Payrolla validates the timesheets as the employer.
In practice
- the client may confirm that the services have been delivered, for operational and invoicing purposes;
- Payrolla reviews and validates the working time and related payroll elements;
The assessment of skills is shared between the client and Payrolla, at different stages of the engagement.
In practice:
- the client evaluates whether a professional’s profile, experience, and skills match the needs of the mission;
- Payrolla reviews the overall consistency of the profile within the employment and contractual framework;
- and the final decision to proceed is based on mutual validation.
Payrolla does not act as a guarantor of performance, but ensures that each engagement is structured with a clearly defined role, scope, and expectations.
This approach allows companies to select the professionals best suited to their needs, while ensuring that the engagement remains properly framed and compliant.
Payrolla employs qualified professionals whose situation allows for a compliant engagement within a Luxembourg employment framework.
Typical profiles include:
- consultants and subject-matter experts;
- IT and digital professionals;
- finance, compliance, and operations specialists;
- project managers and business professionals;
- and other skilled roles requiring a defined mission context.
Each engagement must correspond to:
- a real and clearly defined mission;
- working conditions compatible with an employment relationship;
- a remuneration level aligned with Luxembourg requirements;
- and a complete and compliant administrative setup.
Payrolla reviews each situation individually before employment to ensure that all conditions are met and that the framework remains structured, coherent, and compliant.
The applicable notice period is defined in the contractual agreement between your company and Payrolla.
In practice, this typically depends on:
- the terms agreed in the mission framework;
- the duration and structure of the engagement;
- and any specific clauses included in the contract.
As the employer, Payrolla manages the employment relationship and ensures that any changes to the mission are handled in compliance with Luxembourg labour law.
From the client’s perspective, any request to end a mission early must be communicated to Payrolla, which will review the situation and coordinate the appropriate next steps.
There is no standard minimum duration applicable to all missions.
However, a mission must be real, documented, and sufficiently clear to justify the engagement. Payrolla examines each mission based on its context: planned duration, objectives, execution conditions, budget, workplace, profile sought, and compliance of the file.
Payrolla prioritizes defined, structured, and regularly reassessed missions.
In practice, missions are generally defined for a limited duration, often between a few months and two years. A mission may be extended or renewed only if it remains compatible with the contractual framework, the client’s actual needs, and Payrolla’s obligations as an employer.
Payrolla avoids situations where a mission would be indefinite, undocumented, or comparable to permanent integration of the employee into the client’s organization.
Salary indexation in Luxembourg is a legal mechanism that adjusts salaries in line with changes in the cost of living.
As Payrolla employees are employed under Luxembourg contracts, they are subject to the applicable indexation rules.
When an indexation is triggered:
- salaries are adjusted in accordance with the official index;
- the increase is applied to the employee’s remuneration as required by law;
- and the corresponding employer costs are also impacted.
In practice, this means that both the employee’s gross salary and the overall cost of the mission may be adjusted following an indexation event.
Payrolla ensures that indexation is applied in a compliant and transparent manner, and communicates any impact to both the employee and the client when relevant.
At Payrolla, we operate on the principle that our externals are motivated and that when they commit, they work 100% of the projected time.
That's why we offer the EasyTimesheets management system.It's a time sheet system designed to simplify your life. Instead of entering their time sheets on a monthly basis, which requires you to validate them, both you and the external have the ability to declare their monthly absences (such as legal sick leave, etc.).
Subsequently, their time sheets are generated and automatically sent to you.
Working with Payrolla allows companies to structure engagements with professionals in Luxembourg within a clear and compliant employment framework.
Key benefits include:
- Simplified setup
Engage professionals quickly without setting up a local entity or managing complex administrative processes. - Full employment compliance
Payrolla acts as the employer and manages employment contracts, payroll, social security, and HR obligations in line with Luxembourg regulations. - Clear separation of roles
The client focuses on defining mission objectives and business needs, while Payrolla handles the employment and administrative framework. - Cost visibility and transparency
A structured model with clear pricing allows full visibility on the overall cost of the engagement. - Operational flexibility
Ability to work with qualified professionals on defined missions, with a framework that can evolve over time. - Reduced administrative burden
Payrolla centralizes HR, payroll, and compliance management, allowing your teams to stay focused on operational priorities.
This approach enables companies to work with professionals in a structured, efficient, and compliant way, while maintaining flexibility and clarity in their engagements.
