact
How can we take your payroll off your plate?
Tell us briefly about your company and your payroll. We'll get back to you with the next steps.
More services
What else we handle for you
Financial accounting
Receipts flow to us directly through interfaces: integration instead of retyping, with human review.
Learn moreAnnual accounts & tax returns
Reviewed in a four-eyes process, filed on time and cleanly documented, genuinely finished.
Learn moreTax advisory
Shaping, not just administering: succession, equity holdings, restructuring and international matters.
Learn more