Real Time Information Submissions Cost Guide

Real time information submissions becomes more expensive when FPS timing, EPS needs, employee records, tax codes, submission corrections increase the time needed to run payroll safely.

Costs can also rise when the provider has to manage late submissions, incorrect year-to-date figures, tax code errors, and missing employer records.

The best way to control cost is to agree the scope, data format, deadlines, and approval process before the service starts.

Standard reporting for real time information submissions should normally include payroll summary, net pay list, PAYE liability, pension report, exception report, and payroll journal.

Detailed reports may cost extra where they need departments, locations, journals, project codes, or management analysis.

Before choosing a provider, list the reports needed by directors, accounts, HR, and managers.

Pension work can be a meaningful part of real time information submissions because assessment, contributions, opt-outs, and files add recurring admin.

A cheaper quote may exclude pension uploads or only include basic contribution figures.

Ask whether the provider handles pension files directly and whether re-enrolment or historic pension checks cost extra.

Mid-year takeover is possible for real time information submissions, but the provider needs accurate year-to-date figures and previous payroll records.

The takeover is more sensitive when late submissions, incorrect year-to-date figures, tax code errors, and missing employer records are already present.

A careful provider may recommend a short review before the first live payroll so inherited errors are not carried forward.

Quotes vary because providers price the real workload behind real time information submissions, not only the label on the page.

A provider taking responsibility for data collection, payroll checking, approval, submission, reporting, and query handling will normally charge more than one that only processes figures after approval.

The biggest differences usually appear around FPS timing, EPS needs, employee records, tax codes, submission corrections.

Real time information submissions is usually priced around FPS timing, EPS needs, employee records, tax codes, submission corrections.

For RTI setup for new payroll, a realistic starting point is often £35-£120 per month when records are clean and the provider is only handling the agreed core scope.

For monthly FPS workflow or RTI correction support, the quote can move towards £120-£350 per month or custom pricing for complex payroll work because there is more checking, reporting, and deadline responsibility.

Real time information submissions can include software or data checks where the provider needs to review employee records, payroll history, HMRC details, pension settings, approval contacts, and information about FPS timing, EPS needs, employee records.

This is more likely when the work involves HMRC records, FPS or EPS submissions, PAYE setup, National Insurance, P45s, P60s, and query support rather than simple payroll processing.

Software checks should be agreed before onboarding because they can change the setup fee and the first payroll timetable.

The easiest way to control real time information submissions costs is to agree the scope before work starts and keep the provider supplied with clean records.

Costs are more likely to rise when late submissions, incorrect year-to-date figures, tax code errors, and missing employer records or when data arrives late, incomplete, or in several formats.

A written process for data collection, payroll checking, approval, submission, reporting, and query handling helps reduce rework and makes monthly pricing easier to compare.

Compare providers by asking each one to quote against the same scope for real time information submissions.

The comparison should cover the main payroll work around HMRC records, FPS or EPS submissions, PAYE setup, National Insurance, P45s, P60s, and query support, plus any extra fees for historic corrections, urgent deadlines, extra payroll runs, custom reports, software changes, and advisory work outside the agreed scope.

A useful comparison also checks response times, named contacts, software access, reporting, and who owns each deadline.

Real time information submissions may be priced using a base fee plus a per-employee, per-payslip, per-client, or project charge.

That model works for simple payrolls, but it may not reflect the true effort where HMRC records, FPS or EPS submissions, PAYE setup, National Insurance, P45s, P60s, and query support are involved.

Always compare the total monthly or project cost rather than focusing only on the lowest per-employee figure.

Employee changes affect real time information submissions when starters, leavers, tax codes, salary changes, deductions, or pension changes create extra work.

Routine changes may be included in a managed monthly fee, but frequent changes can push the quote higher.

Ask whether the quote includes a normal level of changes or whether each change is charged separately.

HMRC submissions should be confirmed in writing when comparing real time information submissions quotes.

Some providers include RTI submissions as standard, while others prepare payroll figures but expect the employer or accountant to handle parts of the submission process.

The quote should say who submits, who approves, and who responds if HMRC raises a query.

Setup may be charged separately when real time information submissions involves checking old data, configuring software, or agreeing a new workflow.

Setup is usually lighter for RTI setup for new payroll than it is for RTI correction support.

Ask whether setup includes data checks, opening balances, pension settings, report templates, and the first live payroll review.

Common exclusions for real time information submissions include historic corrections, urgent deadlines, extra payroll runs, custom reports, software changes, and advisory work outside the agreed scope.

These items are not always unreasonable extras, but they should be visible before the work starts.

Ask for a list of chargeable extras so the monthly fee does not look cheaper than it really is.

Real time information submissions can suit a growing employer where monthly FPS workflow is becoming too time-consuming to manage internally.

The quote should allow for staff changes, payroll queries, reports, and deadlines connected with HMRC records, FPS or EPS submissions, PAYE setup, National Insurance, P45s, P60s, and query support.

A scalable quote should explain how costs change as employee numbers, pay runs, or reporting needs increase.

Useful reports for real time information submissions may include payroll summary, net pay list, PAYE liability, pension report, exception report, and payroll journal.

A basic package may only include standard payroll summaries, while a managed package may include more detailed management or accounts reports.

If reports need to match departments, funds, sites, clients, or accounting software, ask whether report setup is included.

Ask what is included, what costs extra, what software is used, and who is responsible for data collection, payroll checking, approval, submission, reporting, and query handling.

You should also ask how the provider handles late submissions, incorrect year-to-date figures, tax code errors, and missing employer records if they appear during onboarding.

The answer should be specific enough that you can understand the real monthly cost before committing.

Real time information submissions is usually cheaper when records are clean, deadlines are predictable, and the provider receives complete data on time.

A case like RTI setup for new payroll is easier to price because there are fewer exceptions and less follow-up work.

The lowest sustainable price usually comes from a tidy process rather than from removing important compliance checks.

The main deadlines for real time information submissions are data cut-off, draft payroll review, approval, HMRC submission, pension file delivery, and payslip issue date.

Late data can increase costs because the provider has less time to check changes, correct errors, and obtain approval.

A good quote should include a payroll calendar so both sides know what happens and when.

Real time information submissions can be delivered through the provider's payroll software, cloud payroll tools, accounting software, pension portals, and secure document exchange.

The software matters because it affects data access, reports, approval workflow, payslip delivery, and how easily payroll links with bookkeeping.

Ask whether you will have employer access, read-only access, or only receive reports from the provider.