Workforce operating system for UK teams
Run payroll, people and time from one system you can actually audit.
NEO EMS brings attendance, leave, rosters, payroll, performance and recruitment into a single secure platform, and an AI assistant that only answers from your own records.
Invitation-only onboardingUK data residency readyNo credit card at demo stage
Attendance
Pending approvals
- Priya ShahApprove
Annual leave · 19–21 Oct · 3 days - Tom EllisReview
Attendance correction · 6 Oct - Megan ClarkeApprove
Overtime · 2.5 h · Site B
Trusted by 
— running attendance, leave and payroll on NEO EMS
The problem
Month-end should not be a stitching exercise.
Most growing companies run people operations across four or five disconnected tools. The numbers never quite agree, and the gaps are where the mistakes live.
Payroll by spreadsheet.
Hours copied from a clock-in app, leave deducted by hand, a formula off by one cell. One wrong payslip costs more than a year of software.
Approvals by email.
Leave, overtime and attendance corrections buried in inboxes. No record of who approved what, or when.
Compliance by hope.
Right-to-work documents in a shared drive, no audit trail, and a GDPR request that takes a week to answer.
The solution
One system of record, from clock-in to payday.
Attendance, roster, leave and salary structures feed a single payroll run. Every change is logged with its before and after state. Every document is encrypted at rest. Nothing is re-keyed.
Payroll-grade.
Decimal-safe arithmetic, idempotent runs, itemised payslips, and journals ready for your accountant.
Audit-ready.
Immutable before/after audit log, role and permission based access, encrypted document vault, GDPR export and erasure.
AI you can trust.
Cited answers from your own policies and records, daily budgets per user, automatic provider failover, and no silent writes.
Capabilities
Deep where it counts.
Six modules, built one by one and used as one.
Every employee, one record.
- Hierarchical departments and designations
- Manager reporting trees
- Career history with full audit diffs
- Site SupervisorOperations › Field Delivery › South WestReports to J. Marsh
- Promoted to Site SupervisorCareer history · 01/07/2026Grade 5 → 6
- Salary structure changedAudit · before £31,200.00 → after £34,500.00 · by H. Reid14/06/2026
- Right to work · BRPDocument · expires 30/04/2027Renew in 204 d
- Remote Working Policy v2Acknowledged 03/02/2026Read
Attendance that proves itself.
- Geofenced clock-in from any device
- Grace periods, late and half-day status computed automatically
- Break and overtime calculated from the roster
- Priya ShahIn 07:58 · Site A · 18 mPresent
- Tom EllisIn 08:14 · Site A · 31 mLate 4 min
- Megan ClarkeIn 08:01 · Out 19:00 · break 30 minOT 2.5 h
- Daniel OkaforIn 12:05 · Site BHalf day
- Correction request · Tom Ellis · 6 Oct“Forgot to clock out, left 16:35”Awaiting manager
Book it once, trust the balance.
- Atomic balance reservation (no double-booking)
- Manager approval workflow
- Monthly accrual and bank-holiday calendar, with an iCal feed
- Annual leaveAllocated 28 · used 13.5 · reserved 311.5 days left
- 19–21 Oct 2026 · 3 daysRequested 06/10 · balance reserved on requestPending · J. Marsh
- Bank holiday · 25 Dec 2026From England & Wales calendarHoliday
- Monthly accrual+2.33 days credited 01/10/2026 · idempotentPosted
Run it monthly, never twice.
- Percentage and fixed earnings and deductions
- Idempotent runs with stuck-run recovery
- Payslips with access control, plus payroll journal export
- Payslips generated148 of 148 · 0 duplicates · 0 skipped£412,380.00
- Gross to net varianceDecimal arithmetic · reconciled to bank file£0.00
- PAYE & NIEmployee + employer£96,114.52
- Payroll journal exportCSV · Xero / QuickBooks / SageReady
- Accounting journal exportDouble-entry CSV · 296 linesDownload
Reviews people finish.
- Review cycles and forms
- OKRs and goal tracking
- 360-degree feedback
- Self-assessments submittedForm: Field Operations v3112 / 148
- Objective · Reduce rework to under 3%Owner Daniel Okafor · 2 key resultsOn track
- 360 feedback requestedMegan Clarke · 4 peers, 1 manager, 2 reports5 of 7 in
- Manager reviews pendingJ. Marsh · 6 direct reports3 remaining
From vacancy to first day.
