The Compliance Evidence Layer for UK Small Employers

Compliance Evidence for UK Small Employers

Turn the way you already track leave into a six-year, audit-ready compliance record.

LeaveLedger helps UK small employers capture existing holiday records, apply the appropriate statutory calculations, retain records for six years and generate structured compliance evidence — without forcing them onto a full HR platform.

See How It Works
Six years
Record retention
Source-agnostic
Capture
Plain English
Explanations

Compliance pipeline

Evidence chain · illustrative concept

CONCEPT
  1. 01CAPTURE

    Spreadsheet · paper · mobile entry

    rota_2026.xlsxWall planner photoMobile entry
  2. 02NORMALISE

    One structured leave record

    Irregular hoursPart-yearFixed hours
  3. 03RECONCILE

    Entitlement · leave · pay

    52-week averageAccrual check
  4. 04STORE

    Timestamped · six-year retention

    Retain to 2032Change-protected
  5. 05FLAG

    Gaps and expiries surfaced

    Missing pay dataCarry-over expiring
  6. 06REPORT

    Inspection-ready PDF evidence

    Worker reportCompany report

Illustrative product concept — not a live dashboard.

No Migration

Keep using the way you already manage leave.

Six-Year Records

Automatically retain records for the required six-year period.

Statutory Calculations

Support the appropriate calculations for different worker types and reference periods.

Inspection-Ready Reports

Generate structured compliance evidence when required.

Plain-English Explanations

Make calculations and compliance records understandable.

Mobile-First

Designed for small, time-poor employers.

About LeaveLedger

Compliance Without the HR-System Overhead

LeaveLedger is designed for the smallest UK employers who may not need a complete HR platform but do need a reliable way to maintain adequate holiday records.

Many small businesses manage leave using spreadsheets, paper planners, wall calendars and informal messages. These methods are familiar, but they do not naturally create a complete, traceable compliance evidence chain.

LeaveLedger is deliberately narrow. It focuses on creating the evidence needed to demonstrate that holiday entitlement and holiday pay have been properly handled. It is not trying to become an all-purpose HR platform.

01

Record-Keeping Gap

Small employers often rely on spreadsheets, paper planners or informal messages. These records may not provide a complete audit trail connecting:

  1. 01Entitlement
  2. 02Booking/Approval
  3. 03Leave Taken
  4. 04Pay Calculation
  5. 05Payment

And, where applicable: payment in lieu of untaken leave on termination.

02

Calculation Gap

Holiday-pay calculations can become more complicated for:

  • Irregular-hours workers
  • Part-year workers
  • Variable earnings
  • New starters
  • Workers with less than 52 weeks of service
03

Affordability & Complexity Gap

Many HR platforms offer a much wider range of functionality than a micro-business needs. LeaveLedger provides a focused compliance-evidence solution instead of requiring a complete HR-system migration.

Traditional HR Platform

Booking-first

  1. Employer
  2. Migrates to platform
  3. Manages leave
  4. Generates reports

LeaveLedger

Compliance-evidence-first

  1. 01Existing records
  2. 02Capture
  3. 03Calculate
  4. 04Reconcile
  5. 05Retain
  6. 06Report

LeaveLedger sits above the employer's existing process rather than replacing it.

The Platform

One Focused Compliance-Evidence Layer

LeaveLedger captures records from wherever they already live, applies the appropriate statutory calculations, retains everything for six years and produces evidence that can be handed over on request.

Source-agnostic capture

Spreadsheet import

Bring across the rota or holiday tracker you already maintain.

Photo of paper records

Wall planners and paper sheets become part of the structured record.

Simple manual entry

Mobile-first entry for one-off bookings and corrections.

Statutory Calculation Support

Support for the appropriate calculation approach across worker types and reference periods.

  • Fixed-hours workers
  • Irregular-hours workers
  • Part-year workers
  • 52-week reference period
  • Short-service starters

Structured Evidence Chain

Every stage of the holiday lifecycle is linked so the record can be followed end to end.

  • Entitlement basis
  • Booking and approval
  • Leave taken
  • Pay calculation
  • Payment made

Six-Year Retention

Records are retained for the six-year period expected of employment documentation.

