Payroll Software in the Netherlands
Mercans Payroll Software is one of the best Netherlands Payroll Software, and your go-to solution for efficient, compliant, and streamlined payroll management in the Netherlands. Designed with precision to address the unique needs of Dutch payroll, our software ensures that every aspect of payroll processing is handled seamlessly.
Mercans Payroll Software is an all-in-one native SaaS solution for complete, error-free digitalization of your payroll process. As the world’s only native global payroll SaaS covering 160 countries, it’s not just a tool—it’s an enterprise-wide solution designed for businesses of all sizes, from single entities to global conglomerates. Its scalable architecture and seamless integration across modules enhance the user experience with an intuitive interface that is both simple and effective.
Trusted the world over
Certified by Belastingdienst
Belastingdienst (Netherlands)
Mercans Payroll Software, also recognized as one of the best Dutch Payroll Software, and stands out with its official certification from the Dutch tax and customs administration. This endorsement ensures that our software conforms to all reporting standards and regulatory requirements in the Netherlands, providing businesses with unwavering confidence in their payroll processes. With Mercans, you can be assured that your payroll management is fully compliant with Dutch tax laws.Moreover, Mercans Payroll Software is certified to comply with key Dutch authorities, including Belastingdienst, Sociale Verzekeringsbank (SVB), and UWV.
Why Choose Mercans
- Native SaaS and payroll platform
- Trusted by fortune global 500 and multinationals
- Manage all employment types - employees, freelancers, contractors, expats
- More than 100 inbound and outbound integrations are available today
- Suitable for enterprise businesses
- GDPR certified, SOC 1 & SOC 2 compliant
- Supports multiple currencies
- ISO 20000 & ISO 27001 Certified
- Global presence and multi-country payroll capabilities
- OWASP ASVS 3.0 compliant
Payroll Software Modules
Mercans Payroll Software offers managers and employees a powerful and intuitive online portal designed to streamline and enhance your HR and payroll activities.
Our advanced software modules are equipped with cutting-edge functionality to ensure efficiency, compliance, and a superior user experience. Learn about them here:
Manager Self Service
Empowers managers to handle HR tasks, including approvals, performance tracking, and employee management, directly from the platform.
Employee Self Service
Provides employees with direct access to their personal information, payroll details, and other HR resources, enhancing transparency and convenience.
Employee Help Desk
Offers a centralized support system for employees to address payroll and HR-related queries, ensuring quick resolution and improved satisfaction.
Data Exchange
Facilitates seamless integration with other systems and platforms through robust data exchange capabilities, streamlining data management and reducing errors.
eDrive and Workflows
Automates and streamlines HR processes with configurable workflows and document management, improving efficiency and compliance.
Time & Attendance
Tracks employee work hours, attendance, and productivity with precision, integrating seamlessly with payroll calculations.
Leave Management
Manages various types of employee leave, including vacation, sick leave, and other absences, with automated approval workflows and accurate tracking.
Loans & Expenses
Handles employee loans and expense claims, ensuring accurate processing and integration with payroll for seamless financial management.
Features of Payroll Software in the Netherlands
Collective Labor Agreements (CAO’s) – Collectieve Arbeidsovereenkomst
Our payroll software includes sample employment contracts that comply with Dutch local laws and various industry-specific requirements. These contracts cover both standard and custom agreements, reflecting the terms and conditions of employment as per local regulations.
SEPA Payments
SEPA functionality in Mercans Payroll Manager ensures a seamless SEPA conversion process for users. The software performs online conversions of bank sort codes and account numbers to SEPA-compliant BIC and IBANs.
Mercans Payroll Software for the Netherlands supports processing payments in accordance with Single Euro Payment Area (SEPA) formats and standards. You have two options:
Option1
Send generated SEPA payment details from Mercans Payroll Software to Mercans Gateway. The Financial Gateway will then handle the dispatch of payments to banks, ensuring compliance with SEPA rules and standards.
Option2
Prepare and process salary and payroll tax payments directly through your bank from within Mercans, without the need to download a SEPA file
Mercans facilitates both options to accommodate your payment processing needs efficiently.