- Candidate pipeline stages
- Offers and acceptance
- Onboarding and offboarding checklists with task owners
- PipelineApplied 14 · Screening 6 · Interview 3 · Offer 124 candidates
- Offer · Sam WhitfieldSent 05/10 · £38,000.00 · start 02/11/2026Awaiting acceptance
- Onboarding checklist · Aisha BelloStarts 12/10 · 9 tasks · 3 owners6 / 9 done
- Offboarding · Chris DoyleLeaves 31/10 · equipment, access, final pay2 overdue
Features
Everything a growing company needs. Nothing it has to bolt on.
Payroll to the penny
No floating-point rounding, so totals reconcile with your bank file every time.
Never pay twice
A run that is retried or interrupted can never create duplicate payslips. Stalled runs recover themselves within 15 minutes.
Accountant-ready exports
Export payroll journals straight to Xero, QuickBooks or Sage. No re-keying into a second system.
Attendance that proves itself
Staff clock in from their phone; the system checks they are on site and records it in their local time zone.
Overtime calculated, not argued
Late arrivals, half days, breaks and overtime are computed from the roster, so the payroll figure is ready before anyone opens a spreadsheet.
Leave balances you can trust
Two people cannot book the same last day of allowance. Balances are reserved the instant a request is made.
Encrypted document vault
Contracts, right-to-work documents and policies are encrypted at rest, keys can be rotated without downtime, and download links expire.
A complete audit trail
Every change shows who made it, when, and exactly what changed. Sensitive fields are masked automatically.
Everyone sees exactly what they should
Managers see their team, employees see themselves, auditors see everything read-only. Permissions are granular, not just four roles.
Answers with receipts
Staff get instant answers about leave, policy and pay, each one citing the document or record it came from. HR stops answering the same question forty times.
AI that does not go down or run away
Automatic failover between providers, and a daily cap per user so costs stay predictable.
GDPR requests in minutes
Export a person’s data or process an erasure request in a reviewed workflow, with retention purges that cannot run until legal has signed off.
How it works
Live in weeks, not quarters.
- 1
Import your people.
Bulk HRIS import of employees, departments and salary structures. We map your spreadsheet columns.
- 2
Set the rules once.
Shifts, grace periods, leave policies, approval chains, roles and permissions.
- 3
Let the day run itself.
Staff clock in, book leave and read policies. Managers approve from the dashboard or a push notification.
- 4
Close the month in one run.
Payroll pulls attendance and leave, generates payslips, and exports journals to your accounts package.
Product preview
Built for the people who use it every day.
Attendance · today
Needs your attention
- 6 approvalsOpen
Leave 3 · corrections 2 · overtime 1 - 2 documents expiringReview
Right to work · within 30 days - Payroll · OctoberRun
148 payslips ready
42 m from site · verified
Clock in with a location check
Leave request with a live balance
Itemised payslip, access-controlled
Installs on any phone. Pushes approvals to managers.
AI assistant
Ask it anything about your workplace. It answers only from your records.
“How many days of annual leave do I have left?” “What does our remote working policy say about equipment?” The NEO assistant answers with citations to the policy document or the record it used, and nothing else.
- Reads only what the user is already allowed to see
- Drafts a leave request but never submits it for you
- Every request is logged with its tokens, latency and provider, and capped per user per day
Runs on Google Gemini with automatic failover to Groq. Model allow-listed, circuit-breaker protected.
Integrations
Fits the tools you already pay for.
Accounting export
Double-entry journal CSV for Xero, QuickBooks, Sage or any ledger
Slack and Microsoft Teams
Connect webhooks to pipe system alerts into your channels
HRIS import
CSV bulk employee import
Calendar
Leave and holiday feed for Google, Outlook and Apple
Any SMTP provider
Sign in with Google and Microsoft
Available on request
Full REST API with OpenAPI documentation for anything else. /api/v1
Security and reliability
Security that holds up to an audit, not just a sales call.
Compliance is not a tier. Every control below ships in every plan.
Customer story
Teams like yours run on NEO EMS.
- Crews clock in from site with geofenced attendance
- Leave and overtime approved in one place, with a full audit trail
- Payroll journals export straight to their accounts package
Pricing
Simple monthly pricing.
Security, audit log and GDPR tooling are included in every tier.
Core
People, time and leave
£129.99
per month · up to 20 employees
- Employee directory and org structure
- Geofenced attendance and rosters
- Leave, accrual and approvals
- Documents, audit log, GDPR tooling
Payroll
Core plus payroll and pensions
£169.99
per month · up to 50 employees
- Everything in Core
- Idempotent payroll runs and payslips
- Payroll journal export (Xero, QuickBooks, Sage)
Complete
Payroll plus performance, hiring and AI
£199.00
per month · up to 100 employees
- Everything in Payroll
- Performance cycles, OKRs, 360 feedback
- Recruitment and onboarding
- AI assistant and priority support
Security, audit log and GDPR tooling are included in every tier.
