Payroll & Employer
BPO Services Vietnam
Outsourced business processes beyond HR: reception, administration, documents, payroll
Recurring back-office work, staffed by people we recruit and employ through our own Vietnamese entity. Reception and front of house, office administration, document handling and data entry, and the payroll and HR cycle. HR is one of the functions in scope rather than the edge of the service. Twelve-month minimum term against a refundable one-month deposit.
24+ years
of regional HR group heritage
Since 2023
Vietnam BPO practice - Enterprise Code: 0318135337
9 entities
across 5 SEA markets
5 currencies
VND · SGD · MYR · THB · IDR
How it works
1
Scope
The opening job is to write down precisely what is moving across and to what standard. Usually that spans the payroll cycle with its insurance contributions and PIT, employee records and leave, joiners and leavers, office administration, reception, document handling and data entry, the periodic labour reporting, and whatever else has accumulated over the years on somebody hired to do a different job. Current state, gaps and target service levels are agreed in writing before a contract exists.
2
Onboard
Records are migrated, workflows configured function by function, and the connections into your HRIS or accounting system built and tested. Approval routes and escalation paths are documented rather than assumed. Nothing goes live until one complete cycle has run alongside your existing process and the two have been reconciled.
3
Run
Each month the functions in scope run. Payroll calculated in dong with social, health and unemployment insurance remitted and PIT withheld, benefits processed, leave balances current, joiners and leavers handled to your policies, and contract expiry dates tracked rather than discovered. Anything anomalous is raised with you before money moves. A performance summary follows each cycle.
4
Improve
Quarterly, we work through the figures that actually show whether this is functioning: accuracy, whether deadlines held, cost per transaction, and how often exceptions came up. That review is also where scope changes get agreed, adding a function, returning one, or moving headcount as the business shifts.
BPO in Vietnam, backed by 24+ years of group heritage
Vietnam's back-office labour is young, cheap relative to the region, and turns over quickly. That last part is what employers underestimate: in Ho Chi Minh City a transactional role can see a team refresh itself inside two years, and an outsourcing arrangement staffed to exactly the agreed headcount will be short-handed by the second quarter. The other thing worth knowing early is that documentation and filings are in Vietnamese and the statutory side is unforgiving about form, so a function run from English-language process notes tends to drift. Our BPO practice runs through People Profilers Services Vietnam Company Limited. The people delivering your function are our employees, which means the recruiting, the compulsory insurances and the churn are ours to absorb rather than yours.
What's included in our BPO service
You decide which processes leave the building and what standard holds them. The engagement has three layers: the functions delivered against documented service levels, the statutory and reporting work that has to close correctly each cycle, and a review rhythm that keeps the arrangement in step with the organisation. The fee is confirmed in the engagement letter before anything begins.
Function coverage - pick your scope
- ✓Payroll, benefits, leave, employee data, onboarding
- ✓Office admin, receptionist, switchboard, mailroom
- ✓Document admin, data entry, expense processing
- ✓HRIS, statutory and compliance reporting
Statutory + compliance handled
- ✓social insurance (SI, HI, UI) contributions for Vietnam employees
- ✓annual PIT finalisation annual returns and Tax Department leaver filings
- ✓Country-equivalent contributions in SG / MY / TH / ID
- ✓Calculated at official rates - no markup, no margin
Service levels + reporting
- ✓Documented SLAs per in-scope function
- ✓Monthly KPI dashboard + variance reporting
- ✓Quarterly service reviews + continuous improvement
- ✓Audit-ready records archived for statutory retention
Engagement letters spell out every fee in writing before onboarding. Engagements have a 12-month minimum term with one month's fees held as a refundable security deposit. The staff delivering your outsourced function are People Profilers employees - hired, managed, and retained by us, so the operational and employment risk sits with us, not you. BPO is function-level outsourcing delivered to SLAs; if you need named individuals integrated into your existing team rather than a function transferred to ours, see our Remote Talent Solutions service.
When BPO makes sense in Vietnam
Three situations account for most of the BPO work we do here, and one boundary worth being clear about.
Turnover is the real design constraint
Staffing to headcount fails here. We resource against the attrition curve and carry the bench, so the desk stays covered through the churn rather than degrading between resignations. That is the single biggest difference between an outsourced function that works in Vietnam and one that quietly stops.
A foreign parent with no back office on the ground
Overseas headquarters with a Vietnamese workforce who need HR operations, payroll, reception and document administration delivered locally without building a team to run them. You get the function to a documented service level, with Vietnamese-language documentation and filings handled properly.
Senior people doing transactional work
Lean teams in Ho Chi Minh City or Hanoi where a finance or HR lead spends the week on payroll queries, insurance registrations and onboarding paperwork. Moving that load out is usually cheaper than hiring beneath it, and much faster.
One boundary worth stating: the people delivering your function are our employees, so hiring, compulsory insurances and attrition sit with us. If you only need payroll administered while your staff stay your employees, that is Payroll Outsourcing. If you have identified one person you want employed here without a Vietnamese entity, that is Employer of Record.
BUSINESS PROCESS OUTSOURCING
Support functions staffed and managed on our employment contract
Reception, document administration, HR operations and back-office roles · Vietnamese-language documentation and filings · Social, health and unemployment insurance carried by us
Industries & Functions We Cover
Administrative work only looks generic from a distance. A freight forwarder's document flow, a hospital's rostering records, an electronics plant's shift and overtime calculations: each sets a different rhythm for whoever does the processing. Because we recruit into these sectors, the team put on your engagement recognises the work instead of learning it from your staff.
