The G-Cloud buyer’s guide to HR and payroll software.

Everything public sector buyers need to know about finding, evaluating and procuring cloud based HR, payroll and workforce management software through the G-Cloud framework.

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Updated August 2026

Procure modern HR and payroll technology with confidence

Public sector organisations manage some of the UK’s largest and most complex workforces.

Employees may work across multiple locations, services, departments and legal entities. They may hold several roles or contracts. They may work shifts, term time arrangements, variable hours or local working patterns.

At the same time HR, payroll, finance, procurement and IT teams must protect sensitive information, maintain reliable audit trails, meet statutory obligations and demonstrate value for public money.

The HRIS platform selected by an organisation therefore matters.

It affects how employees are recruited, onboarded, managed, paid and supported. It also affects the quality of workforce information available to managers and leadership teams.

G-Cloud gives eligible public sector organisations an established route to procure cloud based HR, payroll and workforce management software from listed suppliers.

This guide explains:

The answer in one sentence

Yes. Public sector organisations can purchase cloud based HR, payroll and workforce management software through G-Cloud.

G-Cloud is not limited to infrastructure, hosting or technical IT services. Cloud software is a central part of the framework and can include the systems used to manage people, pay, attendance, recruitment, compliance and workforce reporting.

What is G-Cloud?

G-Cloud is a government commercial framework designed to help public sector organisations purchase cloud based technology.

It provides an online catalogue of cloud services from suppliers that have been admitted to the framework.

The G-Cloud 14 framework covers three main service categories:

HR, payroll and workforce management platforms are cloud software services when they are hosted in the cloud and accessed through the internet or a private network.

Government Commercial Agency describes G-Cloud 14 as providing access to more than 46,000 services from more than 4,000 suppliers. It identifies benefits including a quicker route to market, access to current cloud technology and the ability to scale services as requirements change.

What is a framework?

A framework is a commercial agreement that establishes:

Framework suppliers have already completed the admission process for the relevant agreement.

This does not mean that every supplier will be suitable for every requirement. The buyer must still define its needs, identify relevant services, evaluate them fairly and document why the selected service offers the best fit.

Can HR and payroll software be purchased through G-Cloud?

Yes. HR and payroll software can be purchased through G-Cloud.

Cloud based HR, payroll and workforce management systems fall within the cloud software category where the service meets the scope of the framework.

This can include software for:

For organisations replacing a legacy system or consolidating disconnected software G-Cloud can provide a structured route to identify and purchase an existing cloud service.

The framework is therefore highly relevant to HR, payroll, finance and workforce transformation projects.

It should not be viewed as a framework that is only suitable for hosting, infrastructure or specialist IT teams.

HBHR is available through G-Cloud as an integrated HR, payroll and workforce management platform for eligible public sector organisations.

When is G-Cloud likely to be suitable?

G-Cloud may be suitable where an organisation wants to purchase an established cloud service that can meet a clearly defined requirement.

Typical examples include:

The buyer should be able to describe the required service and assess how well each listed supplier can meet that need.

When may another route be more appropriate?

G-Cloud is principally designed for existing cloud services.

A different procurement route may be more suitable where the requirement is primarily for:

Government Commercial Agency publishes specific guidance on services that cannot be purchased through G-Cloud 14 or that should be procured through another agreement.

Who can use G-Cloud?

G-Cloud 14 is available to a wide range of public sector and eligible non profit organisations.

This includes:

Government guidance states that public sector organisations can access G-Cloud through the Contract Award Service within the Public Procurement Gateway. Buyers must also meet the eligibility requirements for the agreement.

Each organisation should confirm its eligibility and complete its own internal procurement approvals before making an award.

Why public sector organisations use G-Cloud

An established route to market

G-Cloud gives buyers access to an existing catalogue of cloud services and standard contract documents.

This can reduce the time and resource required when compared with creating a completely separate procurement structure.

Published supplier information

Suppliers publish information about their services in advance.

Depending on the service this may include:

This allows buyers to complete a structured desktop evaluation.

Access to specialist suppliers

G-Cloud includes both large technology companies and specialist providers.

This gives public sector buyers an opportunity to consider suppliers that may offer deeper expertise or more focused technology than a broad legacy provider.

Standard contract documents

The framework provides standard terms, schedules and order documents.

These create a consistent commercial structure for buyers and suppliers.