Real-Time Reporting (RTV)
Mercans Payroll Software ensures accurate and timely payroll data submission to tax authorities. It supports payslip generation with configurable options for retroactive adjustments and special pay runs. The software also handles the generation of Salary Audit Files (XAS), commonly known as XML Audit File Salaris, for communication with tax authorities.
Earnings and Deductions Calculation
- Earnings: Global Payroll for the Netherlands allows you to define and manage various types of earnings. This includes base salary components, such as frequency-based salaries and holiday allowances; regular earnings, including commuting and shift work allowances; and incidental earnings, such as 13th month pay, bonuses, and overtime.
- Deductions: The software also supports the definition and processing of different types of deductions. Regular deductions encompass private health insurance and savings plans, while incidental deductions include salary advances, loans, and garnishments.
Taxes
Tax Calculation for Regular and Non-Regular Payments
Regular payments include base salary, hourly wages, and overtime pay. Non-regular payments include bonuses, commissions, retroactive pay, severance pay, and sick pay.
30% Ruling | Specific Calculations and Reporting
Our payroll software supports the 30% ruling, ensuring accurate calculations and compliance for expatriate employees.
Advantage Rule
The system ensures that the lowest applicable tax rate is applied when an employee has both regular and non-regular earnings and deductions. If the advantage rule is utilized for the calculation, a notification will appear on the payslip indicating that this rule was applied.
Wage Declarations
In the Netherlands, wage declaration is essential for employers to report payroll details to the Tax Authority. This includes employee data, tax info, and social security contributions, all submitted in XML format. Payroll software automates calculations, generates compliant reports, allows electronic submission, detects errors, and manages return messages. Mercans payroll software simplifies this process, ensuring accurate tax and social security filings, compliance with regulations, and seamless integration with Dutch tax authorities.
Payroll Tax Return
Mercans payroll software for the Netherlands automates the payroll tax return process, ensuring compliance with the obligation to file either monthly or every four weeks, depending on your employee count. This software simplifies and streamlines the filing process, making it easier to meet regulatory requirements accurately and on time.
Social Insurance Contributions
Calculation of mandatory contributions, including those for Sickness Benefits (ZW), Occupational Disability Insurance (WAO), Unemployment Insurance (WW), and Health Insurance Act (ZVW).
Additional Premiums
Administration of extra premiums such as pension contributions, pre-pension premiums (Pensioenpremie en vut-premie), and coverage for social insurance gaps (ANW and WAO-hiaat).
Contribution Setup
Configuration of both employee and employer contributions for social insurances and additional premiums according to different establishments.
VCR Method Calculation
Application of the Voortschrijdend Cumulatief Rekenen (VCR) method, specifically the Grondslagaanwasmethode, to ensure accurate contribution calculations.
Reporting
Integration of social security contributions in Wage Declarations and generation of legislative-required reports and interfaces.
Absence Types
Administration of different absence categories, including vacation, illness, maternity leave, typical Dutch absences, and those under the Wet Arbeid en Zorg (Work and Care Act).
Leave Balances
Tracking of leave balances, such as accrued vacation days and reduced work hours (ADV-dagen).
Long-Term Illness Monitoring
Management of long-term illnesses in compliance with the Wet Poortwachter (Gatekeeper Act).
Disability Tracking
Monitoring and reporting of employee disability under WAO (Occupational Disability Insurance).
Illness Reporting
Coordination with Dutch ARBO service providers for illness reporting and management.
Overtime Pay Calculation
Our system calculates overtime based on the formula Unit * Rate * Percentage. Here, the unit represents extra hours worked, the rate is the employee’s hourly wage from the previous period, and the percentage reflects overtime rates such as 100%, 125%, 150%, or 200%.
Bank Integration
Global Payroll for the Netherlands integrates seamlessly with major Dutch banks, including ABN AMRO, ING, Rabobank, and Triodos Bank. This integration ensures secure, efficient payroll processing by automating data entry and minimizing errors.
