Client Onboarding Intake Form
Printable template for gathering client information offline
Sterling Payroll Solutions
UK Payroll Bureau
New Client Intake Form
Please complete all required sections and return to your account manager.
hello@sterlingpayroll.co.uk · www.sterlingpayroll.co.uk
Date Completed
Account Manager
Reference / Client Code
Legal Entity & Business Identity
Required for AML compliance and HMRC registration
Registered Company Name *
Trading Name (if different)
Companies House Registration Number (CRN) *
e.g. 12345678, required for limited companies
Nature of Business / SIC Code
Registered Office Address *
Trading Address (if different from above)
Main Contact Name *
Job Title / Position
Contact Telephone Number *
Contact Email Address *
AML Compliance Requirement: As a regulated payroll bureau, we are legally obliged to verify the identity of all beneficial owners (25%+ ownership) under the Money Laundering Regulations 2017. Please provide the documents listed below.
Director / Owner Photo ID *
Valid passport or UK driving licence, must be unexpired
☐ Attach document here / Reference: _______________________
Proof of Address *
Utility bill or bank statement dated within the last 3 months
☐ Attach document here / Reference: _______________________
Beneficial Owners (25%+ shareholding, list all)
HMRC Reference Numbers
Essential for RTI submissions and PAYE payments
Employer PAYE Reference *
Format: 123/A4567, found on HMRC correspondence or P30
Accounts Office Reference *
13-character code e.g. 123PA00123456, used for P32 payments
HMRC Tax District / PAYE District
e.g. Manchester, London West
Corporation Tax UTR (if applicable)
10-digit number on your CT600 return
If you do not yet have a PAYE reference (new employer), we can assist you in registering with HMRC as a new employer. Please indicate this in the notes section.
Payroll History & Transition Details
Required to ensure year-to-date figures are accurate
Business Type *
Intended First Payroll Date *
For new businesses, the date of your first pay run
Payroll Frequency *
How often you pay your employees
Payroll Frequency *
Documents Required (if switching mid-year)
P11 Working Sheets / YTD Summary
Shows year-to-date earnings, tax and NI for each employee
☐ Attach document here / Reference: _______________________
Latest P32 Report
Shows Employment Allowance claimed and PAYE liability
☐ Attach document here / Reference: _______________________
P45s for Leavers
For any employees who left earlier in the current tax year
☐ Attach document here / Reference: _______________________
Previous Payroll Software Export
CSV or Excel export of employee records
☐ Attach document here / Reference: _______________________
Workplace Pension & Auto-Enrolment
Mandatory for all employers under The Pensions Act 2008
Pension Provider *
e.g. NEST, Aviva, The People's Pension, Legal & General
Employer Pension Scheme Reference *
Your unique scheme reference number from your provider
Staging Date / Re-enrolment Date *
Date your auto-enrolment duties began or your next re-enrolment date
Contribution Basis
e.g. Qualifying Earnings (Relief at Source)
Employer Contribution % *
Minimum statutory rate is currently 3% of qualifying earnings
Employee Contribution % *
Minimum statutory rate is currently 5% of qualifying earnings
Re-enrolment Reminder: Employers must re-enrol eligible workers every three years. Sterling Payroll Solutions will manage your re-enrolment declaration and re-enrolment communications as part of your payroll service.
Employee Data
Provide details for all employees to be included in the first payroll run
Total Number of Employees *
Number of Part-Time Employees
For each employee, please provide: Full Legal Name · National Insurance Number · Date of Birth · Home Address · Start Date · Tax Code (if known) · Salary or Hourly Rate · Payment Method (BACS) · Bank Sort Code & Account Number. The preferred method is to complete our Employee Data Template spreadsheet.
Employee Data Spreadsheet *
Use our standard template (available from your account manager), Excel or CSV format
☐ Attach document here / Reference: _______________________
P45s for New Starters
Any P45 forms received from employees who have recently joined your business
☐ Attach document here / Reference: _______________________
Employee Summary Table (complete if not using the spreadsheet)
Bank Details
For payroll report accuracy, Sterling Payroll does not initiate payments from your account
Bank Name
Account Name *
Sort Code *
Format: 00-00-00
Account Number *
8-digit account number
Important: Sterling Payroll Solutions UK will never initiate payments from your business bank account. Bank details are recorded for payroll report accuracy and reconciliation purposes only. All employee BACS payments are made directly by you using our pay reports.
Service Agreement & Authorisation
Please read carefully before signing
Service Terms Summary
• Sterling Payroll Solutions UK will process payroll based solely on information provided by the client. We accept no liability for errors arising from incorrect or incomplete data supplied by the client.
• The client is responsible for reviewing payroll reports and notifying us of any discrepancies before the pay date.
• All employee personal data will be processed in accordance with the UK GDPR and our Data Processing Agreement.
• Invoices are issued at the end of each payroll period. Automated collection takes place after a review period.
• Either party may terminate this agreement with 30 days written notice. All data will be securely destroyed or returned within 30 days of termination.
HMRC Form 64-8, Agent Authorisation *
This form authorises Sterling Payroll Solutions to correspond with HMRC on your behalf. Download from gov.uk/government/publications/tax-agents-and-advisers-authorising-your-agent-64-8
☐ Attach document here / Reference: _______________________
Declarations
I confirm that all information provided in this form is accurate and complete to the best of my knowledge.
I have read and agree to the Terms of Service and Data Processing Agreement provided by Sterling Payroll Solutions UK.
I consent to the processing of employee personal data as outlined in the Data Processing Agreement for the purpose of payroll administration.
I authorise Sterling Payroll Solutions UK to act as my payroll agent and to correspond with HMRC on my behalf via Form 64-8.
I agree to automated invoice collection via my chosen payment method (card or Direct Debit) following the applicable review period.
Full Name (Authorised Signatory) *
Position / Title *
Date *
Signature *
Additional Notes / Special Requirements
Sterling Payroll Solutions UK
hello@sterlingpayroll.co.uk · www.sterlingpayroll.co.uk
All data processed in accordance with UK GDPR. Regulated by HMRC as a payroll bureau.
Please return completed forms securely to your account manager.
Do not send sensitive documents via unencrypted email.