HR Request Workflow and Payslip Vault Portal in Dublin (2026 Cost)

The verdict in three sentences

For a 900-employee shared services centre in Dublin, a self-service HR portal costs 45,000 to 100,000 EUR excluding VAT in 2026, depending on how deeply it integrates with payroll and how many workflows it runs. Out of 400 monthly requests, a well-designed portal handles 70% without HR intervention: letters generated automatically, payslips available in a vault, leave approved by the manager. The return comes from time freed up in the HR team, roughly one full-time role, and from employees who no longer wait three days for a salary letter.

Where your 400 monthly requests go

In a contact centre or shared services centre, HR requests are repetitive and predictable. That is exactly what makes them automatable.

Weighted, about 280 of the 400 requests leave the manual circuit. HR time spent on them drops from about 165 hours a month to under 50 hours.

2026 budget by module, in EUR

The low end is a portal with monthly payroll file imports. The high end assumes a real-time connection to the payroll software and a 3-level approval chain. On the recurring side, allow 800 to 1,400 EUR per month for hosting, maintenance and support.

Compliance and adoption

The portal handles sensitive personal data (salaries, bank details, absences). GDPR and the Irish Data Protection Act 2018 require a data protection impact assessment, EU hosting and a processor agreement. For adoption, plan a mobile-first interface, because 80% of shared services employees will use the portal from their phone. A 3-week internal campaign with one champion per floor usually reaches 75% activation.

Mini case study

Aoife, HR director of a 900-employee shared services centre in Dublin, measures 165 hours a month spent on routine requests, roughly one HR administrator whose loaded cost reaches 4,800 EUR a month, or 57,600 EUR a year. With a portal at 75,000 EUR and maintenance of 1,000 EUR a month (12,000 EUR a year), the freed time lets her move that role to recruitment. Net gain: 57,600 - 12,000 = 45,600 EUR a year, a payback of about 20 months. Letter turnaround drops from 3 days to a few minutes, a direct retention argument in a sector where turnover often exceeds 25%.

FAQ

Do we need to change payroll software to get a portal?

No, the portal connects to your existing payroll through file imports or an API. The connection costs 9,000 to 25,000 EUR depending on the software and level of automation.

Are generated letters legally valid?

Yes, when e-signed by an authorised person and verifiable by QR code. Irish banks and landlords increasingly accept this format, but keep a manual route for the 5 to 10% of cases that still require it.

How long does the project take?

Allow 4 to 6 months: 5 weeks of scoping, 12 to 16 weeks of development and a 3-week pilot on a floor of 100 employees.

Can we start small?

Yes, a first release at 45,000 EUR (letters, vault, leave) already covers about 65% of the volume. Advanced workflows come in phase 2.

Where is the data hosted?

In the European Union, with encryption and access logging. The DPIA is prepared with you before go-live.

Let's scope your project. Share your request volumes and payroll software: we price a portal between 45,000 and 100,000 EUR, split into releases, with a 4 to 6 month plan. Detailed quote within 48 h. WhatsApp +221 77 596 93 33.