Direct award route

For G-Cloud 14 Lots 1 to 3 buyers can make a direct award after completing the required buying process.

This does not mean choosing a preferred supplier without an evaluation. The buyer must follow the framework process and retain evidence showing how the decision was reached.

Important G-Cloud terms

Buyer

The public sector or eligible organisation purchasing the service.

Supplier

A company with a service listed on the relevant G-Cloud framework.

Cloud software

An application that is hosted in the cloud and normally accessed through the internet or a private network.

Service listing

The published information describing a supplier’s service, features, pricing and conditions.

Desktop evaluation

The process of assessing published supplier information against the buyer’s agreed requirements and evaluation criteria.

Longlist

The initial group of services that appear potentially capable of meeting the requirement.

Shortlist

The smaller group of services that meet the buyer’s essential requirements and will receive a detailed evaluation.

Clarification question

A question used to clarify published information about a service or its price.

A clarification should not be used to redesign the supplier’s service or create a new tender process.

Direct award

The award of a contract to the supplier that best meets the requirement after the buyer has followed the prescribed buying and evaluation process.

Call off contract

The contract created between the buyer and the selected supplier under the framework.

Order form

The document that records the selected service, charges, contract period and other required information.

How to buy HR and payroll software through G-Cloud

Step 1: Build the right project team

HR and payroll procurement should not be treated as an isolated software purchase.

The project team may need representatives from:

The exact team will depend on the size and structure of the organisation.

Including the right people early helps the organisation identify operational requirements, technical dependencies and implementation risks before the evaluation begins.

Step 2: Define the problem

Start by identifying what the organisation needs to improve.

Examples might include:

This creates a clearer basis for the procurement than copying the features of the existing system.

Step 3: Define the scope

Document what the project will cover.

This should include:

Where relevant the scope should also cover volunteers, casual workers, contractors, temporary workers and employees with more than one role.

Step 4: Separate essential and desirable requirements

Every requirement should be classified clearly.

Essential requirements

These are requirements that a supplier must meet.

Examples might include:

Desirable requirements

These are valuable but would not automatically exclude a service.

Examples might include:

This distinction makes the longlisting and shortlisting process more defensible.

Step 5: Agree the evaluation criteria

The evaluation criteria should be agreed before detailed supplier assessment begins.

Potential categories include:

G-Cloud 14 does not set one universal evaluation weighting for cloud software purchases. Buyers must determine criteria and weightings that are appropriate to their requirement.

The final weighting should reflect risk.

For example payroll accuracy, security and implementation may carry more importance than a minor user interface preference.

Step 6: Search for relevant services

Buyers can search for cloud services through the Contract Award Service.

Search terms should describe the genuine requirement.

Relevant searches might include:

Searches should not be constructed simply to return a preferred supplier.

Keep a record of:

This evidence supports the audit trail and helps demonstrate that the process was fair.

Step 7: Create the longlist

Review the initial search results and remove services that clearly cannot meet the essential requirements.

A service might be excluded because:

Exclusion reasons should be recorded clearly.

Step 8: Create the shortlist

Assess each longlisted service against the essential requirements.

The shortlist should include only services that appear capable of meeting the organisation’s needs.

Review all available supplier documents including:

Government Commercial Agency provides evaluation templates including longlist tools, shortlist matrices and score sheets.

Step 9: Ask clarification questions

Buyers may ask suppliers to clarify published information.

Useful clarification questions might include:

Clarification questions should not become a hidden request for proposal or negotiation exercise.

Step 10: Use demonstrations correctly

Demonstrations are permitted under G-Cloud 14.

Where demonstrations form part of the scored evaluation each shortlisted supplier must receive an equal opportunity to demonstrate its service. The demonstration criteria must be recorded in advance and applied consistently.

A structured demonstration agenda may include:

Buyers should avoid demonstrations that consist only of a supplier’s preferred sales presentation.

The demonstration should test the actual requirement.

Step 11: Complete the detailed evaluation

Each shortlisted service should be assessed against the same criteria.

The evaluation record should explain:

Value for money does not necessarily mean the lowest headline subscription price.

It may also include:

Step 12: Complete due diligence

Before award buyers should complete the checks required by their organisation.

These may include:

Step 13: Award the contract

Once the evaluation and internal approval process is complete the buyer can award the call off contract using the relevant G-Cloud documentation.

