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FAQs - Moving from BrightPay Desktop to BrightPay Cloud

Bright Support
  • Updated

Starting in the 2026/27 tax year, BrightPay will be exclusively cloud-based. The desktop version will no longer receive updates, support, or legislative compliance.

Bright’s cloud solutions offer enhanced functionality, security, and a modern payroll experience. To stay at the forefront of innovation, we are focusing our development on advancing the platform, ensuring a seamless transition for users.

Please see our Frequently Asked Questions about moving to BrightPay cloud, feature comparison, Connect and support. Download our pdf version here.

 

FAQs: Making the Move to BrightPay Cloud
 

Q. How do I move from BrightPay for Windows/ Mac to BrightPay’s cloud software?

A.

Step 1: Log in using your BrightID
Go to https://brightpay.brightsg.com and log in using your BrightID. If you have already purchased BrightPay, or used BrightPay Connect or other Bright Products, you will already have a BrightID.

Step 2: Create your organisation
Once logged in, you will be asked to create your organisation. Here, you need to enter your organisation name and address, choose your payment plan and add a payment method.

Step 3: Import your employer(s)
Select the option to ‘Import from BrightPay for Windows/ Mac’. Select the employer file(s) you wish to import
and BrightPay will import all of the required payroll data. Check out our migration video for step-by-step instructions on how to import your data from BrightPay’s desktop to BrightPay’s cloud software.

 

Q. How do I create an organisation?

A. You can select the ‘Create Organisation’ button on the welcome screen or create an organisation under ‘My Organisation’ > ‘New Organisation.’ In the following screens, enter the name and address of your organisation, choose your payment plan and add your payment method. Details of the Organisation can be viewed under ‘My Organisation’ > ‘Organisation Details.’ Here, you can also manage team members and manage your billing.

 

Q. Can I import multiple employers from BrightPay for Windows/Mac to BrightPay cloud?

A. Yes, on the import screen, press and hold the “Shift” key on your keyboard and select the employer files you wish to import. If the employer data files are password protected, you will need to enter the passwords to import the companies.

 

Q. Can I import my employers in batches to BrightPay cloud?

A. Yes, you can import all your companies to BrightPay cloud or import them in batches.

 

Q. Can I import my company mid-year from BrightPay for Windows/Mac to BrightPay cloud?

A. Yes, BrightPay provides a quick and seamless import utility to bring across your company and employee details from BrightPay for Windows/Mac to BrightPay cloud.

 

Q. What data can be migrated from BrightPay Desktop to BrightPay Cloud?

A. When you move an employer from BrightPay Desktop to BrightPay Cloud, all key payroll information is brought across. This includes: 

  • Employer details 
  • Employee records 
  • Pay elements (e.g. standard pay, additions and deductions) 
  • Pension details 
  • Finalised payslips 
  • Saved reports 
  • All pay periods you’ve already processed in BrightPay Desktop in the current tax year

You will need to re-enter your HMRC Government Gateway login and your NEST credentials (if NEST is your pension provider) once you’re set up in BrightPay Cloud, as these are not imported from the desktop software 

 

Q. Can I run the parallel payroll in BrightPay cloud?

A. Yes, you can run parallel in BrightPay cloud ensuring you feel fully confident before moving to the cloud package.

 

Q. Will I be able to use BrightPay cloud on my Mac?

A. Yes, BrightPay cloud can be accessed from any device, including Mac.

 

Q. Once I import my data to BrightPay cloud, will I still have access to my historic data?

A. Yes, you can access the data from previous tax years on BrightPay for Windows/Mac.

 

Q. Can we integrate BrightPay Cloud with our custom employee portal so staff can access their payslips and statutory documents via an API?

A. At present, BrightPay Cloud does not offer a public API for direct integration with custom apps or third-party systems. This means you cannot programmatically access payslips, P45s, or other statutory documents for employees via an API to embed them directly into your own employee portal.

 

Q. How long will I have access to my data in my BrightPay Connect Account?
 
A. You will have full access to your account in BrightPay Connect for up to 2 tax years after the end of the 25/26 tax year. 
 
 
Q. I’m still receiving employer notification emails from BrightPay Connect, even though I haven’t used or synced my payroll file in quite some time, because I’ve moved to the Cloud version. How can I stop these emails?
 
