Is there an archive function? 

No. BrightPay Cloud doesn't have an archive feature. If you've closed a payroll and want to stop being charged for it, you'll delete the employer instead. This removes the data from our servers and reduces your employer count for next month's billing.

When you delete an employer from BrightPay, that payroll data is removed from our servers. This reduces your employer and employee count for the following month's billing — we charge based on your highest employer and employee numbers each calendar month.

Before you delete, you must save the reports and data you need to keep. Once deleted, this information is no longer available in BrightPay.

Step 1: Save your payroll records

Export these reports to your PC before deleting the employer:

Compliance and statutory

• P30 and P32 reports — Go to HMRC Payments > P30/P32
• P11 worksheets — Go to Employees > P11
• BIK and P11D reports — Go to Employees > PBIK or P11D

Payroll and pension data

• Payroll Summary — Go to Analysis > Payroll Summary (monthly or multi-period)
• Pension reports — Go to Analysis > Pensions (monthly or multi-period)
• Employee details and CSV export — Go to Employees > Import & Export
• Payslips — Export individually or as a single document (optional)

Statutory and operational reports

• Statutory reports, hourly pay, and other business-specific reports from Analysis

Step 2: Delete the employer from BrightPay

Go to the Browse Employers (Home Screen)  - Click into the spanner icon to the far right of the Employer Name > Delete Employer 

Step 3: Notify billing

Email payment.services@brightsg.com. with:

• Your account name
• The employer name you've deleted
• The date it was removed

This ensures your billing is adjusted in the next cycle.

Why this matters

Your monthly charge is calculated from the highest employer and employee count in the previous calendar month. Deleting an employer that's no longer active reduces that count — so you'll be charged less going forward. But the data is permanent gone from our servers once you delete, so save what you need first.