The buyer should complete the required order form and contract documents.

G-Cloud 14 call off contracts can initially run for up to 36 months. One extension of up to 12 months may be included where it is specified in the original contract terms. The maximum total duration is therefore normally 48 months. Additional controls can apply to central government contracts beyond 24 months.

Step 14: Prepare for implementation

Contract award is the beginning of the delivery process.

The buyer and supplier should agree:

A realistic implementation plan should recognise that data quality and internal decision making can affect delivery as much as the technology itself.

Direct award does not mean automatic award

G-Cloud 14 allows direct award for Lots 1 to 3 after the buyer has followed the buying process.

It does not allow a buyer to choose a supplier first and justify the decision afterwards.

The buyer should:

Further competition is not permitted for G-Cloud 14 Lots 1 to 3.

Government Commercial Agency states that introducing a mini competition, RFI, RFQ, RFP, ITT or price negotiation would breach the terms of the agreement for these lots. Clarification questions about published services and pricing are permitted.

This is an important distinction.

Buyers should not recreate a traditional tender inside the G-Cloud direct award process.

How to evaluate HR and payroll software

Start with the employee record

The employee record sits at the centre of the workforce platform.

Ask whether the service creates one reliable source of employee information across:

Where systems are disconnected organisations often experience:

A connected platform should allow approved employee changes to flow through the relevant processes without unnecessary rekeying.

HBHR connects HR, payroll, time and attendance and workforce information within one platform.

Evaluating payroll capability

Payroll is a critical operational service.

Errors can affect employees directly and create financial, regulatory and reputational risk.

Buyers should assess:

Questions to ask

HBHR connects workforce data to payroll and provides AI supported alerts that can flag anomalies before payroll is finalised. It also offers a fully managed payroll service delivered by in house specialists.

Evaluating complex workforce structures

Public sector workforces are rarely simple.

The platform may need to support:

Buyers should test the platform against real workforce scenarios.

A system that works well for one standard office worker may not work well for an employee with two posts across different sites and different working patterns.

Evaluating time and attendance

Where employees work shifts or variable hours the connection between attendance and payroll is especially important.

Assess whether the service can:

HBHR provides time and attendance functionality connected to its wider HR and payroll platform.

Evaluating reporting and analytics

Public sector leaders require reliable workforce information.

Reporting should not depend on repeated spreadsheet work or supplier intervention.

Buyers should assess whether users can:

HBHR provides configurable reporting across HR, payroll and attendance data. Its analytics capability can create reports and dashboards from connected workforce information.

Evaluating employee and manager experience

A technically capable platform can still fail if people find it difficult to use.

The evaluation should consider the experience of:

Assess:

The system should make routine workforce processes easier without weakening oversight or control.

Evaluating integrations

HR and payroll platforms often need to exchange information with other systems.

Potential integrations include:

Buyers should establish:

HBHR offers an open API and integrates directly with many 3rd party applications.

Security and data protection

HR and payroll platforms hold highly sensitive information.

This can include:

Security should therefore be treated as a central evaluation area.

Evidence to request

Buyers may wish to request:

Access control

The platform should support permissions based on:

A manager should only see the information needed to perform their role.

Sensitive payroll, medical and employee relations information should not become visible simply because someone has general manager access.

Data protection

Buyers should establish:

HBHR publishes information stating that it is ISO 27001 certified and protected by Cyber Essentials standards. It also describes the platform as being built around GDPR requirements and HMRC compliant payroll processes. Buyers should request current certificates and documentation as part of their own due diligence.

Evaluating artificial intelligence in HR and payroll

Artificial intelligence can reduce administration and improve access to workforce information.

It can also introduce risk if access, oversight and accountability are unclear.

Buyers should not accept the word “AI” as evidence of value.

They should establish exactly what the technology does.

Questions to ask an AI enabled supplier

AI should support control rather than remove it

The strongest use of AI within HR and payroll is not simply producing text faster.

Useful applications may include:

Human accountability should remain clear.

HRGenie is built into the HBHR platform rather than being provided as a separate chatbot. HBHR states that it can support reporting, leave, payroll workflows and wider workforce actions. HBHR also states that actions require user instruction and approval.

Evaluating implementation

Implementation is one of the greatest sources of risk in an HR or payroll project.