Payrolla offers three services to companies:
- Free Management of Your External Consultants: If you know external consultants but can't directly hire them, or if you want to offer them the assurance of the best remuneration without increasing your budgets, Payrolla provides a free solution to manage the entire lifecycle of an external consultant within your organization. External consultants can also initiate this process directly without using our paid services. You receive an email from the external consultant offering to submit a simulation that you can convert into a mission letter.
- Recruitment of an External Consultant from the Payrolla Network: If an external consultant completes a mission within your company and you want to hire them permanently, with just one click, we allow you to make them an offer through our platform. Upon their agreement, our fee is equivalent to 10% of the proposed gross annual package to the external consultant.
- "It's a Match!" Active Matching by Artificial Intelligence (AI): If you want to use our Payroll-AI system to immediately benefit from suitable candidates, you can inform us with one click that you wish to use AI-based matching. If successful, our fee is equivalent to 10% of the annual billing based on 220 working days.
Want to go further?If you still haven't found what you're looking for and need a dedicated headhunter, you can take advantage of our negotiated headhunting offer. Contact us for more details.
Payrolla offers two additional recruitment assistance services, charged at a transparent rate of 10% margin, only in the case of success.
- Recruitment of an external candidate from the Payrolla network
- The matching system between your search and profiles in the Payrolla network
The payment terms for invoices are 30 days upon receipt. Invoices are automatically sent to the Payrolla account administrator on the last working day of the month.
If we don't need to passively search for an external candidate (via our Jobboard) or proactively (via Payrolla-IA), our service is completely free.
Free Services by Payrolla for Companies:
- No cost if not using passive (Jobboard) or proactive (Payrolla-IA) external candidate search - COMING SOON
Included Services:
Digital Space:
- Summary dashboard
- Movement notifications
- Mission cycle tracking
- Task reminders for completion or validation
Human Resources:
- Unlimited simulation creation and submission
- Automatic creation and validation of letter(s) of mission
- Ongoing and approved compensation simulations
- Contract cycle tracking and validation
- Electronic document signatures
- Archiving and document history
- Consultation and validation of timesheets using EasyTimesheet
- Management of leave requests, with access to the absence schedule at any time
- Management and declaration of paid and/or extraordinary leave
Additional Inclusions:
- 24/7 email support and contact.
After sending a formal notice, an additional amount of 15% is added to the outstanding and payable amount.
As a reminder, Payrolla's principle of Operational Excellence provides protection and the best compensation for external candidates. In this regard, our company is not a credit institution and therefore does not intend to support the cash flow of client companies.
Yes, in many cases this is possible, provided that the situation allows for a compliant employment setup in Luxembourg.
Before starting the mission, Payrolla reviews the professional’s situation, including:
- their right to work in Luxembourg;
- their residence status;
- and the administrative requirements related to employment and payroll.
Depending on the profile, additional formalities may be required before the start of the activity.
Payrolla supports the preparation of the administrative framework and ensures that the engagement is structured in line with Luxembourg legal and regulatory requirements.
This approach allows companies to work with international professionals while maintaining a compliant and structured employment framework.
For information, the third-country national must apply for a work permit from the Immigration Department of the Ministry of Foreign and European Affairs.
Payrolla, as the employer, assumes its responsibilities in accordance with Luxembourg employment law and the applicable contractual framework.
In practice, each situation is assessed on a case-by-case basis, taking into account:
- the nature of the damage;
- the context in which it occurred;
- the responsibilities of each party;
- and the contractual arrangements in place.
As part of its role, Payrolla ensures that appropriate insurance coverage and contractual protections are in place where required.
At the same time, the client remains responsible for the operational environment in which the mission is carried out, including supervision, tools, and working conditions.
In the event of an incident, Payrolla coordinates with the relevant parties to review the situation and determine the appropriate course of action in a structured and compliant manner.
In this situation, you should contact Payrolla.
The validation of a mission and the onboarding process are coordinated by Payrolla within the employment and contractual framework. If a professional does not confirm or respond within the expected timeframe, Payrolla will follow up directly to clarify the situation.
Depending on the outcome, this may include:
- confirming the professional’s availability and intention to proceed;
- addressing any blocking points related to the mission or contractual setup;
- or, if necessary, stopping the process and exploring alternative options.
From the client’s perspective, it is important to rely on Payrolla to manage this stage, ensuring that the engagement is properly validated before the mission starts.
In this situation, you should inform Payrolla as soon as possible.