Payment Files
The software generates and stores necessary payment files in formats required by tax authorities and Dutch banks. This includes files for SEPA Credit Transfers, Payroll Tax Payments, Pension Contributions, Health Insurance Premiums, and other deductions and benefits.
Meerkeuzesysteem Arbeidsvoorwaarden (MKSA)
Supports the MKSA system, enabling employees to customize their benefits packages according to their preferences.
Pensioenaanlevering
Handles pension delivery (Pensioenaanlevering) for various providers, including PLO / OLP, APG, SPOV, TKP, UPA, PGGM, BeFrank, AZL, PGB, and NN, ensuring accurate and timely pension processing.
Payroll Workflows
Streamlines payroll processes with automated workflows tailored to the needs of Dutch businesses, enhancing efficiency and accuracy.
Social Security
Mercans Global Payroll software for the Netherlands efficiently manages and processes various aspects of social security. This encompasses
Absence Management
Mercans Global Payroll software for Netherlands provides comprehensive tools for managing various types of employee absences
Overtime, Bank and Payment
Payroll Implementation
Mercans’ standard payroll implementation process for the Netherlands is designed to ensure a smooth transition to our payroll system. This process is customized to meet the specific needs of each client, with timelines and deliverables varying based on complexity, data availability, and the number of parallel runs required. Below is an overview of the key steps involved in our implementation process.
Implementation Planning
Assign resources and define roles for the project. Conduct a kick-off meeting to outline objectives and confirm scope. Develop a detailed implementation calendar and plan. Provide a welcome package with project details and contacts. Schedule weekly update calls or emails to monitor progress. Obtain sign-off on the project scope.
Requirements Gathering
Hold workshops to understand client needs and document them. Complete business blueprinting to detail requirements and perform a gap analysis. Define and document any customization needs. Obtain sign-off on requirements to ensure they meet client expectations. Establish a comprehensive list of payroll-specific requirements.
System Configuration
Set up configurations tailored to the payroll system’s version and Dutch requirements. Customize the wage type catalog for relevant pay components. Configure data dictionaries and necessary interfaces for data integration. Adapt reports to meet Dutch regulatory standards. Set up Employee Self-Service (ESS) and Manager Self-Service (MSS) features.
Data Migration
Migrate employee and payroll master data and confirm its accuracy. Obtain sign-off on the migrated data to ensure correctness. Verify data integrity and completeness before proceeding with further steps.
Test Payroll Run
Run simulation payrolls to validate system configurations and perform parallel runs with existing systems. Complete test run sign-offs to confirm accuracy and execute end-to-end testing. Conduct user acceptance testing (UAT) and address any issues found.
Payroll Management Transition & Sign-off
Develop a transition plan for moving to live payroll and provide training for users. Implement a hypercare plan for post-go-live support and an escalation plan for critical issues. Create a fallback plan for potential disruptions and complete a go-live checklist for final sign-off.
Payroll Integration
Mercans Global stands out with its extensive reach and robust integration capabilities. Operating across 160 countries, Mercans is intricately connected with tax authorities worldwide, ensuring seamless compliance and operational efficiency.
Recognised Trust Sources
Belastingdienst
Mercans’ integration capabilities are underscored by a range of certifications and audits that reflect its commitment to global standards and best practices:
Integration with HCM/ HRMS/ Workforce management platforms
Mercans’ Payroll Software integrates seamlessly with most HCM & payroll softwares, creating a unified experience between HR administration and payroll processing. Through the Employee Self Service (ESS) feature, employees can directly handle their payroll tasks, such as submitting worked hours or declarations. Once approved, these entries are instantly processed within the payroll system. This efficient integration reduces errors and significantly enhances productivity for both employees and HR administrators.
Custom API Integrations
Mercans provides custom API integrations across diverse industries, including hospitality, catering, theme parks, transport, sports, construction, healthcare, events, promotional sectors, greenhouse horticulture, and fresh produce.
Xero Integration
Integrate Mercans payroll with Xero to instantly sync data, automate HR tasks, and streamline processes. Save time, reduce errors, and focus more on growing your business.