Aerospace & Aviation
Aircraft maintenance technicians, avionics and component specialists, ground operations and aviation supply chain roles around Tan Son Nhat, Noi Bai and Long Thanh.
Automotive
Production and quality engineers, supplier development, sales and aftersales management for assemblers and the growing EV and component base.
Banking & Financial Services
Relationship managers, credit and risk analysts, compliance and AML officers and operations specialists across Vietnamese commercial banks, insurers and securities firms.
Biotechnology & Pharmaceutical
Regulatory affairs, QA and validation, medical representatives and market access roles for manufacturers, importers and distributors.
Chemical
Process and production engineers, plant supervisors, HSE officers and technical sales across the southern and central industrial zones.
Construction & Civil Engineering
Project and site managers, civil, structural and M&E engineers, quantity surveyors and safety officers on Vietnamese infrastructure and property projects.
FMCG & Retail
Brand and trade marketing managers, key account and modern trade specialists, and retail operations across a fast-growing national footprint.
Healthcare
Clinical operations, nursing leadership, medical representatives and regulatory specialists for private hospital groups and device companies.
IT & Telecommunication
Software engineers, DevOps, product managers and data specialists across the Ho Chi Minh City, Hanoi and Da Nang development centres and outsourcing firms.
Logistics & Transportation
Freight forwarding, customs and import-export specialists, warehouse and distribution managers around Cat Lai, Hai Phong and the border crossings.
Marine & Offshore Engineering
Marine and subsea engineers, yard and vessel operations, project managers and HSE specialists across shipbuilding and offshore support.
Media & Publishing
Account management, content and performance marketing, creative and production roles across agencies, platforms and publishers.
Oil & Gas
Process, drilling and project engineers, HSE coordinators and commercial analysts for upstream operators, service companies and refineries.
Real Estate & Property
Development and project managers, leasing and property managers, facilities leads and investment roles for Vietnamese developers and funds.
Semiconductor
Process, test and packaging engineers, equipment and production specialists across the assembly and testing plants in the northern and southern parks.
Frequently asked questions
What's the difference between BPO and Payroll Outsourcing?
Breadth. Payroll outsourcing is one cycle: we calculate, remit the compulsory insurance contributions, withhold PIT and handle the annual finalisation. Everything else stays with your people.
BPO is a group of processes rather than a single cycle. Payroll can be one of them, alongside reception, office administration, document handling, records and the joiner and leaver workflow.
There is a staffing difference too, and it explains the commercial terms. Under BPO we recruit and employ the people doing the work, which is why the twelve-month minimum exists. Payroll outsourcing carries no such commitment.
If the problem is an inaccurate payroll, take the narrower service. If the problem is that you are running a back office at all, take this one.
Who is the legal employer when I engage People Profilers BPO?
We are, for the staff delivering your processes. They hold contracts with our Vietnamese entity, are registered for the compulsory insurance schemes, and the employment risk attaches to us.
Your own employees are unaffected. Their contracts, entitlements and reporting lines do not change because their records or payroll are now administered elsewhere.
That division is what separates this from an employer of record arrangement, where the people employed are ones you chose to work inside your own business. Here the staff are ours, delivering a service you specified.
How is BPO different from Remote Talent Solutions (RTS)?
Remote talent gives you named people. They sit in your team, take direction from your managers, use your systems, and you set their priorities.
BPO gives you a result. You define the process and the standard; the staffing behind it is our concern, and if someone is absent the cycle still closes on time.
Ask whether you would expect to run a one-to-one with this person. If yes, you want named individuals. If you would rather not have to think about it, you want BPO.
Both run through the same locally-incorporated entity, so the compliance footing does not differ.
How does the engagement and pricing work?
Twelve months minimum, with a refundable deposit of one month's service fee held for the term.
The fee is set by how many functions are in scope, the transaction volume behind them, the service levels needed, and whether more than one market is involved.
The engagement letter carries the fee schedule, the service levels and an explicit statement of what sits outside scope. Additions and removals later are documented variations rather than a reopened negotiation.
How do you handle data security and employee privacy?
Employee data sits in access-controlled systems, with permissions issued to the team on your engagement rather than across the operation.
Handling follows Vietnamese personal data protection requirements, and the equivalent regime in each other market where an engagement spans the region. Retention, access rights and breach procedures are documented in the engagement letter rather than left to policy.
On exit your data returns in an agreed format and our copies are destroyed on a schedule fixed at the outset, which is a better time to agree it than the end.
What does the transition look like if we move from in-house operations or multiple vendors?
Few transitions start from a tidy position. There is usually a payroll vendor, a records system somewhere else, and an office manager who has quietly absorbed several unrelated functions.
Mapping therefore comes first, including the undocumented parts, since those are what fail during a cutover. Then data migration and workflow configuration, then a full cycle run in parallel with whatever runs today.
Cutover only follows a clean reconciliation of that parallel cycle. Where several vendors are being consolidated we sequence it, taking the highest-volume process first and absorbing the rest over later cycles rather than moving everything on a single date.
Explore our other services
Need something different? Browse our other broad service categories.
Build strong teams with confidence. Our recruitment solutions connect you with the right talent, at the right time, using a consultative approach that prioritises long term fit and performance.
Simplify workforce management while staying compliant. Our employer and payroll solutions reduce administrative burden and allow you to focus on growing your business.