As the employer, Payrolla is responsible for managing attendance, absences, and any related follow-up. Once notified, Payrolla will:
- contact the employee to clarify the situation;
- verify whether the absence is justified (e.g. illness, exceptional situation);
- and take the appropriate actions in line with the employment framework and Luxembourg regulations.
From the client’s perspective, it is important not to handle the situation directly as an employer matter, but rather to escalate it to Payrolla.
Payrolla will then coordinate the response and, where necessary, discuss next steps with you to ensure continuity of the mission in a structured and compliant manner.
Yes, under certain conditions. A mission may be ended before its planned end date, provided that the terms defined in the contractual framework are respected.
In practice, this typically involves:
- applying the agreed notice period;
- respecting any specific termination clauses;
- and coordinating the transition with Payrolla.
As the employer, Payrolla manages the employment relationship and ensures that any changes to the mission are handled in compliance with Luxembourg labour law.
From the client’s perspective, it is important to communicate the request to Payrolla, which will review the situation and coordinate the appropriate next steps.
This approach ensures that any early termination is managed in a structured and compliant manner, while maintaining clarity between the mission framework and the employment relationship.
In this situation, Payrolla acts as the employer and remains your main point of contact to address any concerns.
In practice, you can share your feedback with Payrolla, including the elements that are not meeting expectations (performance, communication, alignment with the mission, etc.). Payrolla will review the situation and coordinate the next steps with the employee.
Depending on the context, this may include:
- clarifying expectations and objectives;
- supporting adjustments in the mission framework;
- implementing corrective measures;
- or, if necessary, organizing a structured transition or early end of the mission in line with the contractual terms.
Throughout the process, Payrolla ensures that actions are handled in a structured and compliant manner, respecting both the employment framework and the needs of the mission.
Yes, in many cases this is possible, provided that the overall setup remains compatible with a structured employment framework.
Working through Payrolla can be a relevant option when you wish to engage a professional under a Luxembourg employment contract instead of a freelance arrangement. This allows the relationship to be framed within a compliant structure, with Payrolla acting as the employer and managing payroll, social security, and HR obligations.
Before transitioning, Payrolla reviews the situation to ensure that:
- the mission is clearly defined and documented;
- the working conditions are compatible with an employment relationship;
- and the roles and responsibilities between the client, the professional, and Payrolla are properly structured.
If the framework is appropriate, the freelancer can be onboarded as a Payrolla employee and continue the mission under this new structure.
This approach can provide more security and clarity for all parties, while ensuring alignment with Luxembourg employment rules.
Yes, in certain situations. Payrolla can work with consulting firms that need to structure engagements in Luxembourg within a compliant employment framework.
In this setup:
- Payrolla acts as the legal employer of the professional;
- the consulting firm remains responsible for its client relationship and the overall service context;
- and each engagement is structured through clearly defined missions and contractual arrangements.
Payrolla manages all employment-related aspects, including:
- employment contracts;
- payroll and social security;
- HR administration and compliance.
Before any engagement, Payrolla reviews the structure to ensure that:
- roles and responsibilities are clearly defined;
- no ambiguity exists regarding employer authority;
- and the overall setup remains compliant with Luxembourg regulations.
In some cases, depending on how the engagement is organized, a different structure may be more appropriate.
It's incredibly easy.
All you need to do is create a free company account on our platform. A framework contract will be generated and submitted for secure electronic signature.
Of course, this process is entirely free, with no commitment or purchase obligation.
To sign a letter of mission with Payrolla, the process is simple:
- Conduct an interview with a candidate.
- If you want to hire the candidate for an assignment, you can submit your request to us in less than a minute, entirely automated.
- The signature process is electronic.
Here's an additional step:If you create a simulation on our platform and the candidate accepts it, you have the option to directly convert the simulation into a letter of mission.
Within your organization, the mission order creator is designated as the default approver. You can select an additional person with the authority to approve the time sheets of the worker on assignment.
Whether it's to involve other departments (e.g., IT and Procurement) or simply to ensure time sheet approval when you're on leave.
As a Payrolled employee, the worker is entitled to 26 days of annual legal leave, which can be taken starting from the end of the third month of their assignment and proportionally based on the months already worked.
A letter of mission is valid for 48 hours after it is sent. After this period, if there is no response from the candidate, it will be canceled. You will be notified, and you can also withdraw the letter at any time if it has not been validated by the candidate.
The daily rate is agreed directly between the company and the professional, based on the scope of the mission, the level of expertise required, and market conditions.