  • Timestamped entries
  • Change history
  • Retention countdown
  • Carry-over expiry tracking

Gap Flagging

Surfaces the places where the evidence chain is incomplete before anyone else asks.

  • Missing pay data
  • Unapproved leave
  • Unrecorded payments
  • Expiring carry-over

Inspection-Ready Reports

Generate structured compliance evidence per worker or across the whole company.

  • Per-worker report
  • Company-wide report
  • Plain-English explanations
  • Export as PDF

Practice-Level View

For accountants, bookkeepers and payroll bureaux managing several client employers.

  • Multi-client overview
  • Per-client evidence status
  • Shared workflow

Illustrative product concept. LeaveLedger provides record-keeping and calculation support — it does not provide legal advice.

How It Works

Six Steps From Existing Records to Audit-Ready Evidence

The workflow is intentionally short. Employers keep the process they already trust, and LeaveLedger turns it into a structured compliance record behind the scenes.

Capture

Import a spreadsheet, photograph a paper planner, or enter leave manually on a phone. Nothing has to be replaced.

Normalise

Mixed sources become one structured leave record covering fixed-hours, irregular-hours and part-year workers.

Reconcile

Entitlement, leave taken and holiday pay are checked against one another using the appropriate reference period.

Store

Each entry is timestamped and retained for six years, with carry-over balances and expiry dates tracked.

Flag

Missing pay data, unapproved leave and expiring carry-over are surfaced so gaps can be closed early.

Report

Produce inspection-ready evidence per worker or across the company whenever it is requested.

Market & Pricing

Built for the Employers Everyone Else Skips

The UK's smallest employers carry the same holiday-record expectations as large organisations, with none of the HR infrastructure. That is the gap LeaveLedger fills.

0.0m+
UK private-sector businesses
0%
Are micro businesses
0 yrs
Record retention expected

Indicative figures used to illustrate market context.

Micro Employer

1–9 employees

The core compliance-evidence layer for the smallest UK employers.

Pricing available on request

  • Spreadsheet, photo and manual capture
  • Statutory calculation support
  • Six-year retention
  • Gap flagging
  • Per-worker evidence reports

Small Employer

10–49 employees

For growing teams with mixed worker types and more complex holiday pay.

Pricing available on request

  • Everything in Micro Employer
  • Irregular-hours and part-year support
  • Company-wide evidence reports
  • Carry-over expiry tracking
  • Priority pilot onboarding

Practice / Bureau

Accountants & payroll

Practice-level model for advisers supporting multiple client employers.

Pricing available on request

  • Everything in Small Employer
  • Multi-client overview
  • Per-client evidence status
  • Shared adviser workflow
  • Partner programme access

Additional services

  • Guided onboarding of existing records
  • Historic record structuring
  • Evidence review before an inspection
  • Practice partner enablement

Go-to-market timeline

  1. Phase 1

    Founder-led pilot

    Direct onboarding with a small group of UK micro employers.

  2. Phase 2

    Accountant & bureau partnerships

    Practice-level distribution through trusted advisers.

  3. Phase 3

    Broader self-serve rollout

    Wider availability once the evidence model is proven in practice.

Where it fits in practice

The spreadsheet employer

A nine-person firm tracks leave in one shared workbook. LeaveLedger imports it and fills in the missing evidence links.

The wall-planner café

Leave is marked on a paper planner. A photo becomes a structured, retained record without changing the daily habit.

Irregular-hours staff

Shift patterns vary week to week, so the 52-week reference period is applied and explained in plain English.

The adviser's client book

A bookkeeper checks evidence status across every client employer from a single practice view.

FAQ

Questions Small Employers Ask

Straight answers about scope, calculations, retention and what LeaveLedger deliberately does not try to be.

Founder-led pilot

Build the Evidence Before Anyone Asks for It

LeaveLedger turns the way a small employer already tracks leave into a structured, six-year, audit-ready compliance record — without replacing the existing process.

Pricing available on request. Demo interactions only — nothing is sent anywhere.