How to Build a Shortlist for HR/Payroll in 30 Minutes

You can build a clear shortlist in one focused session. The aim is a small set of tools that solve real work, fit your stack, and pass a basic risk check. This guide walks through the steps, the questions, and the proof you need to move forward with confidence. For an example of an integrated platform that supports this process, Thrivea HRIS payroll software can serve as your reference point.

What the outcome looks like

Your shortlist should contain three to five vendors that meet core needs. Each option should have a simple one page note. Include the problem it solves, the flows it supports, the setup effort, and the risks. Add one link to a demo or a review. End with a clear next action.

Define your must have requirements

Write five to seven needs that no one can ignore. Use plain language. Examples include accurate payroll runs, clean time tracking, reliable leave rules, and secure employee records. Add basic reporting, role based access, and audit trails. Mark each item as pass or fail. Keep the list visible during the search.

Map the people and pay flows

Draw the path from a new hire to a first payslip. Add core events such as job changes, leave, overtime, and offboarding. Note who owns each step. This map shows where failure harms trust, such as missed pay or wrong tax. It also shows touchpoints that matter to managers, such as approvals and headcount checks. Use this map to test vendors on real work, not nice to have features.

Gather data you can trust

Collect the facts you already hold. List headcount, pay cycles, pay types, and locations. Pull a sample of time entries and leave cases. Bring the onboarding checklist and the current payroll calendar. With these in hand, you can ask pointed questions and spot gaps fast. You also reduce the risk of a tool that fits a demo, yet misses your rules.

Triage vendors fast

Start with the vendors that match your size and region. Skim product pages for core features that map to your must haves. Look for live product tours, security pages, and implementation notes. Check whether the tool supports your pay schedule and local filings. Set aside tools that show weak coverage on these basics. From the rest, pick five that look credible and move to deeper review.

Score options with simple criteria

Use a short, stable rubric. For each vendor, score coverage of core flows, ease of setup, data import paths, manager self service, and support. Add a light control for risk, such as security certifications and audit logs. Score each on a clear scale, for example low, medium, or high. Write one sentence to explain each score. Your goal is not perfect precision, your goal is a fair and repeatable view.

Check integration paths

List the systems that share data with HR and payroll. Common links include accounting, benefits, identity, and time. For each candidate, ask how data moves in and out, and how often. Look for native connectors that fit your stack. Ask to see a field map for one flow, such as new hire data into payroll. Confirm how errors surface and who gets alerts. A clean path here saves long hours later.

Validate pricing in context

Ask vendors to price a scenario that matches your headcount and pay cycle. Include your pay types, such as hourly, salary, and contractors. Ask for one time costs and monthly costs. Check how price changes at higher headcount. Note any features that sit behind higher tiers. Keep your comparison in one table so finance can review it at a glance.

Run a quick reference check

Find two customers that match your size. Ask how long setup took, who did the work, and what went wrong. Ask which reports they use each week. Ask how support responds when payroll locks near a deadline. Short, practical questions give you the signal you need. If you cannot reach a reference, ask for a recorded webinar or a case study that shows the product in action.

Decide on the shortlist and next step

Pick the top three vendors with the strongest match to your flows. Share a one page note for each. Include the scores, the price view, and any risks. Propose one next step for each, such as a live demo with your data, a security review, or a limited pilot. Set dates and owners. A clear plan keeps momentum and helps stakeholders focus.

A sample thirty minute timeline

Spend five minutes on must-haves and flows, five minutes to filter the market, ten minutes to score a short list, five minutes to scan pricing, and five minutes to write next steps. Use a timer. Use the same template each time. With practice, you will move even faster while keeping quality high.

Closing thoughts

A strong shortlist does not require a long project. It needs a clear view of your flows, a short list of non negotiables, and a simple way to compare options. Keep the process light, the notes short, and the steps visible to your team. When the shortlist reflects real work, your final choice will fit the way your people and payroll operate each day.