The email step your payroll
software forgot.

Ghugi is a UK tool that emails PDF payslips to your employees in bulk. It works with payslips from BrightPay, Sage, Xero, QuickBooks, IRIS, or any UK payroll software — or the PDFs your accountant sends you. You drag in the PDFs, Ghugi matches each one to the right employee and sends them encrypted from your own email address — with an audit log. From £15/month. 30-day free trial, no card required.

If your payroll software produces PDF payslips — Sage, Xero, QuickBooks, BrightPay, IRIS, or anything else — Ghugi works with it. You (or your accountant) export the PDFs, drop them in, and we send them.

That's exactly who Ghugi is built for too. Plenty of businesses never touch payroll software themselves — their accountant or bookkeeper produces the payslip PDFs and sends them over each pay run. Drop those PDFs into Ghugi and we deliver them to your staff: matched to the right person, encrypted, and sent from your own email address with a full audit log. And if you're the accountant, you can run each client's payslips through Ghugi the same way.

At the end of your 30-day trial you'll be invited to pick a plan. No card is required to start, and nothing auto-charges. If you don't subscribe, your account becomes read-only — your data stays, you just can't send new batches until you pick a plan.

Yes. Emails are sent via your own mail system (or our managed delivery on Pro), so replies come straight back to you — not to Ghugi.

Ghugi is the delivery layer. Your payroll software — or your accountant — produces the PDFs that are already HMRC-compliant; we hand them to your employees in a secure, branded email. We don't alter content or calculate tax.

Connect Google or Microsoft in one click, or use any SMTP-capable mailbox (Gmail, Microsoft 365, Fastmail, or a relay like Mailgun or Resend) — on any plan. On Pro you can also let Ghugi handle delivery for you, including sending from your own verified custom domain.

Yes. One click in the billing portal. No lock-ins, no cancellation fees, no calls with a retention team.

PDFs are encrypted at rest and auto-deleted after your configured retention period (default 90 days). Send-log metadata — who, when, to which address — is preserved for your audit trail.

Yes. Switch on password protection in Settings → Email and every payslip you send is locked with the recipient's date of birth in DDMMYYYY format (e.g. 15031990 for 15 March 1990). Anyone the email is forwarded to would need that birthday to open the file. Employees without a date of birth on file are flagged before you send, and their payslip goes through unprotected.

Yes. Ghugi works with any pay schedule. Monthly and weekly have a built-in preset that fills in the pay period for you automatically. For fortnightly, four-weekly or any other cycle, you just set the pay period when you send — it takes a second and you can change it any time.

Ghugi auto-sends a payslip only when it can confirm the employee two independent ways. It looks for the National Insurance number, full name and payroll code — on the PDF and saved on that employee in Ghugi — and needs at least two of them to agree before sending automatically. The NI is the strongest signal: we store only a one-way fingerprint of it (the number itself never leaves your account) and match that against the PDF. The practical tip: give each employee an NI number and full name (plus a payroll code if you use one), and make sure those appear on the payslip too — that's what lets a whole batch sail through without stopping for review. If Ghugi can only confirm one detail, or the PDF is a scan it can't fully read, the payslip waits on a review screen for a one-click confirm — which is exactly why a payslip can never be auto-sent to the wrong person.

Yes. Each plan includes a number of team-member seats — Starter 2, Business 5, Pro 15. Invite from Settings → Team. You can give each person Admin access (full access including billing) or Member access (send batches and manage employees, but not billing or team). Both roles count toward your seat limit.

Two limits worth knowing. Per batch: up to 200 PDFs in a single upload on every plan (you'll send as many as your plan's staff limit — 25 on Starter, 100 on Business, 200 on Pro). Per month: when you send from your own mailbox (Google, Microsoft, or SMTP — available on every plan), the only cap is whatever your mail provider sets. On Pro, our managed delivery sends up to 2,000 emails per month from our infrastructure.

When Ghugi can't confirm the employee two ways, the payslip appears on a review screen with a one-click dropdown to pick the right employee. Once you confirm, we remember that employee's name and staff code, so the same person auto-matches next time without landing in review. A payslip is only ever sent to a recipient you've confirmed — anything still unmatched is held back on the review screen and the Send button only sends the ones that are ready, so nothing goes to the wrong person or out by mistake.