Payroll Reports - Standard, Statutory and Year-End Reports
Mercans’ payroll software is equipped to generate a comprehensive range of reports to ensure compliance with both standard and statutory requirements. These reports provide transparency, accuracy, and ease of integration with financial and regulatory systems.
Mercans Standard Reports
| Report | Description |
|---|---|
| Gross to Net Report | Details all payments and deductions per employee, providing a breakdown from gross to net pay. |
| Payslips | Generates individual payslips in PDF format for each employee, reflecting all payroll details. |
| Individual Variance Report | Compares net payments by employee between the current and previous months, highlighting discrepancies. |
| Bank File | Produces a bank file formatted as per the client’s or bank’s specifications for payment processing. |
| GL Finance File | Provides a finance file in hrX Exchange standard format for integration with financial systems. |
| Payment Report | Outlines employee payment details, including net pay, ensuring transparency in payroll disbursements. |
Statutory Standard Reports
| Report | Local Name | Frequency | Description |
|---|---|---|---|
| Statutory Filings | Loonaangifte | Payroll | Report for statutory payroll filings. |
| Pension Filings | Pensioenaangifte | Monthly | Report for monthly pension contributions. |
| Additional Unemployment Benefit | PAWW | Monthly | Report for additional unemployment benefits. |
| Payroll Register | Loonstaat | Payroll | Statutory payroll documentation. |
Semi-Statutory Reports
| Report | Local Name | Frequency | Description |
|---|---|---|---|
| Collective Payroll Register | Verzamelloonstaat | Payroll | Collective payroll register for audits and reviews. |
| Cumulative Payroll Register | Cumulatieve Verzamelloonstaat | Payroll | Summarizes payroll data cumulatively over time. |
| SSC Payroll Register | Premieloonstaat | Payroll | Details social security contributions. |
| Cumulative SSC Payroll Register | Cumulatieve Premieloonstaat | Payroll | Summarizes social security contributions over a period. |
Year-End Reports
| Report | Local Name | Frequency | Description |
|---|---|---|---|
| Annual Income Statement | Jaaropgave Werknemer | Once per year | Summarizes total earnings and deductions for tax reporting. |
These detailed reports are designed to meet all statutory and regulatory requirements, ensuring efficient payroll management and accurate compliance.
Benefits of Payroll Software
Mercans offers a powerful payroll solution that optimizes payroll administration and HR processes. Here’s how our software benefits your organization:
No External Dependency
Manage payroll directly through our application, eliminating the need for third-party processors.
Integrated HR and Leave Management
Handle payroll, HR tasks, and employee leave requests within one platform, simplifying administrative duties.
Reduced Manual Work
Automate routine tasks to minimize errors and ensure accurate payroll processing.
Customization
Personalize over 150 workflows to meet your specific business needs, enhancing efficiency.
Time Savings
Redirect time saved from automation to more strategic activities.
Seamless Integrations
Connect effortlessly with systems and leading HR platforms like SAP Success Factors, Workday, and Oracle for a unified workflow.
Centralized Data Management
Consolidate employee data in one place for easy access, updates, and analysis.
Employee Access
Empower employees with 24/7 access to their personal files.
Mercans' payroll software provides a comprehensive, secure, and user-friendly solution, streamlining payroll processes and allowing you to focus on your most valuable asset—your people.
24/7 Access
Access payroll data anytime and from any location.
Transparent Pricing
Benefit from a fixed monthly fee plus a per-employee charge with no hidden costs.
Dedicated Support
Get expert assistance and advice to maximize the software’s benefits.
Secure Data Management
Ensure data protection and integrity with secure online processing and self-managed backups.
Compliance Assurance
Stay compliant with the latest fiscal and employment regulations through continuous updates.
Mercans' payroll software provides a comprehensive, secure, and user-friendly solution, streamlining payroll processes and allowing you to focus on your most valuable asset—your people.
Streamlined Payroll Processing
Additional Key Features
Mercans' payroll software provides a comprehensive, secure, and user-friendly solution, streamlining payroll processes and allowing you to focus on your most valuable asset—your people.