A strong platform can still produce a poor outcome where:

Areas to assess

Project governance

Data migration

Configuration

Testing

Training

Go live

HBHR describes its service as including structured hands on onboarding and ongoing human support.

Evaluating support

Support should be assessed before the contract is awarded rather than after a problem occurs.

Ask:

For payroll services the buyer should understand what happens when an urgent issue affects employee pay.

HBHR positions its onboarding and support around direct access to people rather than relying solely on anonymous support tickets.

Evaluating commercial value

The subscription price is only one element of cost.

Buyers should calculate the total cost of the service over the proposed contract period.

This may include:

Buyers should also consider the cost of keeping the current arrangements.

This may include:

A service with a higher subscription price may provide better overall value if it replaces several systems and reduces internal administration.

Exit arrangements and data ownership

Exit planning should be considered before the contract starts.

Buyers should establish:

A strong exit plan reduces the risk of supplier lock in and supports future procurement.

What evidence should buyers request?

A structured evidence pack may include:

Service information

Commercial information

Security information

Data protection information

Implementation information

Service information

Assurance information

Why public sector organisations consider HBHR

One connected platform

HBHR brings together:

This allows organisations to manage the employee journey from recruitment through to pay within one connected environment.

HR and payroll connected

Approved information can flow between HR, attendance and payroll.

This reduces the need to rekey changes between separate systems and can improve visibility before payroll is finalised.

HBHR supports both in house payroll and fully managed payroll.

Built in AI

HRGenie is built into the HBHR platform.

It can support reporting, workforce queries, document creation and authorised workforce actions while maintaining user oversight.

Reporting across connected data

HBHR reporting can use information across HR, payroll and attendance.

This gives leadership teams a broader view of workforce activity, cost and risk.

Human onboarding and support

HBHR combines technology with structured onboarding and ongoing human support.

This is particularly important where the implementation involves payroll, complex workforce rules or several organisations.

Security and compliance

HBHR publishes information covering ISO 27001 certification, Cyber Essentials and GDPR focused data protection. Buyers can request current evidence during the procurement process.

HBHR for education and Multi Academy Trusts

Education organisations require more than a standard employee database.

Schools, academies and trusts may need to manage:

HBHR supports School Workforce Census reporting, Single Central Record management, Teachers’ Pension Scheme, Local Government Pension Scheme, complex contracts and multi post structures. It also supports multi site and multi entity environments with configurable permissions.

HBHR for local government

Local authorities manage diverse workforces across a wide range of services.

These may include:

A suitable local government HR and payroll platform should support central governance while allowing departments to manage their own employees appropriately.

HBHR can support local government organisations with:

HBHR for housing associations

Housing associations often employ people across offices, housing schemes, community settings and customer locations.

The workforce may include:

HBHR can support housing organisations with:

Read more: HR and Payroll Software for Housing Associations

HBHR for the wider public sector

HBHR can support organisations across:

The platform is particularly relevant where organisations need to manage complex structures, dispersed teams, sensitive information and connected HR and payroll processes.

Read more: HR and Payroll Software for the Public Sector, HR and Payroll Software for the NHS, HR and Payroll Software for Housing Associations and HR and Payroll Software for Education.

Public sector HR and payroll procurement checklist

Organisation

Requirements

G-Cloud process

HR

Payroll

Workforce management

Reporting

Security

AI

Implementation

Support

Commercial

Ready to explore HBHR through G-Cloud?

Choosing HR and payroll software is a significant operational decision.

The right platform should do more than replace paper processes or move existing administration online.

It should connect people information with payroll, attendance, compliance and reporting. It should give employees a better experience and give managers reliable workforce information.

It should also provide the security, governance and support expected by a public sector organisation.

HBHR brings HR, payroll, time and attendance, recruitment, performance and workforce reporting together within one connected platform.

Built in AI supports reporting, insight and authorised workforce actions while keeping people in control.

Speak to the HBHR public sector team

We can help your organisation:

Book a public sector demonstration

Important information

This guide provides general information about G-Cloud and the procurement of HR and payroll software.

It does not constitute legal, financial or procurement advice.

Buyers should review the latest Government Commercial Agency guidance and follow their own procurement, legal, finance, information security and data protection procedures.

G-Cloud and HR software: common questions

Short answers to what public sector buyers ask most about procuring HR and payroll software through G-Cloud.