My Team
DA
Dean Ainslie
Founder · CEO · MLRO · Data Protection Officer
dean@crownpayrollservices.co.uk
07584 656884
AML decisions · LBA authorisation · Legal & compliance · Web dev
LH
Lorraine Harris
Office Manager
lorraine@crownpayrollservices.co.uk
07586 679191
Client onboarding · Credit control · Day-to-day operations
FB
Fern Brackley
Assistant Accountant
fern@crownpayrollservices.co.uk
07570 954385
Payroll processing · Tax calculations · Client support
Our Portals
Internal Tools
Internal systems, policies, and staff forms & operations — for Crown Payroll team use only.
Internal Systems
6 tools
Quatrix File Transfer
Secure file sharing for sensitive documents — ID, payroll data, AML records. Use instead of email for anything containing personal data.
HMRC Agent Portal
HMRC agent services, employer PAYE accounts and tax reference lookups. For RTI, coding notices and employer registration queries.
1Password
All firm credentials, API keys and tokens. Single source of truth — never store passwords anywhere else.
ClickUp
Workspace for tasks, client cases and compliance records. Check here for outstanding actions and case management.
Xero (Payroll)
Run client payrolls, process pay runs and manage employee records. The primary system for all payroll processing.
People's Pension
Auto-enrolment submissions and pension contribution schedules. Use alongside the Pension Opt-Out form below.
Internal Policies & Procedures
7 docs
AML Policy
Crown Payroll's AML obligations under MLR 2017 and IAB supervision. All staff must be familiar with this document. v2.0.
AML & Onboarding SOP
Step-by-step onboarding procedure — KYB/KYC, CDD levels, Veriphy checks and MLRO sign-off. v2.3.
Credit Control SOP
Process guide, escalation rules and LBA authorisation procedure. In development.
Systems & Architecture
All systems, integrations, API keys and portal architecture. Reference for anyone maintaining the tech stack.
Pipeline Reference Doc
Make.com pipeline technical reference — webhook URLs, list IDs, APITemplate IDs and session handoff notes.
Year-End Accounts Checklists
Checklists for Ltd Co FRS 105, Ltd Co FRS 102 s1A, Sole Trader, Employer Payroll year-end and Accounts Disclosure Notes. Includes live 2026/27 rates reference.
Anti-Bribery Policy
Crown Payroll's obligations under the Bribery Act 2010. All staff must read and comply. Report any concerns using the Fraud Reporting form.
Internal Forms & Operations
8 tools
Forms Submission History
View and download all salary sacrifice opt-in, cease and pension opt-out submissions. Pulls live from ClickUp. Download individual PDF records or export all as CSV.
Salary Sacrifice Opt-In
Notice of Variation to Contract of Employment for salary sacrifice pension. Includes contractual clauses, effect on statutory pay, opt-out rights, and requires typed digital signature. Submits to ClickUp.
Salary Sacrifice Cease
Calculate payroll impact and process steps when ending a salary sacrifice arrangement. Use when an employee requests cessation or leaves.
Pension Opt-Out
Process and record auto-enrolment opt-outs within the statutory window. Do not process opt-outs received after the window has closed.
Grievance Form
Submit a formal workplace grievance — routes securely to ClickUp HR folder.
Whistleblowing Form
Internal staff whistleblowing report — confidential, submits to ClickUp.
Fraud Reporting
Report suspected fraud internally — submits to ClickUp for MLRO review.
Internal SAR Referral
Suspicious Activity Report — MLRO use only. Secure submission to ClickUp.
Sales & Proposals
New client proposals, fee agreements and document signing. Start here when onboarding any new client.
GoProposal
Build and send client proposals and fee schedules. Use for every new engagement before issuing a contract.
Adobe Sign
Send engagement letters for digital signature. Use after GoProposal is accepted — never send unsigned letters.
Xero
Invoicing, bookkeeping, payroll journals and client ledgers. Also the source for overdue invoice reports used in credit control.