More than 100 employees? Talk to sales for custom pricing.
Compared
What comes as standard, and what usually does not.
| Capability | NEO EMS | Spreadsheets + clock-in app | Typical SME HR software | Enterprise HRIS |
|---|---|---|---|---|
| Attendance, leave and payroll in one record | Included | No | Partial, via add-ons | Included |
| Payroll journal export (Xero / QuickBooks / Sage) | Included | Via accountant | Add-on or partner | Included |
| Geofenced, timezone-aware clock-in | Included | Separate app | Rare | Add-on |
| Idempotent payroll (cannot pay twice) | Included | No | Not stated | Usually |
| Immutable before/after audit log | Included | No | Partial | Included |
| Encrypted document vault with key rotation | Included | No | Partial | Included |
| GDPR export and reviewed erasure | Included | Manual | Partial | Included |
| AI assistant with cited answers over own records | Included | No | Rare | Add-on |
| Granular permissions beyond fixed roles | Included | No | Rare | Included |
| Accounting journal export | Included | Manual | Usually | Included |
| Time to go live | Weeks | Days, then endless upkeep | Weeks | Months |
| Security features in every tier | Yes | n/a | Often top tier only | Top tier |
Attendance, leave and payroll in one record
- NEO EMS
- Included
- Spreadsheets + app
- No
- SME HR software
- Partial
- Enterprise HRIS
- Included
Payroll journal export
- NEO EMS
- Included
- Spreadsheets + app
- No
- SME HR software
- Add-on
- Enterprise HRIS
- Included
Idempotent payroll (cannot pay twice)
- NEO EMS
- Included
- Spreadsheets + app
- No
- SME HR software
- Not stated
- Enterprise HRIS
- Usually
Immutable before/after audit log
- NEO EMS
- Included
- Spreadsheets + app
- No
- SME HR software
- Partial
- Enterprise HRIS
- Included
AI assistant with cited answers
- NEO EMS
- Included
- Spreadsheets + app
- No
- SME HR software
- Rare
- Enterprise HRIS
- Add-on
Security features in every tier
- NEO EMS
- Yes
- Spreadsheets + app
- n/a
- SME HR software
- Top tier only
- Enterprise HRIS
- Top tier
FAQ
Questions finance and HR leads ask us.
Is NEO EMS suitable for a company our size?
It is designed for UK organisations with roughly 25 to 500 employees, including multi-site and shift-based teams. Larger deployments run on the same Kubernetes-ready architecture; talk to us about your headcount.
Does it submit to HMRC?
Not directly. NEO EMS computes payroll to the penny and exports journals for Xero, QuickBooks or Sage — your accountant or payroll bureau files the RTI submission from those figures.
Can we switch from our current HR or payroll system?
Yes. Employees, departments and salary structures import in bulk from a CSV export of your current system, and our setup lead maps the columns with you.
Where is our data stored and who can see it?
Your data lives in a dedicated PostgreSQL database and private encrypted object storage, hosted in the UK or EU region you choose. Access is enforced by role and permission on every request. Managers see their team, employees see only themselves, and every read of sensitive data is logged.
What does the AI assistant have access to?
Only what the person asking is already allowed to see: published policy documents and their own leave, attendance, goals and review records. It answers with citations, it cannot see other employees’ data, and the only action it can take is to draft a leave request for the user to submit. Every request is logged and capped per user per day.
Is there a free trial?
We do not offer anonymous self-serve trials, because payroll and personal data deserve a proper setup. Instead we run a guided demo on your own org structure and a sample pay period, followed by an invitation-only onboarding with a named setup lead.
How do you handle GDPR requests?
Subject access exports are one click. Erasure requests go through a reviewed workflow. Retention schedules are defined per data type and purges run in dry-run mode until your legal sign-off is recorded.
What happens if something goes wrong on pay day?
Payroll runs are idempotent, so a retry can never pay anyone twice. Stalled runs are detected and recovered automatically. Background processing scales with load, automated database backups run before every production deployment, and a restore drill runs on a monthly schedule.
See your payroll run end to end, on your own data.
A 30-minute walkthrough with our team using your org structure and a sample pay period.
Invitation-only onboarding means no spam sign-ups and a dedicated setup lead for every customer.