Payslips and contracts

Managing payslips

Monthly upload flow

The usual process for distributing payslips in CheckBiz360 follows these steps:

1. At the close of each period, generate the salary slips from your payroll software or accountancy firm in PDF format.
2. Sign in to the CheckBiz360 back office and navigate to the Documents section.
3. Create a new document and select the Payslip type.
4. Assign the document to the relevant employee and state the period in the title, for example: Payslip - April 2026.
5. Enable the push notification option if you want the employee to receive an alert on their device.
6. Publish the document.

The employee receives the notification in their app, taps it and goes straight to the document detail, where they can view and download it.

If you work with many employees, repeat the process document by document: bulk upload is not available in the current version. Keep the same title format across all records to make later searches easier.

Employee access from the app

Once the payslip has been published, the employee can consult it in the documents section of the mobile app. They can download the PDF directly to their device to keep it or share it if they need to.

The payslip history remains accessible cumulatively, so the employee can consult slips from previous months without having to request them from the HR department.

Good practice for managing payslips

• Always upload the document in PDF format to ensure display compatibility on iOS and Android.
• Use a uniform title format that includes the document type and the period: Payslip - Month Year.
• If a payslip contains a correction to a previous month, archive the incorrect payslip and upload the corrected one as a new document, stating this in the description.
• If you work with an external accountancy firm, agree with them that they deliver the files named in a standardised way to make uploading easier.

Managing contracts

Registering a new contract

When there is a new hire, the process for registering the contract in CheckBiz360 is as follows:

1. Generate the signed contract (or one pending signature, depending on the stage) in PDF format.
2. Go to the document module and create a new document with the Contract type.
3. Assign it to the employee and state the contract type and start date in the title, for example: Permanent contract - 01/05/2026.
4. If you need evidence that the employee has received it, enable the read receipt before publishing.
5. Publish the document.

Renewals and amendments

When a contract is extended or the terms of employment change, archive the previous contract and upload the new one. Automatic version history is on the roadmap, so traceability is maintained through archiving and a consistent title convention.

For partial amendments —such as an annex changing working hours or a pay rise— you can upload the annex as a separate document with the Contract type and state in the description which main contract it refers to.

Document retention and legal obligations

Spanish employment law establishes minimum retention periods for employment documents. In general terms:

• Payslips and salary slips: four years, under the General Social Security Act.
• Employment contracts and related documents: four years from the end of the employment relationship, under the Workers' Statute and tax legislation.
• Documents with tax relevance: six years under the Commercial Code, and up to ten years in certain tax situations.

CheckBiz360 keeps the document archive active for as long as the organisation's account is active. Making periodic exports of the document archive as an external backup is recommended, especially when changing plan, when employees leave or during audit processes.