Monthly Payroll Checklist – What to Do and When.

Vasa Painting

Payroll mistakes can be costly. A missed deadline, incorrect tax, or wrong net salary doesn't just affect the employee — it can lead to penalties, audits, and loss of trust. That’s why internal payroll controls are essential, even if you outsource.

This article outlines practical payroll control points to help you reduce risk and stay compliant in Sweden.

Define Clear Roles and Responsibilities

Even in small teams, there must be a clear division of roles. For example:

  • Who collects and verifies time reports

  • Who reviews payroll calculations

  • Who submits tax reports

  • Who approves salary payments

When responsibilities are shared or unclear, mistakes become more likely.

Use a Pre-Payroll Checklist

Before finalizing payroll each month, go through a structured checklist:

  • All time reports are submitted and approved

  • Sick leave and absences are correctly registered

  • Any bonuses or one-time payments are confirmed

  • Deductions and benefits are reviewed

  • Changes in tax, employment, or salary are updated

Consistency here helps avoid last-minute errors.

Always Review Before Approving

Have at least one person double-check calculations before approving:

  • Gross to net accuracy

  • Correct tax tables applied

  • Vacation pay and sick pay properly included

  • Payslips match actual payments

A second set of eyes can catch mistakes that automation might miss.

Reconcile Payroll with Bank Payments

Once salaries are paid, reconcile the payment files and payroll journal:

  • Match each payment with the payslip

  • Confirm that the total matches what was reported to Skatteverket

  • Ensure tax and social contributions are transferred to the Skattekonto

We provide the correct OCR and account numbers when we manage payroll.

Archive and Secure All Payroll Data

According to Swedish law, employers must store:

  • Payslips

  • Tax reports

  • Time and absence records

  • Employment agreements

All data must be stored securely and follow GDPR regulations.

Use Digital Tools with Built-In Control

Our Stay-in-touch-Portal helps create structure around payroll:

  • Drag and drop document uploads

  • Shared visibility without complex menus

  • Built-in workflows that reduce manual steps

Having the right digital tools is one of the most effective payroll controls.

Conclusion: Good Control Prevents Bigger Problems

Payroll controls aren’t about bureaucracy — they’re about building a reliable system. With clear processes and checkpoints in place, you reduce the risk of mistakes, protect your company, and give employees confidence in how they’re paid.

Let us manage your payroll with control and structure built in. You stay in charge — without the stress.




Before you swipe back to read the next article, let me briefly tell you about the photo featured in this one.

This is the Vasa ship, a massive warship built in the early 1600s under the reign of King Gustavus Adolphus.
It was meant to showcase Swedish naval power — richly decorated and heavily armed. But just 20 minutes into its maiden voyage in 1628, it capsized and sank in Stockholm’s harbor due to poor balance and lack of proper testing.

Today, it stands perfectly preserved in the Vasa Museum, reminding us how even the grandest plans can fail without careful checks and controls.

That’s why your payroll checklist matters — because in payroll, you only get one launch per month.

Vasa Warship Museum