Client Onboarding & AML
AML onboarding forms, identity verification and ClickUp case management. Required before any client work begins.
KYB Form
Know Your Business — AML onboarding for new business clients. Required before any work begins. Submits to ClickUp for Dean's CDD review.
KYC Form
Know Your Customer — individual ID verification for directors and UBOs. Must be completed for every person identified in the KYB form.
Engagement Pack
Partner engagement form for accountancy firms referring clients. Send the Partners Portal link — do not use KYB/KYC for partner referrals.
Veriphy
Identity verification, sanctions, PEP and adverse media checks. MLRO use only — Dean must review all results before onboarding proceeds.
ClickUp — AML Cases
All KYB, KYC and Engagement Pack submissions land here. Dean reviews CDD ratings. Check for outstanding cases and compliance actions.
Credit Control
Chase overdue invoices. Xero handles automated reminders — use this for postal letters, LBA and escalation to Dean.
Credit Control Letters
Generate postal reminders and LBAs for overdue invoices. Multi-invoice support. LBA is locked to Dean.
Xero Invoice Reminders
Configure the automated email reminder sequence. Xero handles these automatically — edit here if wording needs updating.
Credit Control SOP
Process guide, escalation rules and LBA authorisation procedure. Refer here when unsure which stage applies.
Letters & Documents
Produce correspondence on Crown Payroll headed paper. Download as PDF or Word.
Blank Letterhead
Write any letter on Crown Payroll headed paper. Choose sender, type content, download as PDF or Word. Always use this rather than plain paper.
Envelope Printer
Print recipient and return addresses directly onto envelopes. DL, C5, C4, C6, A4 and B5. Head office return address pre-filled or type manually.
Accountant Tools
Client-facing payroll and tax calculators. All run in-browser — no client data stored or transmitted.
Payroll
6 tools
PAYE & Director Salary
Model director salary, NI, income tax and dividend options. 2023/24–2026/27. Use for new director clients or salary review advice.
Salary Sacrifice & NMW
NMW compliance check before setting up salary sacrifice or holiday purchase. Run before every new scheme — a fail means the arrangement cannot proceed.
Basic PAYE Tools
HMRC RTI submissions — Full Payment Submissions and Employer Payment Summaries. Download latest version for compliance.
CIPP Payroll Reference Book 2026/27
Member copy of the CIPP Payroll Reference Book — NMW rates, tax tables, NI thresholds and statutory payment rates for 2026/27.
P11D Benefits Calculator
Company car (CO2-based), van, private medical, beneficial loans and other BIK. Calculates employee IT and employer Class 1A NIC.
Payroll Cost Calculator
Total employment cost per employee — gross salary, employer NI, auto-enrolment pension and Employment Allowance offset. Multi-employee.
Accounting
8 tools
Sole Trader Calculator
Tax, NI and take-home calculator for sole traders. Full SA computation.
Ltd Co & Dividends
Corporation tax, dividends and effective rate planning for limited company clients.
Ltd vs Sole Trader
Side-by-side tax comparison to help clients choose the right structure.
Director Loan (DLA)
S455 tax calculator, interest on overdrawn DLAs and repayment planning.
Self Assessment
Income tax estimate and payments on account for SA clients.
HP Calculator
FRS 102 & FRS 105 hire purchase schedules with effective interest method and Xero journal output.
FRS 102 Lease Calculator
Right-of-use asset and lease liability under FRS 102 s20 (2026 amendments). Transition journals, amortisation schedule, year-end balance sheet split and disclosure notes.
Revaluation Tool
FRS 102 revaluation journals, reserve tracking, class-of-asset rule and revised depreciation.
Deferred Tax
Month-end DTA / DTL journal from CT600 and filed accounts. FRS 102 and FRS 105. Timing differences, opening balance, journal entry output.
Branding
Logo files, colour codes, typography and usage rules. Always download assets from here — never approximate.
Web Dev Tools
Portal hosting, automation pipelines and deployment. Dean Ainslie only.
This section is restricted to Dean Ainslie.
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