Payrolla can support this process by providing guidance and simulation tools to ensure that the proposed rate is consistent with:
- the expected level of remuneration;
- employer costs and applicable charges;
- and the overall Luxembourg employment framework.
Once agreed, the daily rate is used as the basis for structuring the employment package, including salary, potential benefits, and associated costs.
This approach ensures transparency for both the company and the professional, while maintaining a coherent and compliant remuneration structure.
Payrolla is specifically designed to avoid situations of false self-employment by structuring engagements within a formal Luxembourg employment framework.
When a professional works through Payrolla:
- they are employed under a Luxembourg employment contract;
- Payrolla acts as the legal employer;
- payroll, taxes, and social security contributions are handled in full compliance;
- and HR, administrative, and contractual responsibilities are managed by Payrolla.
This ensures that the professional is not operating as a self-employed individual in a situation that would legally qualify as employment.
At the same time, the client defines the mission objectives and operational context, while Payrolla retains employer authority over employment-related matters such as contracts, payroll, leave, and compliance.
By clearly separating the roles of the client and the employer, Payrolla provides a structured and compliant alternative to freelance arrangements that could otherwise be reclassified as false self-employment.
Via email, we send you the invoice in PDF format for you to download, and we notify you of its availability in your company space within the platform.
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No. You can create a simulation on our platform and share it with a candidate. It does not commit you in any way. If the candidate accepts the simulation, you can directly convert it into a letter of mission.
Yes. A letter of mission commits your company, especially if the candidate receives it and accepts the corresponding contract.
If you wish to cancel the assignment of this external candidate before it begins, a flat-rate indemnity equivalent to 20 days of the daily rate will be invoiced to you, with a payment term of 30 days upon receipt.
No. Payrolla does not rely on a model of disguised self-employment.
When Payrolla engages a talent, they become an employee of Payrolla within the framework of a Luxembourg employment contract. Payrolla then assumes its employer obligations: payroll, leave, absences, declarations, HR documents, administrative follow-up, and compliance with the applicable legal framework.
The client may define the objectives of the mission and validate the service provided, but does not become the employer of the Payrolla employee and must not exercise disciplinary or administrative authority over them.
Yes. Payrolla supports the continuous development of its employees’ skills, which can also benefit the quality and performance of the missions delivered to client companies.
Depending on the situation, employees may access training, certifications, or coaching aligned with their role and the requirements of the mission.
Training initiatives are reviewed and managed by Payrolla within the employment framework, ensuring they remain relevant, structured, and compliant with applicable rules.
This approach helps maintain a high level of expertise among professionals, while allowing companies to work with continuously evolving and up-to-date profiles.
No. The employment contract is concluded between the candidate and Payrolla.
Payrolla acts as the legal employer and is responsible for all employment-related matters, including:
- the employment contract;
- payroll and salary payments;
- social security and tax declarations;
- HR administration and compliance.
Your company does not enter into an employment relationship with the candidate. Instead, the collaboration is structured through a contractual agreement with Payrolla that defines the mission, its scope, and the applicable terms.
This setup allows your company to work with qualified professionals within a structured and compliant framework, without taking on the obligations of a direct employer.
Yes, we have negotiated preferential rates with a specialized headhunting firm.
This enables us to proactively assist you in finding the ideal candidate when your own network or ours may not be sufficient.
To learn more, please contact us.
Yes. While Payrolla is responsible for approving leave as the employer, we take the operational context of the mission into account.
In practice, the client may be consulted to assess the impact of the leave on the mission, particularly for planned absences or during critical periods. This allows us to balance the employee’s rights with the continuity of the service.
However, the final approval of leave remains with Payrolla, in line with its role as employer and its responsibility to ensure compliance with Luxembourg employment rules.
This approach ensures a smooth coordination between operational needs and a structured, compliant HR framework.
No. In order to reduce administrative burden for executives and companies, Payrolla allows you to fill out all necessary information for the framework contract, regardless of your role within the company.
Subsequently, you can provide the contact information for the legal representative or official responsible person. This individual will be the recipient of the final document(s) to review and sign electronically.
No, not necessarily. If the person responsible for the administration of the Payrolla account grants you the permissions, you have the option to create a letter of mission yourself. In most cases, managers who are responsible for a budget are granted this authority by procurement services, human resources, and/or top management.
Yes. A company may offer a permanent employment contract directly to a Payrolla employee, subject to the applicable contractual conditions.
In practice, this typically requires:
- completion of an initial mission period (generally at least 3 months);
- prior notification to Payrolla within the agreed timeframe (usually before the end of the mission);
- and the application of a conversion fee, calculated as a percentage of the employee’s annual compensation.