A. The notifications you’re receiving are backup warning/alert emails from Connect, likely because your payroll file hasn’t been synced since your move over to the Cloud version. 
 
Here’s how to turn them off:
 
1. Open your Previous version of BrightPay Desktop.
2. Click the green Cloud icon in the top right-hand corner, then select the Employer Dashboard.
3. Go to the Employer tab.
4. Look for the option in the bottom right corner to send a backup warning email—this is probably ticked.
5. Untick this box.
6. Click Save and then synchronise the file with BrightPay Connect.
 
After doing this, you should no longer receive backup warning emails. 
 

Q. Where can I find the UK Help center?

A. Please click into this link to find the Help Center for BrightPay Cloud UK  https://payrollsupport.uk.brightsg.com/hc/en-gb 

 

Q. How can we replicate our previous desktop process—where we could send a backup file and have all payroll information transferred—now that our payroll is running on a cloud-based system
 
A. It is not currently possible to transfer an employer directly from one Organisation to another in BrightPau, however, you can move data by:
  • Exporting employee details to a CSV file from the original organisation.
  • Creating a new employer in the new organisation.

  • Importing the employee CSV file into the new employer.

     

Q. Can you explain the costing or expense of BrightPay Cloud

A. BrightPay Cloud’s pricing reflects several factors that contribute to its overall value and cost:

 
1. Advanced Features and Functionality  
BrightPay Cloud offers enhanced payroll features compared to traditional desktop versions, including secure online access, employee self-service portals, and integration with other cloud services. These features are designed to improve efficiency, security, and user experience.
 
2. Cloud Infrastructure and Security 
BrightPay Cloud is hosted in ISO 27001 and SOC 2 certified data centres powered by Microsoft Azure, ensuring high standards of data protection, reliability, and compliance. Maintaining this level of infrastructure and security involves significant ongoing costs.  
 
3. Continuous Updates and Compliance
The cloud platform is regularly updated to meet the latest legislative requirements and payroll regulations, which is essential for compliance and accuracy. This ongoing development and support require resources and investment.
 
4. Flexible Subscription Options
BrightPay Cloud offers both monthly and annual subscription plans, with pricing based on the number of active employers and employees. This model allows for scalability and flexibility, but may result in higher costs for larger organisations or those with fluctuating employee numbers.  
 
 
 
Please note: The Employee Self Service portal is included in the price of BrightPay Cloud. There is no additional cost for employees to have access to the portal.
 

Q. Is the Construction Industry Scheme (CIS) module available on BrightPay Cloud?  

A. We have developed a separate solution – BrightCIS  which provides CIS functionality and compliance in the cloud.   

 

Q. What is the maximum number of employees allowed in BrightPay Cloud?

A. BrightPay’s cloud software currently supports up to 300 employees per employer, including leavers. 

If you have around 300 employees or more, please get in touch with our sales team to discuss your options: brightpaysales@brightsg.com.

 
 

Q. Do I need to invite my employees and users to the new portals in BrightPay Cloud if we’re currently using BrightPay Connect?

A. Yes. BrightPay Connect and BrightPay Cloud are separate products, so your existing Connect logins won’t automatically carry over.

With BrightPay Cloud, the Employee Self Service Portal, Manager Portal and Client Portal are all included as standard. To start using them you’ll need to:

 
  • Employees: Email portal instructions directly from BrightPay Cloud so each employee can set up access to their new self-service portal.
  • Managers: Set up your managers in BrightPay Cloud and send them their Manager Portal invitations.
  • Clients / other users: Add your Client Portal users in BrightPay Cloud and send them invitation emails so they can log in. Note, all team members in the Organisation can access the employer(s) on the Client Portal that they have permission to view in BrightPay.

 

Q. How many team members can I add to my organisation in BrightPay Cloud?

A. You can add as many team members as you like – there’s no limit. 

There are four team member roles you can choose from: Owner, Administrator, Payroll Processor and Billing Manager

 

Q. Will I retain access to 2025-26 tax year on desktop after 5th April 2026?

  • 25/26 payroll data will remain accessible on desktop so long as the software remains downloaded on the pc and the employer files are saved.
  • The 25/26 licence will give access to the tax years' software after 5th April 2026 and all year end duties such as providing P60s / PBIKs / P11Ds and submitting the P11D(b) to HMRC will remain accessible after tax year end.

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