These conditions are defined in the contractual framework agreed between Payrolla and the client.
Payrolla supports this transition process to ensure a smooth handover from the mission framework to direct employment.
We see this as a natural evolution when a collaboration proves successful, and we are always pleased to support companies in building long-term relationships with the professionals they work with.
Yes. Payrolla can support companies in structuring engagements with multiple consultants across different departments, provided that each mission is clearly defined and compliant with the applicable framework.
Each engagement is treated individually and must include:
- a defined mission scope;
- clear objectives and deliverables;
- appropriate working conditions;
- and a remuneration level compatible with Luxembourg employment rules.
Payrolla structures each mission within a Luxembourg employment framework and manages the associated administrative, payroll, and HR aspects.
This approach allows you to work with several professionals across your organization while maintaining a consistent, structured, and compliant setup for each engagement.
A letter of mission is a contractual document that defines the framework of a specific engagement with a client. As such, it cannot be cancelled unilaterally without respecting the agreed terms.
In practice, the conditions for ending or modifying a mission depend on what is specified in the letter of mission, including:
- notice periods;
- termination conditions;
- and any specific contractual clauses.
If a situation requires ending a mission early, it must be discussed and coordinated between the client, the employee, and Payrolla.
Payrolla, as the employer, ensures that any modification or termination of the mission is handled in line with the contractual framework and Luxembourg employment rules.
Yes, in certain situations. However, working outside Luxembourg must be reviewed in advance to ensure compliance with applicable legal, tax, and social security rules.
The feasibility depends on several factors, including:
- the country where the work is performed;
- the employee’s place of residence;
- the expected duration of the work abroad;
- and the applicable cross-border regulations (e.g. social security coordination rules within the EU).
Short-term or occasional work abroad can generally be accommodated, subject to prior validation. Longer-term or permanent work outside Luxembourg may require additional formalities or a different structure.
Within Payrolla, any work performed outside Luxembourg must be assessed beforehand. Payrolla ensures that the employment framework remains compliant and may adapt the setup where necessary.
Yes, like any document, you can download them to your computer and save them on your internal tools.
No. Under Luxembourg employment law, leave must be approved by the employer and cannot be taken unilaterally by the employee.
In practice, leave is requested in advance and organized to balance:
- the employee’s right to rest;
- the proper execution of the mission;
- and the employer’s operational constraints.
During the initial period of employment, particularly the first few months, leave is generally limited to ensure a smooth onboarding and continuity of the mission. However, specific situations can always be reviewed on a case-by-case basis.
Within Payrolla, leave requests are submitted through the personal space of the employee and reviewed by Payrolla as the employer. The client may be consulted to assess the operational impact on the mission, but the final decision remains with Payrolla.
This approach ensures that leave is managed in a structured and compliant way, while taking into account both the needs of the employee and the continuity of the mission.
Yes. Payrolla can structure part-time employment arrangements, provided that the setup remains compatible with Luxembourg employment law and the conditions of the mission.
Part-time work must be clearly defined in the employment contract, including:
- the working time and schedule;
- the remuneration;
- and the organization of the mission.
In practice, the feasibility depends on the nature of the mission and the client’s operational needs. Some roles are naturally compatible with part-time arrangements, while others may require a more consistent presence.
Before starting, Payrolla reviews the mission and ensures that the part-time structure is coherent from a contractual, operational, and compliance perspective.
Yes. A Payrolla employee can work on a mission for a company that is not based in Luxembourg, provided that the overall setup remains compatible with Luxembourg employment, tax, and social security rules.
Payrolla acts as the Luxembourg employer and structures the engagement locally, while the client company—whether based in Luxembourg or abroad—defines the mission objectives and operational context.
Before starting the mission, Payrolla reviews key elements such as:
- the location where the work will be performed;
- the contractual setup with the client;
- the duration and nature of the mission;
- and the applicable cross-border considerations.
In some cases, additional requirements or a different structure may be necessary, particularly if the client intends to exercise direct employer authority or if the work is performed mainly outside Luxembourg.
This approach allows companies without a Luxembourg entity to work with professionals through a structured and compliant employment framework, while ensuring that Payrolla retains its role as employer.
Yes. Payrolla protects its employees and client companies from incidents, claims, or damages that may occur or could occur in the workplace of the assignment.
For more information about the insurance coverage provided, please refer to your framework contract.
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